Every call answered. Nobody on hold.
A group of clinics receives hundreds of calls a month, many outside opening hours and many in a language the receptionist does not speak. A voice agent now answers every one, books appointments straight into the calendar, and hands the delicate calls to a person.
clinic group · 412 calls a month · booked straight into the calendar
The job, before.
Half the calls came when the desk was busy with the patient in front of it. A third came after 18:00.
Voicemail filled up and was listened to the next morning, if at all. Patients who called twice without an answer booked elsewhere. The receptionists spent their day between the phone and the person at the counter, and served neither well.
What the agent does now.
Answers, in the caller’s language
French, English, Italian, more if needed. It says it is the clinic’s assistant and asks how it can help. It does not pretend to be a person.
Books, moves or cancels appointments
It sees the real calendar, offers real slots, confirms by text message. New patients are asked the few questions your intake form asks.
Hands over when it should
Pain, an emergency, an upset caller, a question about a diagnosis: the agent stops, says a person will call back within a set time, and creates the task with the transcript attached. Emergencies are routed, not parked.
Takes the voicemail and turns it into work
Every missed-call voicemail is transcribed, summarised and filed as a callback in the morning queue, with the number and the reason.
What changed.
Every call is answered, and the desk is quieter. Routine bookings no longer interrupt the patient at the counter. Callbacks are a list, not a voicemail box. People who called at 21:00 have an appointment by 21:02.
The receptionists did not lose their job; they got it back. The calls they take now are the ones that need them.
what you get
- A phone that is always answeredIn your clients’ languages, with your opening hours, your services and your calendar.
- Appointments in the real calendarBooked, moved and cancelled directly in the system you already use, confirmed by text.
- A callback list, not a voicemail boxEvery handed-over call with its transcript, reason and number, in order of urgency.
what it takes
- Your phone number, or a new oneWe can take over the existing line or start with an overflow and after-hours number.
- Access to the calendar or booking systemMost practice and booking systems work; we check yours on the quick-check.
- A list of what it must never handleMedical questions, emergencies, complaints. You set the rule; the agent hands over every time.
The rules it keeps.
Read-only first
Every agent starts by watching and drafting. It only sends, books or files on its own once you have seen it be right, step by step.
Your data stays yours
Agents run inside your own accounts and tools. Where a model is needed we use EU-hosted options by default, and nothing is used to train anyone’s model.
A person for the exceptions
Anything the agent is unsure about goes to a named person, with the facts already gathered. You decide what it may do alone, and when.
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Enquiries read, sorted and answered in the client’s language before the team logs in; invoices matched, the rest filed, the few judgement calls flagged with a draft ready. Clinics, agencies, hotels. Around six hours a week back.
Clinics & healthcare
AI agents for clinics, dental and medical practices: the phone answered and appointments booked around the clock in several languages, reminders and intake handled, strict hand-over rules for anything medical.
Asked about this one.
Do callers know it is an AI?
Yes. It introduces itself as the assistant, and says so again if asked. People do not mind as long as they get what they called for, which they do.
What happens with an emergency?
The agent recognises the signs, gives the emergency number or routes to the on-call line immediately, and does not try to book anything. This rule is tested before launch and cannot be switched off.
Is this only for clinics?
No. Hotels, agencies, brokers, contractors and any business that books things by phone. The clinic group was first because the pain was loudest.
Have a job like this one?
Thirty minutes is enough to tell whether it would pay back for you. We will say so either way, in writing.