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AI virtual receptionist for clinics: every call answered and your calendar always up to date.
It immediately answers the calls your front desk cannot take: the patient who wants to change Thursday’s check-up, the one asking whether they should come fasting or the one calling at ten at night. It books appointments on your real calendar, respects the length of each service and never offers a slot that does not exist.
Single plan: €120 + VAT a month · up and running in 1 day · free integration consulting
A clinic’s front desk looks after the patient in front of them and the phone at the same time, and calls end up being missed. These are the four most common ones.
The patient calls in pain and wants to be seen today. The agent checks the real free slots of the professional assigned to them and, if there are none left, opens an urgent request with an assignee and a deadline. In the instructions, you define what the agent must not do, such as giving medical advice, and in which cases it must transfer the call to a person.
The agent recognises the patient’s number, confirms their identity before discussing the appointment and offers two available times, respecting the length of the service. The reminders for the previous appointment are cancelled and the new ones are scheduled automatically.
Opening hours, prices, where to park, whether to come fasting or what to bring on the first day. It answers with the information you have provided, and anything you would rather not share is marked as restricted content: the agent has it but does not disclose it.
The patient cancels from the link in the reminder, without needing to call. The slot goes back into the calendar immediately and becomes available for the next patient.
In phone handling, in the information your team receives, in the setup and in regulatory compliance.
It recognises the patient by their number and addresses them by name. It books, changes and cancels appointments on the real calendar, respects the length of each service and does not offer a slot that does not exist. It asks one thing per turn, reads out phone numbers digit by digit and, if interrupted, stops talking and listens. If asked to speak to a person, it transfers the call to whoever is available at that moment.
Every call is transcribed turn by turn, with what the agent looked up, how long it took to answer and whether it was interrupted. The calendar has one column per professional with out-of-hours slots marked, which your team can book but the agent never offers. Records are created automatically with their record number, and when two look like the same person the panel alerts you so that they can be merged field by field.
The agent is tested before it is published, and the panel shows the list of what it still needs to take real calls. The voice can be that of your receptionist, cloned from ten or twelve seconds of recording and with their express consent. For each piece of data that comes from one of your systems, you decide what the agent does with it: says it, says it only if asked, confirms the last four digits, uses it for identification or never shares it.
When the call is answered, an announcement says that an artificial intelligence is answering, and it cannot be switched off (Regulation (EU) 2024/1689, Art. 50). Recording is off by default and, if you switch it on, it does not start until the recording notice has been played. You decide how long transcripts are kept, between seven days and three years. There are five access roles: anyone with view-only access sees sensitive data masked, and every time someone listens to a recording it is logged.
Slots blocked by your team are never offered by phone. You can book appointments outside working hours, but the agent does not offer that time even if it is requested.
What the patient hears and what is recorded in the panel when the call ends.
01:04
Good morning, you have reached the practice. You are speaking to a virtual assistant powered by artificial intelligence. How can I help you?
Good morning. I was calling to change the check-up I have on Thursday, because a trip has come up.
Of course. You are calling from the phone number on Lucía Martín’s record. Are you the patient?
Yes, that’s me.
Thank you. You have a check-up on Thursday the 18th at half past nine with Dr López. Is that the appointment you would like to change?
That’s the one.
I can offer you Tuesday the 23rd at ten or Wednesday the 24th at quarter past five in the afternoon, both with Dr López. Which would you prefer?
Wednesday afternoon.
Perfect. Your check-up has been moved to Wednesday the 24th at quarter past five in the afternoon with Dr López. I will send you a link in case you need to cancel it. Is there anything else I can help you with?
No, thank you.
Thank you for calling. Have a good day.
Lucía Martín · record no. 3 · identity confirmed
Wed 24, 17:15 · Check-up (30 min) · Dr López
4, with a link to cancel
no access for the agent
Dialogue re-created for this page, with made-up names. It is not the recording of any real call or of any real patient.
Patients, appointments and record numbers. Real screenshots of the panel, unretouched.
The agent only offers what is free in that professional’s column. Slots blocked by your team are never offered by phone.
Clinical alerts, clinical record and assessment scales. At the top it says who can see them: the owner, the editor and the linked professional.
Up and running in 1 day and set up with your services, professionals and opening hours.
An entry in the clinical record cannot be edited or deleted. If it needs correcting, another entry is added that refers to the corrected one, and both remain visible with their date and author.
Allergies, medication, medical history, reduced mobility or legal guardian. They appear in red when the record is opened, and only the owner, the editor and the linked professional can see them.
Scored questionnaires on pain, anxiety or quality of life, with the result saved in the record and compared with the previous visit.
The record is created automatically when the appointment is booked. Search works without accents, and the panel alerts you when two records look like the same person, so that they can be merged field by field.
Day, week and month views, one column per doctor, and drag and drop to move an appointment. Treatment rooms and booths are booked separately, as resources, in addition to the calendar.
Up to six reminders per appointment, each with its own text and time, and a link so the patient can cancel while there is still time. The record keeps each patient’s no-show risk.
Answers to the most common questions before you request a demo.
No. Health data is stored encrypted in the record and is not passed on to the agent or to any artificial intelligence model. To book an appointment, the calendar, the services and the caller’s phone number are all it needs. For each piece of data that comes from one of your systems, you decide whether the agent says it, says it only when asked, confirms the last four digits, uses it only to identify the person or never shares it.
Yes. As soon as the call is answered, they hear an announcement that tells them so, in compliance with Regulation (EU) 2024/1689 on artificial intelligence (Art. 50). It cannot be switched off: without it, the switchboard does not answer the call. If the patient would rather speak to a person, the agent transfers the call to whoever is available at that moment.
Only if you switch it on: recording is off by default and does not start until the recording notice has played. You decide how long transcripts are kept, between seven days and three years; recordings without a set period are deleted after thirty days. Every time someone listens to a recording, the system logs who it was and when.
With any clinical management software that has an API: the integration is ready within 3 weeks at most and integration consulting is free of charge. We already have connectors for HubSpot, Salesforce, Microsoft Dynamics 365, Zoho CRM, Pipedrive and Odoo, among others. Data that changes frequently is looked up during the call, without keeping a copy. Synchronisation with Google Calendar and Microsoft 365 is not available yet; for now, the reference calendar is the one in the panel.
A single plan at €120 + VAT a month, with 1,000 minutes of conversation included. Each additional minute costs €0.65 + VAT. We have it up and running in 1 day, additional integrations are ready within 3 weeks at most and integration consulting is free of charge.
We set up the demo with your services (length and price), each professional’s timetable and the information you want the agent to provide, and we show you the resulting call. We do not need any data about your patients.
Single plan: €120 + VAT a month with 1,000 minutes included · additional minute €0.65 + VAT · up and running in 1 day · free integration consulting