What happens on 100 clinic calls: Aeva’s outcome benchmarks

Clinic Call Benchmarks - What Happens on 100 Calls

Aeva AI research. Data: 100,467 patient calls handled by Aeva in calendar year 2025; 37,258 calls analysed in the 30 days to July 2026; conversations with 472 practice owners over ten months to October 2025. Figures last updated July 2026. By Chris Baxter, Co-founder & CEO, Aeva AI

For every 100 patient calls Aeva handled in 2025, just under 12 ended with an appointment booked on the call. In the 30 days to July 2026, one call in four arrived outside 9 to 5, and 41 of every 100 appointments booked went to a brand-new patient. These figures come from different periods and are set out separately below, each with its sample and date, so they can be quoted accurately.

The benchmarks

Not every call is a booking request. Existing patients ring to move or cancel appointments, ask questions or leave messages, so 11.8 bookings per 100 calls is a floor on booking demand, not a conversion rate. The conversion figure (42% rising to over 50%) counts only callers who tried to book.

How many calls does a clinic get?

Aeva does not yet publish call volumes from its own logs by clinic size, so the figures here come from conversations, not call data. Over ten months to October 2025, Chris Baxter spent about 157 hours speaking with 472 practice owners across Australia, the UK, New

Zealand and elsewhere. The typical practice described a steady trickle of around three to five calls a day per practitioner. A small number described 40 to 60 calls a day with one practitioner and one receptionist, almost all from word of mouth. One practitioner Aeva set up in June 2025 was taking more than 50 calls a day himself, with no advertising.

What the call data does show is overflow. In the 30 days to July 2026, a typical two-to-three practitioner clinic had about 15 calls a week answered by Aeva that would otherwise have rung out or gone to voicemail. That is roughly three a day, before counting the calls the desk did answer.

What the figures look like inside one clinic

One Aeva customer tracked every call that did not get through, not only after hours but mid-consult, at lunch and when the desk was busy. Roughly four new patients a week were calling and not reaching anyone, about sixteen a month. At $125 per initial consultation, that came to $2,000 a month, or $24,000 a year, before those calls were routed to Aeva as a backup.

At the other end of the range, Aeva’s top-performing clinics in June 2026 were turning more than 30% of their otherwise-missed calls into booked patients: one in three of the calls that used to vanish into voicemail.

Method and limits

• The 2025 totals are counts from Aeva’s system. The revenue figure multiplies bookings by an assumed average fee of A$100 and is an estimate.

• The July 2026 figures come from an analysis that runs on every call Aeva handles, recording time of call, booking outcome and new versus returning patient. It was new when these figures were taken and will be updated as the sample grows.

• The out-of-hours share counts calls Aeva answered. Clinics that use Aeva only after hours push it up, so it is not a measure of all calls a clinic receives.

• Calls per practitioner per day are what owners reported in conversation, not measured call logs.

Common questions

What percentage of clinic calls are new patients?

Of the appointments Aeva booked in the 30 days to July 2026, 41% were new patients. We do not yet have the share of all calls that come from new patients, only the share of bookings.

Next step

If you would like these benchmarks for your own clinic, Aeva records the time, outcome and patient type of every call it answers. Book a demo.

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