A receptionist that knows your rules and knows when to stop.
Answers every call and WhatsApp message, day or night. It speaks only from the clinic policies you approve, books straight into your Google Sheet, and hands anything else to a human with a summary.
- No medical advice, ever
- Human handoff in one sentence
- You own the sheet
The front desk work that shouldn't need a person
Answers from your policies
Timings, doctors' days, services, location, parking, payment and cancellation rules. Every answer comes from a knowledge base you approve.
Books appointments
Checks free slots in your sheet or CRM, books the patient, and sends a WhatsApp or SMS confirmation and a reminder the day before.
Reschedules and cancels
Moves or cancels existing bookings by phone or WhatsApp and frees the slot for someone else.
Hands off cleanly
Anything outside its knowledge, anything clinical, or "let me talk to a person" goes to your team with a one-line summary.
Logs every conversation
Caller, reason, outcome and a short summary go into the sheet, so nothing depends on someone remembering.
Shows it all locally
The dashboard app on your front-desk computer shows today's bookings, handoffs and missed calls in real time.
Built to say "let me get the team" instead of guessing
Most AI receptionists fail the same way: they improvise. Ours is fenced in by design.
| If the patient asks… | The receptionist… |
|---|---|
| Something covered by your approved knowledge | Answers in one or two sentences, using only that knowledge |
| Anything not in the knowledge base | Says so plainly and hands off to staff. It never invents an answer. |
| Anything clinical: symptoms, "is this serious?", medication | Gives no advice. Routes to the clinical team and shares the emergency number if one is set. |
| Pain, swelling, bleeding, an accident | Treats it as urgent: immediate transfer in hours, emergency instructions after hours |
| Treatment prices you haven't published | Explains that the dentist confirms costs after examination and offers a consultation |
| To speak to a person | Transfers or books a callback at once, with no persuasion |
Before go-live, we run a test script of real and deliberately tricky questions with you, and you sign off on the answers. We repeat it whenever your policies change.
Live in about two weeks
Policy interview
A 45-minute call with you and your front desk to capture how you actually run: hours, services, rules and exceptions.
Knowledge base and booking sheet
We turn that into an approved knowledge base and set up your booking sheet with slots, chairs and doctors, in your own Google account.
Test and sign-off
You and your staff call it, try to trip it up, and approve the answers. Languages are tested with your team.
Go live, gradually
Start with after-hours and overflow calls, then widen once you're comfortable. Your existing number stays the same.
Weekly tune-up
We review handoffs and unanswered questions every week and add what's missing, with your approval.
| Time | Patient | Booked via | Status |
|---|---|---|---|
| 10:30 | R. Shetty | AI call | Confirmed |
| 11:15 | A. Fernandes | Confirmed | |
| 12:00 | K. Rao | Missed-call text-back | Awaiting reply |
| — | New caller | AI call | Handoff: billing question |
Your front desk, on one screen
Installed on your clinic computer. It signs in with your Google account and reads your booking sheet directly, so patient data doesn't pass through our servers.
- Today's appointments, with source and status
- Handoffs waiting for a human, oldest first
- Missed calls and whether they've been recovered
- Weekly totals: calls, bookings, handoffs
About the AI Receptionist
What happens when a patient asks something the receptionist doesn't know?
It says it will get the team to help. During clinic hours it transfers the call to a staff member with a one-line summary. After hours it logs a callback request in your sheet and alerts your team on WhatsApp. It never guesses.
Will it give medical advice or quote treatment prices?
No medical advice, ever. It quotes only prices you choose to publish, such as a consultation fee. Everything else is routed to your team.
How does it know our clinic's policies?
We build a private knowledge base from documents you approve: services, timings, doctors' days, location and parking, payment and insurance policy, cancellation rules, and pre-visit instructions. You review and sign off on it before go-live, and changes take effect the same day.
Which languages does it speak?
English and Hindi are well supported by today's voice platforms. For Kannada, Tamil, Telugu, Malayalam, Arabic and others, we test quality with your own staff before go-live and only switch on languages that pass.
Where do bookings go?
Into a Google Sheet in your clinic's Google account, which acts as your appointment book, or into your CRM where it has an API. If your appointments live in practice software without an API, bookings land in the sheet as confirmed slots for your front desk to copy across.
What is the local dashboard app?
A small web app installed on your front-desk computer. It signs in with your clinic's Google account and reads the sheet directly, showing today's bookings, calls handled, handoffs and missed calls. Patient data does not pass through Advaya's servers.
Can patients tell it's an AI?
Yes. It introduces itself as the clinic's virtual assistant. Patients can say 'talk to a person' at any time and are transferred.