Everything the front desk does
It answers the phone in your caller's language, writes down who rang and what they wanted, and tells you on WhatsApp within seconds. This page is the long version: every part of it, what it does, and what it does not.
Answering the phone
Every call, day and night
It picks up on the first ring at 2 in the afternoon and at 11 at night, on a festival, and while your one receptionist is taking payment. A call that rings out is a patient who has already dialled the next clinic.
Your caller's language
Hindi, Marathi, Tamil, Telugu, Kannada, Gujarati, Bengali, Punjabi, Malayalam, English and more. It follows the caller mid-sentence, the way people actually talk in India, rather than making them repeat themselves in English.
It sounds like your front desk
You choose the name it answers by and the voice. It never claims to be a person, and it never says the words AI or bot to a caller. If somebody asks, it says plainly that it is the automated front desk.
Your desk rings first, if you want
Set it to ring your reception for ten seconds and only answer if nobody picks up. Your staff keep the calls they can take, and nothing is missed when they cannot.
Listens without cutting people off
A caller who pauses to think is given the pause. One who talks over the greeting is heard, not ignored. It says "ji" while it thinks so nobody is left with a silent line, and it does not repeat itself.
Confirms the number to ring back
It reads the caller's own number back and asks if that is the one to call. When a call comes through a directory line and the number on the screen is theirs, not the caller's, it asks for the right one instead of assuming.
Hands the caller to a person
When a caller asks for somebody, it puts them through to the number you set. If nobody answers it says so honestly, takes their details, and tells you to ring them back.
After hours only, if that is all you need
Some clinics want it for nights, Sundays and lunch. Forward your line on busy and unanswered, and it only picks up what your staff did not.
What you get after every call
The details, on WhatsApp
Name, number, what they wanted and how urgent it sounded, in your language and English, seconds after they hang up. It goes to as many numbers as you like, so the doctor and the front desk both see it.
Told even when nothing was captured
If a caller hangs up before giving their details, you still get the number, the time, how long it lasted and whatever was heard. A missed call you know about is a patient you can still win back.
A note that fits the call
Somebody asking for an appointment gets you the appointment form. Somebody asking about your timings or leaving a message for the doctor gets you a short note about the call and what they wanted. It writes down why they rang instead of forcing every call into one shape.
The recording and the transcript
Both sides of the call are recorded and written out, so you can hear exactly what was said rather than take our word for it. Callers can be told the call is recorded, in their own language, in the opening line; you decide whether that notice is spoken.
Even the part your own team took
When it passes a call to your desk, that half is recorded and written up too, and you get a note saying who answered and what was discussed. A call your team took is never filed as a missed call.
Your Google Sheet, and your CRM
Every call lands as a row in a sheet you own, and in your CRM if you use one. Nothing is locked in here.
Email too
The same details by email if you prefer to work that way, or as well as WhatsApp. You choose which channels are on.
Sales calls kept off your desk
It recognises a sales or automated call, ends it politely, and marks it so it does not sit in your list looking like a patient. You can block numbers outright too.
The app on your phone
iPhone and Android
Every call, every enquiry, the recording, the transcript and your bill, on the phone in your pocket. Not a website squeezed onto a small screen.
It buzzes when a call comes in
A notification the moment somebody rings and the moment their details are taken, that opens straight to that call.
Change it yourself
The greeting, the language, the transfer number, what it may quote and what it must never say. Change it in the app and the next call uses it.
Ring your own front desk
One tap to call your own line and hear exactly what your patients hear. Ten of those a day, free, never billed.
Reply to a caller without ringing them yourself
Type what you want the caller told, on their call. The front desk rings them from your number, says your words exactly as you wrote them, writes down what they answer, and shows you on the same call whether they heard it. If nobody picks up it tries once more.
Send the recording to anyone
One tap sends a call recording to a colleague, a specialist or a family member on WhatsApp, as an MP3 file or as a link that works for a week and then stops. Every share is logged on your account.
