AI Agents · AI receptionist
An AI receptionist that handles the front desk’s routine.
The front desk answers the same questions, books the same kinds of appointments and chases the same follow-ups every day. An AI receptionist takes that routine so your team can look after the people in front of them.
The problem
Where the time goes today.
- Calls and messages missed while staff are with a customer.
- Appointment requests that need several messages to settle on a time.
- Enquiries that never get a follow-up, so the lead goes cold.
- Staff who spend the morning on FAQs: prices, directions, opening hours, preparation instructions.
How it works
What the agent does, step by step.
- Receive the enquiryOn WhatsApp, your website or another channel you choose.
- Understand what is wantedA question, a booking, a change, a complaint, or a new enquiry to qualify.
- Check availability and rulesReads your booking system and your business rules, such as which treatments need a longer slot.
- Propose or confirmOffers slots. Depending on your policy it books directly or sends the request for staff to confirm.
- Hand over when neededComplaints, urgent cases and anything uncertain go to a person with the details collected.
Integrations
What it connects to.
“Used in our projects” means we have built and run that kind of connection. Anything else needs a feasibility review before we commit.
| System | Status | Note |
|---|---|---|
| In our product plans | Primary channel in many markets. | |
| Booking and scheduling systems | Used in our projects | We build scheduling for clinics ourselves. |
| CRM | Used in our projects | We build CRMs ourselves; third-party CRMs need review. |
| Proposed: feasibility review | For confirmations and follow-ups. | |
| Clinic management system | Used in our projects | Odontofusion PMS and Flow are our own. |
In practice
Examples of the work.
Illustrative exchanges with fictional data. They show intended behaviour, not recorded client conversations.
Appointment request
Patient: “Can I come in Thursday afternoon for a check-up?”
Agent: finds the free check-up slots on Thursday and offers 15:30 or 16:15.
Patient picks one. The agent books it and queues a reminder for the day before.
New enquiry
Visitor: “How much are clear aligners?”
Agent: gives your approved price guidance, asks one or two qualifying questions and offers a consultation slot. The details go to staff.
Security and control
What keeps it safe.
- Patient and customer details are shared only after the person is identified.
- The agent does not give clinical advice or diagnose. Anything clinical goes to staff.
- Bookings are written only through the booking system’s own rules.
- All conversations are logged, and staff can review and correct.
- Data kept to what is needed for the booking.
Implementation
How we would approach it.
- Map your front deskWhat is asked, what is booked, what must always go to a person.
- Design the conversationsTone, languages, opening hours, urgent-case handling.
- Integrate and testBooking, CRM and messaging connected and tested against real past enquiries.
- Launch with supervisionStaff see every conversation at first and tighten the agent from what they see.
Commercial considerations
What it costs, and what it saves.
- Priced as a scoped build plus modest running costs.
- The more of your enquiries fall into a few repeatable types, the better the economics.
- Savings are usually capacity and responsiveness first; cash savings depend on how you use the freed time. The ROI calculator models that separately.
Build this agent with Odontofusion.
Tell us the job. We will tell you honestly whether an agent is the right tool for it.