The Voice AI Receptionist

The Voice AI Receptionist answers your practice phone, greets callers naturally, and can book appointments on the spot, so your front desk never has to scramble during a busy clinical day.

What the Voice AI Receptionist Does

When a patient calls your practice number, the Voice AI picks up, introduces itself using your practice name, and holds a real back-and-forth conversation. It can answer common questions about hours, services, and insurance, and it can check your calendar and book an appointment without any staff involvement. Calls that fall outside what the AI can handle are transferred to your team according to the rules you set.

Before you configure the Voice AI, make sure you have reviewed the AI Agents Overview and that your practice phone number is active in your account. See Setting Up Your Texting and Calling Number if you have not done that yet.

Turning On the Voice AI

1. From your dashboard, open the AI Agents section in the main menu.
2. Select Voice AI Receptionist.
3. Toggle the agent to Active. The AI will now answer calls on your configured practice number.

Customizing Your Greeting and Voice

The greeting is the first thing every caller hears, so it is worth spending a few minutes getting it right.

1. Inside Voice AI Receptionist, click Greeting.
2. Type your greeting script in the text field. Use your actual practice name and keep it brief. For example: Thank you for calling Lakewood Family Dental. I'm your virtual receptionist. How can I help you today?
3. Choose a voice style from the Voice dropdown. You can preview each option before saving.
4. Click Save Changes.

Connecting the AI to Your Calendar

To let the Voice AI book appointments, it needs access to your availability. This is handled in the AI Booking settings, covered in detail at Letting AI Book Appointments. The short version:

1. Open Voice AI Receptionist and click Booking Settings.
2. Select the calendar (or calendars) you want the AI to schedule into.
3. Choose which appointment types the AI is allowed to book on its own versus which ones it should hand off to staff.
4. Click Save.

The AI will only offer time slots that are genuinely open in your calendar, so there is no risk of double-booking.

Setting Business Hours and Call Transfers

You decide when the AI answers on its own and when it routes the call to your team. Open Business Hours and Handoff inside the AI Agents section. You can set different rules for office hours versus after-hours calls. For example, you might have the AI handle booking during the day and take a message after 5 PM. Full instructions are at Business Hours and Handing Off to Staff.

Training the AI on Your Practice

The Voice AI draws on whatever information you have added about your practice. The more it knows, the better it answers questions about your services, accepted insurance plans, parking, and anything else callers commonly ask. To add that information, go to Training Your AI on Your Practice and Adding FAQs and Knowledge. Invest time here and your AI will handle the majority of routine calls without any help from your front desk.

Reviewing Calls After the Fact

Every call the AI handles is logged and transcribed. Open the AI Agents section and click Conversation History to read or listen to any call. This lets you catch anything the AI mishandled and refine your setup over time. See Reviewing AI Conversations for a walkthrough of that view.

Once your Voice AI is live, a good next step is confirming your calendar availability is accurate (see Setting Your Office Hours and Availability) and reviewing the AI Best Practices and Guardrails article so you know how to keep the AI performing well for your practice.