Who is still waiting for a call back
The app keeps the list of callers nobody has rung back yet, with a call button and a done button, and sends a notification when one has waited longer than the hours you set. Not one more thing to remember.
Something wrong with a call? Say so
One tap on any call sends it to us with the recording attached. A person listens and replies, and if the front desk fell short, those minutes come back to you.
What it can do beyond answering
Books into your calendar
Connect Google Calendar and it offers real free slots and books them, instead of promising a time nobody can keep.
Reminds your patients
It can ring your patients before their appointment so fewer of them forget. Only your own patients, only about their own booking.
Rings people back
Somebody asked for a callback and nobody has done it yet, so it does. Service calls to people who asked to hear from you, never cold calling and never marketing.
Quotes your prices, if you let it
Give it your consultation fee and it answers the question everyone rings to ask. Leave it out and it takes a message instead. Your call.
Asks what you need asked
A dental clinic wants a different set of questions from a workshop. You choose the fields it must fill in on every enquiry.
Remembers who called before
A returning patient is greeted by name, and one number shows one name in your list rather than three spellings of it.
The number, the paperwork, and the bill
A local number, and the compliance done
We get you an Indian number and handle the operator's KYC with you. Or keep your existing line and forward it, and your patients never see a change.
Charged in 15 second blocks
Not whole minutes. A twenty second call costs thirty seconds, not a minute. On a month of short calls that is the difference between a fair bill and one padded by half.
You can check the bill yourself
Every call, what was actually spoken, and what it cost, month by month, in the app and on the web. Minutes are your whole bill, so you should be able to check the number rather than take it on trust.
Unused minutes carry over
Anything you do not use rolls into next month. Top up any time, as often as you like, and those carry over too.
Receipts, and a ceiling
A receipt for every payment, kept in the app to print or send to your accountant. Set a limit and we pause and ask rather than run up a bill you did not agree to.
A call it failed is not counted
If the front desk stalled, cut somebody off, or went round in circles, and nothing came of the call, those minutes are given back on their own. The call shows "Not counted" in your app, with the reason. You do not have to ask.
Test and demo calls are free
Calls you make to check the line, and calls we make while tuning it for you, are never on your bill. Not discounted. Not counted at all.
What it does not do
A short list, because knowing this up front saves everyone a bad month.
- It does not cold call. Outbound is only to your own patients and customers, about something they asked for.
- It does not pretend to be a person. If a caller asks, it tells them.
- It does not diagnose, prescribe, or give medical advice. It books and takes messages.
- It does not quote a price you have not given it.
Questions people ask
Does it record calls?
Yes, both sides, and writes out a transcript. Callers can be told the call is recorded in the opening line, in their own language. You decide whether that notice is spoken.
How do I get the details of a call?
On WhatsApp within seconds, in the app with the recording and transcript, by email if you want it, and in a Google Sheet if you connect one.
Can it give callers directions to my clinic?
Yes, on Level 2 and above. It asks where the caller is starting from and guides them in from that spot, in their own language, using your exact address.
Can my staff answer first?
Yes. Ring your reception for a few seconds and the front desk only picks up if nobody does. When your team takes the call, it stays with them.
Is there an app?
iPhone and Android. Every call, recording, transcript and your bill, with a notification the moment a call comes in that opens straight to it.
Can it call a patient back with a message from me?
Yes. On any call in the app, type what you want the caller told and tap Send by call. The front desk rings them from your number, says your words exactly as written, and shows you what they answered. It calls between 9 am and 9 pm, tries once more if nobody picks up, and only ever calls people who rang you.
Can I send a call recording to someone?
Yes. Any recording can be sent as an MP3 from the app, to WhatsApp or anywhere else, or as a link that works for a week.
What happens when the front desk gets a call wrong?
If it stalled, cut a caller off or kept repeating itself and nothing came of the call, those minutes are given back on their own and the call is marked Not counted. You can also report any call from the app and a person will listen to it.
Does every call come as an appointment form?
No. It writes down why they rang. An appointment request comes as the appointment form; a question, or a message for the doctor, comes as a short note saying what was discussed.