An AI receptionist that answers every call
For clinics, law firms and service businesses that lose bookings to voicemail at lunch, after hours and on weekends. Our AI receptionist answers every call and chat, books straight into your calendar or practice system, and sends urgent cases to a person.
- Timeline
- 2 to 4 weeks to first live version
- Best for
- Clinics, firms and trades losing bookings to voicemail
- Usually starts with
- After-hours and lunch-hour call answering with calendar booking
Agent flow
What is an AI receptionist?
An AI receptionist is a virtual front desk that answers phone calls, website chats and messages for your business at any hour. It greets callers, answers common questions, books or moves appointments in your calendar or practice software, takes messages and routes urgent issues to the right person. It works alongside your front-desk staff, covering the times they cannot.
- Answers after hours, weekends and lunch breaks
- Books directly into Google Calendar, Outlook or your practice system
- Screens for emergencies and pages the on-call person
- Sends staff a morning summary of every overnight contact
Typical AI receptionist we ship
Each one scoped and quoted at a fixed price after a free review of your process.
After-hours call answering
When a call comes in after closing, the receptionist answers with your business name, handles routine questions, books the next open slot and leaves a tidy summary for staff in the morning.
Booking into practice software
A patient asks for a cleaning. The receptionist checks real availability in your practice management system, books the right appointment type and provider, and texts a confirmation with intake forms.
Emergency screening and escalation
When a caller mentions a burst pipe, severe pain or a court deadline, the receptionist follows your escalation rules, pages the on-call person and tells the caller when to expect a callback.
New client intake for firms
A prospective client calls a law firm at night. The receptionist collects the matter type, key dates and conflict-check details, then books a consultation and emails the intake to the attorney.
Rescheduling and waitlist fills
When a customer calls or texts to move a booking, the receptionist finds a new time, updates the calendar, and offers the freed slot to the next person on your waitlist.
Lunch-hour and busy-line cover
When the front desk is on another line or at lunch, calls roll over to the receptionist, so callers get answers and bookings instead of a voicemail beep.
A typical build, end to end
Answers calls on the first ring, books the slot and hands the tricky ones to your team.
What changes for your team
After 5 pm calls go to voicemail, and many callers never leave a message.
After-hours callers get answered, booked and confirmed by text before they hang up.
Front desk staff juggle ringing phones while patients wait at the counter.
Routine calls are handled by the receptionist, so staff focus on people in front of them.
Urgent overnight calls wait in a voicemail box until someone checks it.
Urgent calls trigger your on-call rules immediately, with a summary sent by text.
Four steps, one fixed price
- 01
Map your front desk
We list the calls you get, the questions asked, your booking rules by appointment type and what counts as urgent for your business.
- 02
Connect calendars and systems
We link Google Calendar, Outlook or your practice or case management software, plus your phone line, SMS and on-call contacts.
- 03
Script and test calls
We script the greeting, recording disclosure, FAQs and escalation paths with you, then run test calls covering bookings, cancellations and emergencies.
- 04
Go live in stages
We start with after-hours calls, review every transcript for two weeks, then extend to lunch and busy-line cover when your team is happy.
What an AI receptionist does after hours
Many calls that matter arrive when nobody is at the desk: early mornings, lunch breaks, evenings and weekends. A caller who reaches voicemail often tries the next business on the list instead of waiting. An AI receptionist picks up every one of those calls with your business name, answers routine questions from information you approve, and books the caller into a real open slot while they are still on the phone.
It also knows what it should not handle, and it says so politely. Clinical advice, legal opinions, pricing exceptions and complaints go to a person. Urgent cases follow the escalation rules you set, such as paging the on-call technician or texting the duty doctor. Everything else lands in a morning summary for your staff: who called, why, what was booked and which callbacks are still open.
Booking appointments into your calendar or practice system
A receptionist is only useful if it books into the system your team actually uses. We connect to Google Calendar and Microsoft 365 for simple setups, scheduling tools like Calendly, and practice or case management systems through their APIs or approved integrations. The receptionist reads real availability, respects appointment types, durations, buffers and provider schedules, and avoids double-booking because it checks the live calendar before confirming.
Where a practice system has no open API, we use a safe fallback: the receptionist collects the details and creates a booking request your staff confirm with one click. After booking, it sends a text or WhatsApp confirmation, intake forms and reminders. Cancellations free the slot straight away, and if you keep a waitlist, the next person is offered the opening automatically.
AI receptionist vs answering service: what changes
A traditional answering service takes a message and passes it on. Someone on your team still has to call back, check the calendar and book. An AI receptionist does the booking itself, answers the questions a message-taker cannot, and costs the same at 3 am as at noon. It also does not put a caller on hold because three calls arrived at once.
It is not a replacement for a warm, experienced front desk. The best setups use the AI receptionist for overflow, after-hours and repetitive calls, and keep people for conversations that need empathy or judgment. For healthcare we use HIPAA-aware configurations in the US and handle data under GDPR in the UK and EU. You own the accounts and scripts, and every change is documented.
AI Receptionist questions
Can an AI receptionist book appointments directly into my system?
Yes, in most cases. We connect to Google Calendar, Outlook, Calendly and many practice and case management systems that offer an API, so the receptionist sees real availability and books the right appointment type. If your system has no API, it creates a booking request your staff approve with one click, so your team keeps final control of the schedule.
What happens when a caller has an emergency?
You define what counts as urgent, such as a gas smell, a flooded basement, severe pain or a same-day court filing. When the receptionist hears those signs, it follows your escalation path: paging or calling the on-call person, texting a summary and telling the caller what happens next. It never gives medical or legal advice, and it directs life-threatening situations to emergency services.
Is an AI receptionist HIPAA compliant for medical and dental practices?
Compliance depends on the whole setup, not just the AI. For US healthcare we use HIPAA-aware setups with vendors that sign a Business Associate Agreement, limit what patient data is stored, control who can see transcripts and keep audit logs. For UK and EU clinics we handle data under GDPR. We review your obligations with you before anything goes live.
Will it replace my front desk staff?
That is not how we design it. The receptionist takes the calls your team cannot get to: after hours, lunch breaks, busy lines and repetitive questions. Your staff keep the conversations that need a human touch, and they start each day with a clear summary instead of a pile of voicemails to return.
How long does it take to set up an AI receptionist?
A focused setup, such as after-hours answering with calendar booking, usually goes live within 2 to 4 weeks, including test calls with your team. It starts with a free 30-minute audit, then a fixed-price quote in writing. Practice system integrations without a public API can add time, and we tell you that upfront rather than mid-project.
Often built together
Get a fixed quote for your AI receptionist
Send two lines about the process you want to hand over. We reply within one business day with what we would build, the tools involved and what it would take.
- 30-minute call, no slides, no pressure
- One fixed price before any work starts
- You own every workflow, account and line of code