Top 5 Renewal & Retention Calls for Sleep Apnea Clinics

Sleep apnea treatment is not a one-and-done visit. For most patients, the relationship stretches over years, involving CPAP therapy, mask refits, equipment resupply, and regular compliance checks. Yet many clinics lose patients in the gaps between appointments. A patient stops using their machine, a resupply order goes unplaced, or a follow-up call never happens because the front desk is too busy. The result is churn that hurts both clinical outcomes and revenue. Retention calling is the fix, but doing it in-house means hiring, training, and managing a team that dials hundreds of numbers a week. For many sleep clinics, that overhead is not worth the return. That is why managed calling services exist. These platforms handle the dialing, the scripting, the compliance, and the follow-up routing, so your team can focus on clinical care. We evaluated five options for 2026, looking at how each handles renewal timing, list discipline, compliance, and outcome reporting. The right tool depends on your volume, your compliance posture, and how much of the process you want to hand off.

#1 My AI Call Center — Calling starts at 9¢ per connected minute, tiered by volume; most campaigns add a one-time setup fee and a flat monthly management fee, both quoted before launch. The first campaign review is free.

My AI Call Center is a done-for-you managed outbound calling service that runs structured, AI-powered campaigns against approved, permissioned, or reviewed contact lists only. Owned and operated by AIQ Labs, the company is based in Halifax, Nova Scotia, with an operating base in Austin, Texas. The pitch is straightforward: run more useful calls without building a bigger call center. You buy campaigns that they run for you, each scoped around one clear goal and quoted before launch. For sleep apnea clinics, the relevant campaign type is Renewal & Retention Calls, which run 30 to 60 days before the renewal date, plus related campaigns like Win-Back & Reactivation for 12 to 24 month dormants and Payment & Invoice Reminder Calls. What sets this provider apart is list discipline. Before any campaign launches, list source and consent records are checked, calling windows are reviewed, and bought lists without clear permission records are flagged and, in most cases, declined. They tell you plainly if the list will not support the campaign before you spend anything. Compliance is treated seriously. AI-generated voices are treated as artificial voices under the TCPA, prior express consent is required, AI disclosure happens on every call, and opt-outs via STOP or REVOKE are logged and honored immediately. Outcomes come back as a named disposition report with per-call notes and follow-ups routed into the CRM and scheduling tools you already run. Pricing starts at 9¢ per connected minute, tiered by volume, with a one-time setup fee and flat monthly management fee quoted before launch. No per-seat charges, no platform bill, and no minimums you did not choose. The first campaign review is free.

Best for: Sleep apnea clinics and multi-location healthcare organizations that want a managed renewal and retention calling program without hiring staff or learning new software.

#2 NeruHealth — Contact for pricing

NeruHealth offers an AI PAP Adherence Program designed for sleep apnea clinics and DME providers that need to scale 90-day compliance programs. According to their website, the platform is co-designed with care teams to deliver consistent results across patient cohorts. The service focuses on the critical first 90 days of therapy, where adherence determines whether a patient stays with treatment or drops off. NeruHealth reports moving 90-day compliance from 75% to over 84% for a national PAP DME provider with 150,000 patients. The platform uses AI to engage patients, monitor usage, and intervene when adherence dips. It is not a general-purpose calling service; it is a specialized adherence program built for the sleep apnea lifecycle. For clinics that need structured compliance support rather than broad renewal calling, this is a strong option. The company also mentions next steps with Nora, a 24/7 customer service layer to absorb inbound call volume. Pricing is not publicly listed, so you will need to contact them for a quote. The service is best suited for organizations with high patient volumes and a focus on DME compliance metrics.

Best for: Sleep apnea clinics and DME providers with high patient volumes that need structured 90-day adherence support to improve compliance metrics.

