Not a voicemail with a voice. An agent that answers every call, holds real text conversations, works inside your CRM, books and reschedules, makes the outbound calls, manages the inbox, and replies on social — connected to whatever systems you already run, and taking action in them instead of taking messages.
Most “AI receptionists” answer the phone, take a message, and email you a summary. Then someone on your team still has to read it, call back, book the appointment, and key it all into the CRM. That’s an answering machine with better manners.
A real receptionist does the job. They look you up before you finish saying your name. They know you rescheduled twice last month. They book the slot, update the record, send the confirmation, chase Thursday’s no-show, answer the email that came in Sunday night, and reply to the Instagram message asking whether you take new patients.
That’s what I build: one agent with one memory, running on your phone lines, your text number, your website chat, your shared inbox, and your social accounts. It reads and writes your CRM as a first-class user. It makes outbound calls and sends outbound messages on the schedules you set. It answers from your own knowledge, follows your rules, and hands off to a person — with full context — when it should.
If the conversation ends with a sticky note for your staff, the receptionist didn’t do the job. Mine closes the loop while the customer is still on the line.
One agent across phone, text, chat, email, and social — working inside the systems your team already uses.
A call in progress: the record opened, history read, stage moved, activity logged.
Salesforce, HubSpot, Microsoft Dynamics 365, Zoho, Pipedrive, GoHighLevel, Close, and Follow Up Boss — plus the industry systems of record your teams already live in: Clio, MyCase, Litify, Epic, athenahealth, Dentrix, Open Dental, Applied Epic, EZLynx, Redtail, Wealthbox, ServiceTitan, and Jobber, among others. Each connection is a typed, permissioned tool interface, so the receptionist can only do what you’ve allowed — and every write is logged.
A reminder campaign running against tomorrow’s schedule, with confirmations flowing back into the calendar.
Campaigns start from a CRM event, a schedule, or a segment you define, and every attempt, outcome, and disposition writes back to the record. Consent tracking, do-not-call suppression, calling windows by time zone, frequency caps, and TCPA and CAN-SPAM controls are part of the build — not an afterthought.
Triages the shared inbox by intent, answers routine requests from your knowledge base, books straight from a thread, forwards to the owner with a summary, and runs follow-up sequences. Anything sensitive is drafted for a person to approve before it sends.
A two-way text number and a chat receptionist on your site for questions, confirmations, rescheduling, intake links, and follow-ups — inbound and outbound. Every thread is matched to the same customer record as their calls and emails.
Replies to DMs on Instagram, Facebook Messenger, LinkedIn, and WhatsApp Business, and responds to comments and reviews within your tone and approval rules. A “do you take new patients?” message becomes a booked visit and a CRM lead.
A known patient calls about a same-day visit. Record opened, history read, slot booked.Calendar updated · confirmation texted · activity logged to the CRM
BookedOvernight inbox triaged: 41 messages. 29 answered, 8 forwarded with summaries, 4 drafted for approval.An insurance question answered from the knowledge base · two threads turned into bookings
TriagedA web form comes in. The lead is called within 60 seconds, qualified, and booked for a consultation.Stage moved to “consult scheduled” · owner assigned · task created
New leadInstagram DM: “Do you take new patients?” Answered, intake link sent, first visit booked.Contact created in the CRM · source tagged Instagram
BookedA patient texts to move Thursday’s appointment. New time offered and accepted; calendar and record updated.Freed slot offered to the waitlist by text · filled before lunch
RescheduledReminder run for tomorrow: 112 appointments. 97 confirmed, 9 rescheduled, 6 flagged for a human call.Three cancellations backfilled from the waitlist
CompleteA caller disputes a bill. Warm transfer to billing with a spoken summary and the account already open.Case created · transcript attached
Handed offUrgent symptoms described on an after-hours call. On-call provider paged, caller connected.Escalation logged · follow-up task for the morning team
UrgentEnd-of-day summary posted to the team: volume by channel, bookings, leads, escalations, and anything awaiting approval.CRM dashboards current · QA sample queued for review
DoneCallers press buttons or leave a message. At best, a bot answers and emails you a summary that someone has to act on, re-key into the CRM, and follow up by hand. Email and social sit untouched until Monday.
Every call, text, email, and DM answered at once and resolved on the spot: booked, qualified, answered, paid, or transferred with context. The CRM is updated by the receptionist, not by your staff. Outbound runs on its own.
Rehearsed against your real recordings and real records before it takes its first live call.
