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Onboarding Roadmap: From Signup to Success!

Listen (about 2 minutes) or read below.

Here's exactly what happens once you sign up. You'll get a welcome email with a short onboarding form and a link to book your kickoff call.

The form covers your business basics: your business name, website, service areas, hours, services, goals, and who on your team should get alerts. Phone carriers also require your legal business name and EIN to approve business texting, and you'll enter those in the same secure, encrypted form. Please never send your EIN, bank details or passwords by email or text.

To receive payments from your customers, you'll enter your bank details yourself on Stripe's secure page. Our team never sees your full account numbers. You'll also invite us as a manager on your Google Business Profile, website and social accounts. That's safer than sharing passwords, and you can remove our access anytime.

Tiers 1 and 2 take two days. Day 1: your kickoff call, plus account, phone and CRM setup. Day 2: automations, booking and review requests, then your walkthrough and go-live.

Tiers 3 and 4 take three days. Day 1: kickoff and account setup. Day 2: automations, AI and integrations. Day 3: full testing, your walkthrough, and go-live.

You get access to your CRM at go-live, once onboarding is complete and everything has been tested.

From you, we just need replies within one business day, and you on the kickoff and go-live calls.

If you started with the FREE trial, nothing is charged today. There is NO sign-up fee. Your first month is charged on day 15, after your 14-day trial ends. If you cancel before then, you pay nothing at all. And if you chose an annual plan, your full year was charged at signup, with two months FREE.

Questions? Call 1-800-455-5691 or email support@viperconsulting.ai. We're glad you're here.
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LIVE DEMO by Viper Consulting™ · Northgate Urgent Care is a fictional business
Northgate Urgent Care · demo

See how an urgent care clinic gets more patients through the door

This is a live demo of the Viper Consulting™ Medical Offices & Urgent Care Build, shown for a fictional clinic, Northgate Urgent Care. Save a spot below and watch the system confirm the visit and follow up, with patient privacy built in.

FREE audit, $0 today, NO sign-up fee, no contract, cancel anytime

Start my 14-day FREE trialSee the full clinic build

Try it: Save my spot

This form is a simulation for the demo. Nothing you type is sent or saved, so any name works.

What happens next, automatically

  1. Instant confirmationEvery booking gets a text and email with what to bring, your forms link and your clinic hours.
  2. Patient pipelineA card appears in the pipeline: Saved a Spot, Confirmed, Checked In, Visit Complete, Follow-Up Due.
  3. Forms reminderIf forms are still open an hour later, the patient gets a friendly reminder.
  4. No-show recoveryA patient who misses their visit gets a text to pick a new time, and an email the next day.
  5. Follow-up and annual remindersPatients are reminded about follow-ups your staff marks as due, and about their yearly checkup.
  6. Check-in and reviewsAfter every visit, each patient gets the same friendly check-in and invitation to share their experience.

Missed-call text back

☎ Missed call
Hi, this is Northgate Urgent Care. Sorry we missed your call! You can save your spot online here: northgatecare.example/save-my-spot Reply STOP to opt out.
How long is the wait right now?
Walk-ins are welcome until 8 PM. Save your spot online and we'll text you when it's almost your turn. Reply STOP to opt out.

Your pipeline, updated on its own

Every new lead lands on the board and moves forward as the system replies, books and follows up. Try the form above and watch the new card move.

Saved a Spot

Sam O.Online, 1 min ago

Confirmed

Nina A.Today 3:40 PM

Checked In

Luis E.Checked in 2:55 PM

Visit Complete

Kara J.Check-in sent

Follow-Up Due

Derek N.Annual checkup due

Every conversation, handled automatically

Tap a message type to see exactly what your patients receive. Every message is sent for you, on time, and stops as soon as they reply or book.

Sent when: A patient saves a spot

Northgate Urgent Care

Your spot is saved, Nina! Northgate Urgent Care, today at 3:40 PM, 88 Commerce Dr. Please bring your ID, insurance card and medication list. Reply STOP to opt out.
Is there parking?
Yes, FREE parking right out front. See you soon! Reply STOP to opt out.

Patient privacy first. Our team is HIPAA-trained. Texts and emails stay generic (date, time and location only), with no diagnosis or treatment details.

24/7 AI chat and Voice AI Tier 3+

On Tier 3 and up, AI agents trained on your business answer questions and book appointments day and night, by web chat, text and phone. Try the chat, then play a sample call.

AI web chat

Hi! I'm the Northgate Urgent Care assistant. I can share our hours and save your spot. For a medical emergency, call 911.

Voice AI answers the phone

A caller reaches Northgate Urgent Care after hours. The AI agent answers, books the visit and texts a confirmation. Your team sees the full call summary in the CRM.

  1. AI agent: Thanks for calling Northgate Urgent Care, this is the virtual assistant. If this is a medical emergency, please hang up and call 911. How can I help?
  2. Caller: Can I come in this afternoon?
  3. AI agent: Yes. I can save your spot for 3:40 PM today. What's your first name?
  4. Caller: Nina.
  5. AI agent: Thanks, Nina. Your spot is saved for 3:40 PM. I'll text you what to bring and our address.

The workflows behind this demo

Here is everything that runs in the background for a clinic. Our team builds, tests and launches every workflow for you, then tailors it to your business.

  1. 1

    Missed-Call Text Back Every plan

    Starts when: A call goes unanswered

    Texts the caller back within seconds with a link to save their spot.