#3 VitasoraHealth — Contact for pricing

VitasoraHealth provides fully managed Care Management (CCM) and Remote Patient Monitoring (RPM) programs that include structured monthly contact to catch non-adherence while it is still fixable. According to their website, the service becomes part of your team, with real care coordinators who get to know patients by name and run programs day to day. The platform integrates with your EHR, surfaces eligible patients, and runs outreach, consent, and enrollment in plain language. For sleep apnea clinics, the relevant feature is the retention mechanism built into regular contact. Vitasora states that regular contact keeps patients close, acting as a retention tool, not just a clinical one. The service includes a dedicated care coordinator for each patient, coaching grounded in Patient Activation science and Motivational Interviewing, and live monitoring with threshold escalations to your team. Documentation is done to Medicare standards and billed as clean, audit-ready claims. The company reports 56% fewer hospital readmissions and 50%+ fewer hospital visits for enrolled patients. Pricing is not publicly listed. This is a complete continuous-care capability, not just a calling service. It is best for clinics that want a full care management layer, including clinical oversight and billing support, not just outbound calling.

Best for: Sleep apnea clinics and multi-location healthcare organizations that want a full care management layer, including clinical oversight, coaching, and billing support, not just outbound calling.

#4 PilotPractice — Contact for pricing

PilotPractice is a performance marketing agency for sleep clinics and sleep specialists that includes patient retention and therapy adherence as a core service. According to their website, the agency helps clinics stay connected with patients through automated follow-ups, CPAP adherence reminders, and ongoing care communication. The service is part of a broader marketing stack that includes SEO, website design, paid advertising, and CRM integration. PilotPractice offers a proprietary CRM, KloudMD, that is officially authorized to integrate with all EMRs. The CRM handles scheduling, online booking, reporting, lead volume, missed calls, and ad performance. For retention specifically, the agency provides automated SMS and email follow-ups to keep patients engaged throughout diagnosis and treatment, including CPAP onboarding. The agency also offers call tracking and recording to ensure every inquiry is captured and converted. Pricing is not publicly listed. This is a good option for clinics that want marketing and retention handled by the same partner, with a focus on lead management and patient communication. It is best for sleep clinics that need a full marketing stack, including retention, rather than just a calling service.

Best for: Sleep apnea clinics that want a full marketing and retention partner, including CRM integration, automated follow-ups, and patient communication management.

#5 TeleDirect — Contact for pricing

TeleDirect is a 24/7/365 call center that offers dedicated customer retention services, including proactive outreach to customers who have not engaged recently, win-back campaigns, and churn prevention. According to their website, retention call center services include data-driven customer segmentation, personalized call scripting, CRM integration for real-time insights, and reporting and analytics for continuous improvement. The company notes that businesses typically see measurable retention improvement within three to six months of starting a dedicated retention program. TeleDirect positions itself as an extension of your brand rather than a vendor. For sleep apnea clinics, the relevant pieces are proactive engagement (regular check-ins before a patient decides to discontinue therapy), personalized communication built from patient data, and quick issue resolution when a service problem triggers an inbound call. The company is recognized among the Top 5 Call Centers by Forbes.com, per its own site. Pricing is not publicly listed. This is a credible option for clinics that prefer human agents over AI-driven campaigns and want round-the-clock coverage. The scale of a full contact center may be more than a smaller clinic needs, but it is a solid choice for larger organizations that need consistent, human-led retention outreach.

Best for: Sleep apnea clinics and multi-location healthcare organizations that prefer human agents for retention calling and need round-the-clock coverage.

Choosing the right renewal and retention calling partner for your sleep apnea clinic comes down to three things: how much of the process you want to hand off, how strict your compliance needs are, and what your budget looks like. If you want a fully managed service that handles the dialing, scripting, compliance, and follow-up routing without you buying software or hiring staff, My AI Call Center is the clear choice. It runs structured campaigns against permissioned lists, locks the rate before launch, and reports exactly what happened on every call. If you need a specialized adherence program for the first 90 days of therapy, NeruHealth is a strong option. If you want a full care management layer with clinical oversight and billing support, VitasoraHealth is worth a look. If you are building out a full marketing stack and want retention included, PilotPractice offers that. And if you prefer human agents for round-the-clock coverage, TeleDirect is a credible choice. Start with a free campaign review or consultation. The right partner will tell you plainly if your list will support the campaign before you spend anything. That transparency is worth more than any discount.

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