AI medical secretary for practices and clinics
Appointment booking, reminders, call routing: what the voice agent handles at the front desk — and what it never does.
Appointment booking, 24/7
Monday, 8:30 am: a practice's switchboard saturates — everyone calls at once, and every patient who gets no answer will call back, or go elsewhere.
The Phonevoice agent books appointments at any hour, following your visit types and durations: first visit, follow-up, renewal. The calendar syncs in real time, with no double bookings.
The patient receives an SMS confirmation immediately. The front desk finds every booking in the calendar, along with the call summary.
Fewer no-shows
A forgotten appointment is a slot lost for the practice and for another patient. Automatic reminders — an SMS the day before, a confirmation at booking time — reduce absences.
If a patient needs to cancel, they do it by phone in a minute, at any hour: the slot frees up in the calendar and can be reassigned, instead of staying blocked until the day itself.
Emergencies are routed, never diluted
One essential point: the agent makes no diagnosis and gives no medical advice. That is not its role, and it is not negotiable.
It applies the instructions you define: if a caller describes an urgent situation, the agent immediately transfers the call to the practitioner or instructs them to call emergency services, according to your rules. Everything else becomes an appointment or a message.
Those instructions are yours, word for word. The agent does not deviate from them, however the conversation turns.
Overflow for the front desk, not a replacement
A medical secretary does far more than answer the phone: in-person reception, records, letters, coordination. Every interrupting call has an invisible cost.
The agent takes the overflow: Monday-morning peaks, lunch breaks, end of day, holidays. Forwarding can be active only when the line is busy or after a few rings — the front desk always keeps control.
A cost per minute, not a teleservice retainer
Phonevoice is pay-as-you-go: €0.29 per minute of call, all inclusive — telephony, AI and a summary of every conversation. No subscription, no commitment.
A traditional medical answering service bills a monthly retainer or a fee per handled call, busy month or not. Here, a quiet month costs less than a busy one — and the agent answers on the first ring, even when ten patients call at once.
GDPR and confidentiality
Data is hosted in the European Union, with French invoicing. The agent collects only what booking requires: identity, contact details, and the reason as the patient states it.
Every call produces a summary and a transcript accessible only to your team. A patient's data is deleted on request, in accordance with GDPR.
Call excerpt — booking an appointment
What practices ask us
- Does the agent give medical advice?
- Never. It makes no diagnosis and gives no health advice. Its scope: booking appointments, taking messages, and applying your routing instructions — including directing callers to emergency services when your rules say so.
- How are emergencies handled?
- By your rules, defined word for word: immediate transfer to the practitioner, an instruction to call emergency services, or a priority message. The agent applies the instruction without improvising.
- Is it compatible with my practice-management software?
- The calendar syncs natively with Google Calendar, and the API plus webhooks push every appointment or message into your software. If you'd rather keep your own booking tool, the agent can stick to reception, messages and routing.
- Where is the data hosted? Is it GDPR-compliant?
- Data is hosted in the European Union and processed under GDPR. The agent collects only what booking requires, and a patient's data is deleted on request.
- Do patients accept talking to an AI?
- The agent introduces itself as the practice's assistant, with a natural voice. For many patients the real alternative isn't the secretary — it's an unanswered ring and calling back later. Getting their appointment on the first try changes their experience.
- How long does setup take?
- About ten minutes: you describe the practice, visit types and durations, your emergency instructions, and set up call forwarding. No hardware, no installation.
Going further
Phonevoice
Welcome to Phonevoice, the conversational automation solution that's transforming the way you interact with your customers. Thanks to our advanced artificial intelligence technology, Phonevoice delivers an unprecedented customer experience, improves operational efficiency and reduces labor costs.