AI Receptionist & Call Handling
A phone assistant that answers every call, books appointments into the real calendar, and passes anything unusual to a person with the caller’s details already captured.
Indicative scope
- 24/7
- call coverage
- 3–6 wks
- typical setup
- Every call
- logged and searchable
Last updated
Why businesses ask for this.
A clinic or service business misses a large share of its incoming calls — during appointments, at lunch, in the evening and at weekends. Most of those calls are routine: opening hours, availability, prices, or booking a slot. Each missed one is a customer who rings the next business on the list, and nobody knows how many there were because voicemails are not left.
What it's made of.
- 1The call assistantAnswers on the first ring, in a natural voice, working from your own services, prices, hours and location. It asks the questions a receptionist would and writes down the answers.
- 2Booking into the real calendarChecks genuine availability rather than a copy, takes the booking, sends confirmation by text or email, and handles reschedules and cancellations without a person.
- 3Handover rulesComplaints, clinical questions, high-value enquiries and anything it is unsure about are transferred or escalated, with a written summary of the call attached.
- 4ReportingEvery call transcribed and searchable, with volumes by hour, what was handled, what was escalated and what it could not answer — which is the list of things to teach it next.
What changes once it's live.
Calls outside working hours are answered instead of lost
Staff are interrupted only for calls that need a person
Bookings arrive in the calendar without manual entry
You can finally see how many enquiries the phone was losing
Callers get a straight answer rather than a voicemail beep
Timeline
Typically 3–6 weeks to go live on a single number, running alongside your existing phone setup first so you can compare before switching over fully.
Who does the work.
Typically built with
- Voice AI
- Calendar integration
- Call transcription
- SMS confirmations
- CRM write-back
Roughly what you get.
Placeholders showing the screens a build of this kind contains — replaced with your own once a project starts.
Call summary and transcript Booking written to the calendar Escalation to a person Call volume reporting
Need something like this?
Tell us how your business works and we will tell you what a ai receptionist & call handling would involve for you specifically — scope, timeline and cost, in writing within 48 hours.
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