  2. 2

    Save-My-Spot Confirmation & What to Bring Every plan

    Starts when: A patient books a visit or saves a spot

    Opens the visit in your pipeline, emails what to bring (ID, insurance card, medication list), your patient forms link and clinic hours, sends a confirmation text and a forms reminder an hour later.

  3. 3

    No-Show Recovery Tier 2+

    Starts when: A patient misses or cancels

    Sends a friendly text about 30 minutes later with a link to pick a new time, and an email the next day.

  4. 4

    Follow-Up Visit Reminder Tier 2+

    Starts when: Your staff marks a follow-up as due

    Reminds the patient by text and email to schedule the follow-up visit.

  5. 5

    Annual Physical Recall Tier 2+

    Starts when: A visit is completed

    About 11 months later, reminds the patient it's time for their yearly checkup by text, then by email, and stops as soon as they book.

  6. 6

    Seasonal Health Campaign Tier 2+

    Starts when: You start the campaign

    Promotes flu shots and annual, school and sports physicals by text and email, with your hours and booking link.

  7. 7

    Employer & Occupational Health Follow-Up Tier 2+

    Starts when: An employer inquiry comes in

    Sends a thank-you text about your employer services and gives your practice manager a task to call within one business day.

  8. 8

    Post-Visit Check-In & Review Request Every plan

    Starts when: A visit is completed

    A couple of hours later, sends a friendly check-in and an invitation to share their experience. Messages never mention the reason for the visit.

Workflows marked “Every plan” are included from Tier 1. Workflows marked “Tier 2+” are included from Tier 2 (Growth & Automation) and up. Workflows marked “Tier 3+” are part of our Rewards, Promotions & Membership Programs, included from Tier 3 (Scale & AI Enterprise) and up, or on Tier 2 with the Rewards Lite add-on. Texting starts once the phone carriers approve your business texting registration.

The plan we recommend

Tier 2: Growth & Automation · $597/month

Tier 2 adds follow-up visit and annual physical reminders, seasonal campaigns for flu shots and physicals, and employer health follow-up, with generic messages that never mention the reason for a visit. Choose Tier 3 when phone volume is high or you run more than one clinic: Voice AI and AI booking bots answer and book 24/7, and reports compare every location.

Also consider: Tier 3: Scale & AI Enterprise ($997/month). Every plan starts with a 14-day FREE trial, with NO sign-up fee.

See Tier 2 and start FREE Compare plans

Frequently asked questions

What happens after I sign up? (listen)

Our Onboarding Roadmap, from signup to go-live:

What is this demo?

A working example of the Viper Consulting™ Medical Offices & Urgent Care Build for a fictional urgent care center. Every text, reminder, pipeline card and AI answer on this page shows what you and your patients would see. Our team tailors the wording, timing and offers to your business.

Is Northgate Urgent Care a real business?

No. Northgate Urgent Care is fictional, and the demo form on this page is a simulation: nothing you type is sent or saved.

Patients walk in or save their spot online. Can it confirm their visit?

Yes. Every booking gets an instant confirmation by email and text with what to bring (ID, insurance card and medication list), your patient forms link and your clinic hours, plus a forms reminder.

What happens when a patient misses a visit?

If a patient misses or cancels, they get a friendly text about 30 minutes later with a link to pick a new time, and an email the next day.

Can it remind patients about follow-up visits and annual physicals?

Yes. When your staff marks a follow-up as due, the patient gets a reminder to schedule it, and patients get a yearly checkup reminder about 11 months after a visit.

Do you offer referral rewards?

No. Healthcare referral rules are strict, so our medical build never rewards referrals. Instead it helps you thank patients personally and promote community health events.

Which plan do most clinics choose?

Tier 2 (Growth & Automation) for follow-up and annual physical reminders and seasonal campaigns. Choose Tier 3 for high call volume, 24/7 AI booking and Voice AI, or more than one location.

How do you protect patient privacy?

Our team is HIPAA-trained. We set up your system so patient privacy comes first: appointment reminders and follow-ups stay generic (date, time and location only), no diagnosis or treatment details go out by text or email, and every user signs in with two-factor login. Clinical records stay in your existing patient-records system.

What happens to missed calls?

Every missed call gets an automatic text back within seconds on every plan, so the customer keeps talking to you instead of calling the next business.

When can we start texting customers?

Texting starts as soon as the phone carriers approve your business texting registration, usually within 1 to 3 weeks. Calls, email, booking and everything else work from day one.

How long does setup take?

From sign-up to go-live, onboarding takes 2 days on Tiers 1 and 2 and 3 days on Tiers 3 and 4. You get access to your CRM at go-live.

What does it cost?

Tier 1 is $297, Tier 2 is $597, Tier 3 is $997 and Tier 4 is $1,597 a month. Every plan starts with a 14-day FREE trial and NO sign-up fee: $0 today, and your first month is charged on day 15. No contract, cancel anytime. Our plans are for US businesses.

See plans and start FREE   See every live demo   Questions? Call 1-800-455-5691.

Want this running for your clinic?

Get a FREE audit of your calls, leads and reviews, or start your 14-day FREE trial today. $0 today, NO sign-up fee, no contract, cancel anytime.

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© 2026 Viper Consulting™ (Epstein Investment Group LLC). This demo, including its design, workflows, text, audio, images and FAQs, is the property of Viper Consulting™. Please don't copy or reuse it without our written permission. See our Terms of Service.