WellnessGetting Your Practice Set Up
on WellnessEpicenter.
A practical, step-by-step walkthrough for new practices. No filler — just the exact steps that take you from signup to a covered front desk and a recall engine that runs on its own.
Connecting your calendar, phone number & patient list
The foundation is pointing WellnessEpicenter at the calendar, phone number, and patient list you already have — no rip-and-replace of your EHR required, so the automations you turn on later have clean data to work with.
- Complete the platform walkthrough with your onboarding specialist
- Connect or port your main practice phone number into Voice AI
- Set up provider calendars, working hours, and room availability
- Import your existing patient list and tag by care-plan status
- Configure your appointment types and full service menu
- Add your brand colors, logo, and practice details for templates
Setting up the Voice AI & Conversation AI knowledge base
Voice AI and Conversation AI only sound as good as the knowledge you give them. This step is about feeding them your practice's services, hours, and policies — and setting exactly what they're allowed to say, scoped to scheduling and logistics, never clinical advice.
- Build your custom knowledge base: services, FAQs, hours, and policies
- Configure Voice AI greeting, personality, and escalation rules
- Set up Conversation AI on your website chat and messaging channels
- Load cash-pay and insurance policies, and intake instructions
- Run test conversations and refine responses until they sound like you
- Approve Voice AI and Conversation AI to go live on real inbound traffic
Building your first recall & no-show recovery sequences
This is where WellnessEpicenter starts earning its keep. These sequences are tuned to a chiropractic visit cadence rather than a generic reminder, and they're pre-built, so turning them on is a matter of reviewing copy and flipping switches.
- Enable missed-call text-back (captures voicemail traffic instantly)
- Activate appointment reminder sequences (SMS + email, timed)
- Turn on automated recall for patients due for their next visit
- Set up waitlist automation to refill canceled slots
- Schedule the lapsed-patient reactivation sequence
- Confirm every automation has been test-fired before going live
Turning on reputation management
With your foundation and recall sequences running, it's time to start building your review base. Review requests go out automatically after a visit, and every review — good or lukewarm — gets a timely response.
- Turn on automated review requests after every visit
- Set up Reputation AI to respond to new reviews automatically
- Claim and connect your Google Business Profile
- Create a simple landing page for your new-patient offer, if you have one
- Confirm lead capture and automation routing end-to-end
What to expect in the first two weeks
Most of what changes in the first two weeks is quiet: the calls that used to go to voicemail get answered and booked, the reactivation list starts getting worked automatically, and canceled slots stop staying empty. You'll have call and message history in the dashboard to see what's actually happening.
- Read your analytics dashboard and see where new patients are coming from
- Check how fast leads are getting a response and getting booked
- Adjust automation timing and copy based on real reply patterns
- Review the first round of recall and reactivation results
- Schedule your first check-in with your onboarding specialist
Ready to get started?
Book your onboarding call and we'll walk you through Day 1 live — so you leave the meeting with an AI agent already answering calls.