Built to order
AI Receptionist
Answers the calls your team cannot get to, books them and logs every one.
What it produces
Call: Tom Reyes
- Reason
- New patient, post-op knee
- Handled by
- AI assistant, then Priya
- Outcome
- Booked Thu 10:30 with Alex
- Recording
- Stored in the clinic's account
Today
Calls go to voicemail while the team is busy.
With it
Every call answered, booked or handed to a person.
Watch it run
A call at 12:40, front desk busy
Call from 0491 570 157
Agent
Harbourside Physio, I'm the clinic's AI assistant. How can I help?
Tom
Hi, I'd like a first appointment for my knee.
Agent
Happy to help. Mornings or afternoons this week?
Tom
Thursday morning, if you have it.
The call forwards to the agent after four rings. It says it is an AI assistant before anything else.
Control and data
A person decides
You approve the script. Callers can ask for a person anytime.
Your data stays yours
Runs in accounts in your name. Recordings stay in those accounts.
Connects to
In your accounts
Voice
- Twilio
- Vapi
Book
- Google Calendar
- Microsoft 365 Calendar
- Calendly
- Cal.com
Record
- HubSpot
- Pipedrive
- ServiceM8
- Cliniko
Alert
- Slack
Named for reference. No endorsement implied.
In full
You approve the script and every answer the agent can give before it takes a live call. Callers can ask for a person at any point, and anything urgent, sensitive or outside the script goes to your team straight away.
By default it runs in accounts and infrastructure in your name. If you would rather we run it, we host it in accounts set up only for you, kept separate from every other client. Call recordings and transcripts are stored in those accounts. The telephony and voice providers process audio to run each call, and every provider is listed before you sign. How we handle data
Questions
Open one
Should an AI receptionist be our first project?
Usually not on its own. A receptionist earns its keep when it feeds a system that does something with the call, such as a follow-up sequence, a booking flow or a job card. If your call volume does not justify one, we will say so.
Will callers know they are talking to an AI?
Yes. We recommend the agent introduces itself as an AI assistant for your business at the start of every call. Being upfront avoids a worse moment later in the conversation.
What happens when a caller wants a person?
The agent transfers the call to the number you choose, or takes a message and alerts your team immediately if nobody is available. It never keeps a caller in a loop.
In detail
Open one
What it does
- Answers overflow and after-hours calls in a natural voice, following a script your team signs off before go-live.
- Answers common questions from an approved list, and says so plainly when a question is outside it.
- Books, moves and cancels appointments directly in the calendar or booking system you already use.
- Writes a summary of every call into your CRM or job system, with the caller's details and what they asked for.
- Transfers urgent, sensitive or complex calls to a person, or alerts whoever is on call.
How each run works
Every run follows these 5 stages, inside your own tools.
- 01A call comes in. Calls your team does not pick up, or calls outside business hours, forward to the agent on your existing number.
- 02The agent finds out what the caller needs. It introduces itself as an AI assistant for your business and works through the call flow you approved.
- 03It books or captures the request. Appointments go straight into your calendar; anything else is captured with the details your team needs to act.
- 04A person takes over when it matters. Urgent or out-of-script calls are transferred or flagged to your team immediately, and callers can ask for a person at any time.
- 05The record lands where you work. A call summary is logged in your CRM, and new enquiries can hand straight into a follow-up sequence.
Spec sheet
- Function
- Sales
- Status
- Scoped with you and built for your business, using the same delivery process as every engagement.
- Connects to
- Twilio, Vapi, Google Calendar, Microsoft 365 Calendar, Calendly, Cal.com, HubSpot, Pipedrive, ServiceM8, Cliniko, Slack
Stop losing bookings to voicemail.
Tell us how calls reach you today and we will map what the receptionist should handle.
Book a call (opens in a new tab)or email contact@strategicaiinnovations.com