I listen to your recordings, read your inbox, look at your CRM, and map what the front desk does today — and what it drops. Thirty minutes, no deck.
Conversation flows, booking rules, CRM field maps, campaign triggers, inbox and social approval rules, escalation paths, integrations, and compliance — scoped and priced before the build starts.
Tested every week against your real recordings, real messages, and a sandbox copy of your CRM. You watch it book, update, and run a campaign before it touches production.
Overflow calls first, then after-hours, then full coverage. Then outbound, then the inbox, then social — with monitoring, QA review, and handoff documentation for your team, all tracked against the number we agreed on.
An AI agent that does the work of a front office, not just the phone. It answers calls, texts, web chat, email, and social messages around the clock, works inside your CRM to look up and update records, books and reschedules appointments, runs outbound reminder and follow-up campaigns, qualifies leads, and transfers to a person when it should. Unlike a phone bot or a consumer chatbot, it is integrated with your systems, logs every interaction, and runs under compliance controls.
The way a trained receptionist would. When a call or message comes in, it looks up the contact by phone number or email, reads their history, and uses it in the conversation. Along the way it creates or updates contacts, leads, opportunities, cases, and custom objects, moves pipeline stages, sets fields, assigns owners, creates tasks and follow-ups, and logs the interaction with a summary and a link to the transcript. I integrate with Salesforce, HubSpot, Microsoft Dynamics, Zoho, Pipedrive, GoHighLevel, and industry systems such as Clio, Epic, athenahealth, Dentrix, Applied Epic, and Redtail, through typed, permissioned tool interfaces with every write logged.
Yes. The same receptionist runs outbound by voice, SMS, and email: appointment reminders and confirmations, no-show and cancellation recovery, lead follow-up within a minute of a form submission, reactivation of lapsed customers, payment and renewal reminders, recall and waitlist campaigns, and post-visit surveys. Campaigns are built with consent tracking, do-not-call suppression, calling windows, and TCPA and CAN-SPAM controls, and every outcome is written back to the CRM.
Yes. It triages the shared inbox, answers routine requests from your knowledge base, books from email threads, forwards to the right owner with a summary, and runs follow-up sequences. On social it monitors and replies to direct messages on Instagram, Facebook Messenger, LinkedIn, and WhatsApp, responds to comments and reviews within your approval rules, and turns a message into a booked appointment or a CRM lead. You decide what it sends on its own and what waits for a human to approve.
It takes action. During the conversation it books and reschedules appointments, updates CRM records, opens tickets, takes payments and deposits, sends intake and e-signature links, and starts your existing workflows. Each action runs through a typed, permissioned tool, so it can only do what you have allowed, and higher-stakes actions can require human approval first. A message for staff is the fallback, not the product.
Whatever you run. Phone systems and SIP trunks, CRMs, calendars and practice, clinic, or matter management platforms, email and shared inboxes, text and messaging channels, social accounts, helpdesks and ticketing, payment processors, e-signature, ERPs, and internal databases. If a system has an API or webhook, I connect directly; if it only has a login page, I automate the browser workflow; if it only has an inbox, the receptionist works through that. Every integration is typed, permissioned, and logged.
It hands off. I design an escalation path for each request type: a warm transfer to a named person or department with a spoken summary, a callback task in the CRM, an urgent-line handoff for emergencies, or a draft reply queued for human approval. Every escalation carries the full transcript and record context, so your team picks up without asking the customer to repeat themselves.
Yes. The receptionist identifies itself as an AI assistant, and recording and consent disclosures are built in wherever the law requires them. Disclosure is a design decision, not an awkward moment: people mostly care that their problem gets solved quickly, and they can ask for a person at any point.
I build receptionists for HIPAA-regulated practices with business associate agreements across the vendors that touch PHI, encrypted call, message, and transcript storage, PHI minimization, consent and recording disclosures, and role-based access controls. Compliance is a property of the whole deployment, not a label on the software, so those controls are scoped with your compliance team before the build. For clients that require it, inference can run on private or on-premises infrastructure so patient data never leaves your environment.
A single-location receptionist with phone, calendar, and CRM integration typically goes live in six to eight weeks. Adding outbound campaigns, email, and social channels, or deploying across multiple locations and systems, runs closer to twelve. Every engagement is fixed scope and fixed price, agreed after a thirty-minute briefing, with weekly demos on real recordings and real records during the build.
Thirty minutes. We look at your call, text, email, and message volume, open your CRM, and map where the desk leaks today. You leave with an architecture, a timeline, and a fixed price.
Experienced working within
