AI voice receptionist
Overflow and after-hours calls are answered by a voice agent that follows the approved script, takes a message or books within rules, and transfers the rest to a person.
The phone rings while everyone is busy. Voicemail loses callers. Hiring another front-desk person just for the overflow does not pencil out, so the overflow goes to the competitor who picked up.
- 01Trigger
Call rings out
The phone system forwards an unanswered or after-hours call to the agent.
- 02Qualify or process
Follow the script
Disclosure given, need identified, details collected and confirmed; out-of-script topics trigger a transfer.
- 03System update
Log the call
Transcript, summary, and message or booking written to the CRM and calendar.
- 04Customer communication
A real answer
The caller is greeted, heard, and told exactly what happens next, never left in voicemail.
- 05Human escalation
Transfer and review
Emergencies and anything outside the script go to a person; every transcript is reviewed daily in supervised mode.
- 06Measurement
Calls saved
Calls answered, messages taken, transfers, bookings, and transcript corrections, weekly.
Best for
- Businesses whose overflow and after-hours calls go to voicemail today
- Offices with one receptionist and a phone that rings more than one person can answer
- Owners who want callers greeted by name of the business and given a real next step
Trigger
An inbound call goes unanswered after a set number of rings, or arrives after hours.
Inputs
- The approved script and answers, and the list of topics the agent must not touch
- Business hours and the transfer numbers, including on-call
- Calendar rules for the appointment types the agent is allowed to book, if any
- The recording and disclosure text required for the caller
Actions
- Answer with the business name and the required disclosure
- Find out what the caller needs, within the script
- Collect the caller's name, number, and reason, confirming spelling
- Take a message, or book only the appointment types the business allows
- Transfer emergencies and anything outside the script to a person, and log the call with a transcript in the CRM
Outputs
- Every overflow call logged with a transcript and a summary
- A message or a booking a person can act on
- A transfer log showing what the agent handed off and why
Human handoff
The agent transfers to a person for anything outside the approved script and sends emergencies to on-call. It starts in a supervised mode where it takes messages only and a person reviews every transcript daily; booking is enabled later, and only for approved appointment types.
Exceptions
- A caller who asks for a person is transferred immediately
- A bad connection ends with a message and a callback task rather than a guess
- An existing customer with an open job is routed to that job's owner
- Spam and robocalls are ended and logged
Required access
- Phone system routing to forward unanswered or after-hours calls
- Approval of the script, the forbidden topics, and the disclosure wording
- Calendar and CRM access for messages and, later, bookings
Important limitations
- Accuracy on names and street addresses is imperfect; the agent confirms spelling and a person verifies before anything is scheduled
- Caller consent and recording disclosure are required and vary by state, and the disclosure is part of every call
- The agent transfers to a person for anything outside the approved script and answers no clinical or legal questions; scheduling into a practice management system is validated first
- Twilio
- GoHighLevel
- Google Calendar
- ServiceTitan
- Twilio
- GoHighLevel
- Google Calendar
- ServiceTitan (validate first)
Two to three weeks to the supervised mode, with booking enabled after the transcript review period
$8,000 to $25,000
The range for the tier this workflow usually falls in. Your number comes in a written scope. Pricing →
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