Gian McCoy

Services for medical and dental practices in Southern California

Recovered calls · New patients · Patients who come back

Every service here is judged by one question: does it put more patients in your chairs? It starts with answering the phone. Then it brings more calls in and brings past patients back. I work with independent and small-group practices in Orange County, Los Angeles, the Inland Empire, and San Diego.

Outcome: recovered calls

AI receptionist consulting

An AI receptionist answers every call, books or hands off new patients, and escalates urgent ones. I am the consultant, not the technology provider. I work with an AI receptionist vendor you already use, one you choose, or one I have vetted and trust. The vendor provides and supports the platform, and your practice contracts with them directly. I customize it for your office, coordinate your phone carrier, IT provider, and the vendor to set it up, and stay on as your advisor. When something breaks, I find where it broke and get the right vendor to fix it. One point of contact instead of three vendors pointing at each other.

Coordination

I coordinate your phone carrier, your IT or network provider, and the AI vendor on call routing, then test every call path together before launch.

Patient data

I make sure the vendor has a signed business associate agreement with your practice, and that collection, storage, and access rules for recordings and transcripts are written down.

Monthly review

I review call outcomes and transcripts with you each month and send tuning requests to the vendor. Updates when your hours, providers, or services change.

One point of contact

You call one person. I take the problem to the right vendor and report back in plain English.

Full details on AI receptionist consulting

Local pages: Orange County, Los Angeles, Inland Empire, and San Diego. Replacing a traditional after-hours service? See how an AI receptionist can act as a HIPAA-compliant answering service for medical offices.

Outcome: new patients

Local visibility

Most new patients pick from the practices Google shows on the map and at the top of the results. If you are not in those spots for the searches that matter in your area, the call goes to someone else. Full detail is on the medical and dental practice marketing page, and the local SEO guide for practices explains how it works.

Google Business Profile and the map pack

Your profile is often the first thing a patient sees. A weak one costs ranking, trust, and calls from people who were ready to book.

  • Profile claim, verification, and ownership cleanup
  • Primary and secondary categories chosen for the treatments you want more of
  • Services, hours, photos, and description kept accurate
  • Review requests built into your patient follow-up, with a response routine
  • Name, address, and phone consistency across directories
  • Monthly tracking of map position, calls, and direction requests

Search, ads, and Local Services Ads

Organic search brings steady patients over time. Paid search and Local Services Ads fill the gaps while it builds. Each is measured by booked patients, not clicks.

  • Technical SEO audits and fixes for your practice website
  • Service and location pages written for how patients actually search
  • Structured data so search engines and AI assistants understand your practice
  • Google search ads set up around high-value treatments
  • Local Services Ads setup, lead review and disputes, and budget pacing where your category qualifies
  • Call and booking tracking so every channel is judged on patients

Outcome: patients who come back

Patient reactivation and referral marketing

The cheapest patient to win is one who already knows you. Most practices have a long list of overdue patients and a handful of referring doctors nobody keeps in touch with. Both are worth working on a schedule. See how to cut patient no-shows for the scheduling side.

Email reactivation

  • Segments for overdue recall, unscheduled treatment, and lapsed patients
  • Short, plain sequences that ask for the appointment
  • Sender setup (SPF, DKIM, DMARC) so messages reach the inbox
  • Content kept to what is appropriate to send to patients

Direct mail

  • Mailers to lapsed patients and new movers in your area
  • Tracked phone numbers or links so you know what each drop produced
  • Print and mail vendor coordination

Referral programs

  • Referring-doctor outreach: mailers, a simple referral page, and follow-up
  • Patient referral asks built into your post-visit follow-up
  • Tracking of which referral sources send you patients

Outcome: fewer dropped follow-ups

CRM and marketing automation

Web forms, missed-call texts, new-patient inquiries, and review requests should not depend on someone remembering. I build the follow-up so it happens on time, in the tools you already use or in HubSpot or GoHighLevel when a new system makes sense.

What gets automated

  • New-patient inquiries routed to the right person with a same-day follow-up
  • Missed-call text back so a caller hears from you before they call someone else
  • Appointment reminders and no-show follow-up
  • Review requests after a visit
  • Internal tasks and alerts for your front desk

How it is built

  • HubSpot and GoHighLevel setup, pipelines, and workflows
  • Make, Zapier, or self-hosted n8n to connect the tools you already have
  • Clean contact data, sensible fields, and clear ownership
  • Patient information kept out of tools that are not set up to hold it

Outcome: knowing what works

Reporting that counts patients

One view of where calls and bookings come from, so you can spend on what produces patients and cut what does not. Built in Looker Studio with Google Analytics 4, Search Console, Google Business Profile, Local Services Ads, and your CRM.

  • Owner summary: calls, new-patient inquiries, bookings, and cost per new patient by channel
  • Local visibility: map position, profile calls, and direction requests over time
  • Website: which pages and searches lead to a call or a booking request
  • Google Analytics 4 and Tag Manager setup so the numbers are right to begin with

Outcome: less manual work

Applied AI and automation consulting

For practices and groups that want AI beyond the phones. I design and run working AI systems of my own, so advice comes from operating them, not from a vendor demo. You can see them on the Apps page.

Rules first, AI second

Plain rules handle the obvious decisions. AI handles what is left. Cheaper, easier to check, and easier to explain to staff.

Works across providers

Claude, OpenAI, Gemini, or a local model. You can switch without rebuilding, and you are not locked to one vendor.

Answers from your own material

Retrieval pipelines that ground AI answers in your documents and policies instead of guesses.

Cost and data controls

Spending limits, logging, and clear rules about which data may go to which service.

Full technical detail is on the Expertise page.

How we work together

Ongoing monthly

Local visibility and reactivation run best as ongoing work. For the AI receptionist, ongoing means monthly advice: a review of call results with you and tuning requests to the vendor. One monthly scope, one point of contact.

Project

A defined piece of work with a clear finish: a Google Business Profile rebuild, a CRM setup, a reactivation campaign, a reporting dashboard.

Review first

Not sure where the leaks are? We start with a review of your phones, your local presence, and your patient list, then decide together what is worth fixing.

Prices are not listed here. What makes sense depends on your call volume, your systems, and what one new patient is worth to you. We work that out when we meet, usually at your practice. For the AI receptionist, you pay the vendor directly for the platform and usage, and you pay me separately for consulting.

Book an in-person meeting