learn how to Turn Missed Calls into Booked Patients
AI call tracking, receptionist training, auto text-back, and performance metrics to help you answer more calls, book more patients, and stop revenue leaks at your front desk.
CallHero vs. Weave vs. RingCentral: What to Know
Takeaways
- There’s no one-size-fits-all. The “best” tool is the one that solves your clinic’s specific headaches.
- Start by asking: “Are we trying to fix how we communicate with patients, or how we handle those interactions internally?”
- Don’t just think about today. Think about what your clinic needs to grow in 6–12 months.
CallHero: Turning Calls Into Bookings
I like to think of CallHero as your call coach. It’s not a phone service. It’s more like a layer that sits on top of your phones and shows you how well your team is handling calls, and whether you’re leaving money on the table.
The Good:
- It tracks missed calls, call volume, and booking rates.
- Gives you real scorecards on your front desk performance.
- Built specifically for clinics (they actually get our world).
- Built-in inbound/outbound phone system & SMS communication tools
The Not-So-Good:
- It’s only as useful as your team is willing to improve.
Verdict:
If you feel like your front desk could be sharper, or you suspect you’re missing new patients, it’s probably worth the investment. It helped one clinic go from booking 45% of new calls to over 70%. No joke.
Weave: The Clinic Command Center
Weave’s big pitch is that it can replace half your tools. Phones? Check. Texting? Yep. Appointment reminders, payments, reviews? All in one dashboard.
The Good:
- Everything in one place (phones, texts, emails, payments).
- The two-way texting with patients is gold.
- Patient info pops up as soon as the phone rings.
The Not-So-Good:
- If you only need phones and analytics, it might feel like overkill.
- Reporting isn’t as strong as CallHero’s.
- Can get pricey if you’re not using most of the features.
- Tries to do everything, but is the best in few solutions
Verdict:
If your team juggles 4+ systems right now, Weave could simplify your life big time. But if you’re just trying to stop missing calls, it might be more than you need.
RingCentral: Solid Phone System, No Frills
RingCentral is like the reliable workhorse of the bunch. It’s not flashy, but it gets the job done. It’s a cloud-based VoIP system that works for everything from small clinics to big corporate offices.
The Good:
- Call quality is excellent.
- Tons of features, voicemail to text, call routing, etc.
- Works from anywhere (great for remote teams).
The Not-So-Good:
- Not built for healthcare, so no patient-specific tools.
- Reporting is basic unless you customize it.
- Setup can feel overwhelming if you’re not tech-savvy.
Verdict:
Great choice if you want a stable, no-drama phone system. Just don’t expect it to help with call coaching, reminders, or follow-ups, that’s not its lane.
So, Which One Should You Go With?
Here’s the bottom line:
- CallHero is for you if you want to stop missing new patient calls and wish to improve conversions with multi-channel communication and advanced communication analytics.
- Weave is for you if you’re tired of jumping between systems and want to everything in a single platform
- RingCentral is for you if you just need a clean, professional phone system and plan to bolt on other tools yourself.
Some clinics actually combine CallHero with RingCentral, CallHero gives them the coaching and tracking, and RingCentral gives them the call system. It’s not a bad setup if you want the best of both.
Curious if CallHero is the right fit for your clinic? Book a free demo and see it in action.
Frequently Asked Questions
If you use the coaching tools and have regular feedback sessions, yes. I’ve seen it firsthand. It’s like giving your front desk a mirror and a playbook at the same time.
It depends on how much you’ll use. If you’re using texting, reminders, payments, and reviews, absolutely. But if you just want better phones, there are cheaper options.
Yes. It scales well. Just be prepared to set up a few things manually, and maybe pair it with CallHero or a texting tool if you want more features.
Medical Disclaimer:
The information presented in this blog post is for educational purposes and should not be interpreted as medical advice. If you are seeking medical advice, treatment or a diagnosis, consult with a medical professional such as one suggested on this website. The Clinic Accelerator Inc. and the author of this page are not liable for the associated risks of using or acting upon the information contained in this article.