An AI receptionist for clinic booking calls
If booking calls go unanswered while reception is busy with the waiting area, the agent can take them. It finds a slot in the doctor’s schedule and reads it back before it books. Anything clinical goes to your staff with the caller’s details attached.
Example workflow. Not client work.
What it handles, and what it leaves to staff
Handles:
- booking, rescheduling and cancelling appointments on a call
- each doctor’s OPD days and timings, as your clinic publishes them
- directions and parking
- home sample collection requests, with a pincode check against your service area
Leaves to staff:
- which doctor or test suits a symptom
- anything about reports, results or medicines
The agent does not give medical advice, and it is not an emergency service. We can set the agent to read a message your clinic writes and approves when a caller uses words your clinic lists as urgent, telling the caller where to get emergency help, and to alert the staff member on duty.
How a booking call goes
- Who it is for. A son or daughter may ring on behalf of a parent, so the agent asks first and takes the patient’s name rather than the caller’s.
- Doctor and day. The caller names a doctor, a department or only a day. The agent offers two open slots at a time, so nobody listens to a long list.
- Read-back. The agent repeats the patient, doctor, date and time and asks the caller to confirm. If the caller corrects it and the second read-back is still wrong, nothing is booked: reception gets a callback task with what the agent heard.
- Booked. The appointment goes into your clinic software where it offers an API (integrations), or a shared booking sheet.
A WhatsApp confirmation follows; confirmations sent outside an open chat use approved templates. WhatsApp template rules are covered on our WhatsApp Cloud API page.
Home sample collection calls
For a diagnostic centre, the call turns on the address. The agent checks the pincode against your service area before it offers a time window. Inside the area, it takes the address, a landmark and the test requested, which staff confirm before the visit. Outside the area, it keeps the address and passes the caller to staff for a callback.
Details it collects
- patient name, and whether the caller is the patient or a family member
- mobile number for the booking
- new or follow-up visit
- doctor or department, and the confirmed slot
- for home collection: address, pincode, landmark, time window and the test requested
Reminders before the visit can be added (follow-ups). Rescheduling when a doctor goes on leave, and the back-office records behind bookings, are automation work.
Sample booking call
Interactive simulation · sample data
Sample Care Clinic has Dr. A (sample), a general physician with OPD on Monday and Thursday, and home sample collection in two sample pincodes. Meena K. (fictional) is calling for her father.
Choose what happens
Pick one above. Nothing here is live: no call is placed, no message is sent and nothing is saved.
FAQ
Does the agent give medical advice?
No. It handles bookings and clinic information. Questions about symptoms, tests, reports or medicines go to your staff.
Can patients book on WhatsApp as well as by phone?
Yes. We can build WhatsApp booking on the same schedule and handoff rules. For calls beyond bookings, see inbound calls.
Can the agent answer on our clinic’s existing number?
Yes. Numbers are bought in your own provider account, and an existing clinic number can be ported to that account. How long a port takes sits with the operators, so we do not put a date on it.
How are patient details handled under the DPDP Act?
Patient data stays in the clinic’s own systems. The agent works with what a booking needs, and the records it writes go to an account you own. What is collected and how long it is kept is decided with you before launch and written into the scope. We advise on that and build to it.
Which language will the agent speak?
The one your callers use. Language is a project decision rather than a fixed list: tell us who the agent will talk to, and we test a model in that language before we commit to it in the scope. That includes languages spoken outside India.
How many booking calls does reception miss?
A rough daily count is enough to start. Someone from our team replies within one business day.