Phones
The morning phone queue
Patients ring to book, cancel or ask a question, and the queue builds while reception is also checking people in, taking payments and answering the door.
For healthcare practices
Front desk admin, handled. Clinicians stay with patients.
We build AI that answers calls, books and moves appointments, chases invoices and collects forms for your practice. Every clinical question goes to your clinicians.
The problem
Where the hours go
Reception teams in private clinics and practices spend much of the day on work that follows the same pattern every time.
Diary
Cancellations and rebooking
Each cancellation means a call to rebook the patient and, ideally, someone else to offer the gap to. Most of it is phone tag and voicemail.
Enquiries
New patient enquiries
Emails and web forms ask whether you treat a condition, what an appointment costs and whether a referral is needed. Each one needs a careful, consistent reply.
Forms
Registration and intake forms
New patients need registration details, consent forms, medical history questionnaires and sometimes insurer authorisation before the first visit. Chasing them takes time on both sides.
Billing
Unpaid invoices and shortfalls
Self-pay invoices, missed-appointment fees and amounts an insurer did not cover all need polite follow-up, and each payment needs matching to the right patient.
Reminders
Reminders and follow-ups
Appointment reminders, pre-visit instructions and prompts to book the next session are routine, but someone still has to send every one of them.
How it works
A new patient, start to finish
How a new patient moves from first contact to follow-up. The steps marked Waits for you are where your clinicians decide.
- 01Automatic
Call or enquiry answered
A patient calls, emails or fills in a form. The AI says it is an AI, notes what they are looking for and checks it is a service your practice offers.
- 02Automatic
Urgent symptoms routed first
If the patient mentions anything on the red-flag list your clinicians set, or anything it is unsure about, it stops and directs them to 999, NHS 111 or your practice straight away. It never assesses symptoms.
- 03Automatic
Appointment booked
For routine requests, it offers real times with the right clinician, books the appointment and sends a confirmation with directions and what to bring.
- 04Automatic
Forms collected
It sends your registration, consent and medical history forms, reminds the patient until they are back and files them where your team expects them.
- 05Waits for you
Clinical decisions
Your clinicians read the history, see the patient and decide on assessment, treatment and any follow-up. The AI does not read or interpret medical information.
- 06Automatic
Follow-up and billing
After the appointment, it books any follow-up the clinician asked for, sends the invoice and politely chases it if it is not paid.
Workflows
What it handles
Five workflows, each built around how your practice already runs. Start with one, add the rest when you are ready.
New enquiry
Reads enquiry emails and web forms, answers questions about services, fees and opening hours from information you approve, and passes anything clinical to your team.
Read more →Missed calls
Answers when reception is busy or the practice is closed, says it is an AI, routes urgent symptoms to 999, NHS 111 or your team, and books routine appointments.
Read more →Rescheduling
Lets patients cancel or move appointments by phone, email or text, checks real availability and offers freed slots under rules you set.
Read more →Chasing payment
Sends polite reminders for unpaid invoices and missed-appointment fees with a payment link. It never takes, moves or refunds money itself.
Read more →Collecting documents
Requests registration, consent and medical history forms before the first visit, checks they are complete and files them where your team expects them.
Read more →Example
A call before the clinic opens
A new patient rings a physiotherapy clinic at 7:15 about a knee injury. The names are fictional.
ClientHi, I'd like to book in. I hurt my knee playing football on Saturday.
AI receptionistHello, I'm the clinic's AI receptionist. I can't give medical advice, but I can book you in. If you're in severe pain or think it's an emergency, please call 999 or NHS 111 now. Otherwise, can I take your name?
ClientIt's Daniel. It's sore but I can walk on it. Should I be resting it or keeping it moving?
AI receptionistThat's one for the physiotherapist, so I won't guess. I'll add your question to the booking so she sees it. The first new-patient slot is tomorrow at 9:20 with Amira. Would that suit?
ClientPerfect, thanks.
AI receptionistBooked. I'll text you a confirmation and a short medical history form to fill in before you come. If it gets worse before then, contact NHS 111.
New patient booked · tomorrow 9:20 with AmiraHistory form sent · question flagged for the physiotherapistPatient data
Built around how healthcare practices work
Health information is special category data under UK GDPR, so we design around it from the first conversation. We build on enterprise AI that does not train on your data, such as Microsoft Azure OpenAI, hosted in the UK or EU where you need it. For the most sensitive work, open models can run on your own servers or private cloud.
The system works inside the tools you already use, such as your practice management or booking system, email and calendar, where they offer a way in. It collects only what the front desk needs. Accounts, logs and data stay in your practice's name, and we map every data flow with you before we build, so you can use it in your own data protection impact assessment.
Your obligations stay with your practice: clinical governance, patient confidentiality, CQC registration where it applies, and the NHS Data Security and Protection Toolkit if you hold NHS patient data. The system is designed to support those duties. It never gives clinical advice, and urgent or red-flag symptoms go to 999, NHS 111 or your team at once, using wording your clinicians approve.
- Says it is an AI from its first line
- No clinical advice, triage or diagnosis
- Urgent symptoms sent to 999, NHS 111 or you
- Health data handled as special category data
- UK or EU hosting, or your own servers
- Accounts and logs in your practice's name
The rules it works by
Hard limits for a healthcare practice
- It never gives clinical advice.Questions about symptoms, treatment or medication go to a clinician. It tells the patient that is what it is doing.
- It never delays an emergency.Urgent or red-flag symptoms are directed to 999, NHS 111 or your practice at once, before anything else.
- It never interprets medical information.It can collect and file forms. Reading them and acting on them is for your clinicians.
- It never moves money.It can send a payment link for an invoice. It cannot take, transfer or refund payments.
Questions from healthcare practices
Will it give patients medical advice?
No. It is built to recognise clinical questions and pass them to your clinicians, and it tells the patient that is what it is doing. It answers only practical questions you have approved, such as fees, opening hours and what to bring.
What happens if a patient describes urgent symptoms?
It stops and directs them to 999, NHS 111 or your practice immediately, using wording your clinicians agree. Your clinicians set the red-flag list it treats as urgent, and anything it is unsure about is treated the same way.
How is patient data protected?
Health data is special category data under UK GDPR, so the system collects only what the front desk needs. It runs on enterprise AI that does not train on your data, hosted in the UK or EU where needed, or on open models on your own servers. Accounts and logs stay in your practice's name.
Does it make us compliant with CQC or the DSP Toolkit?
No system can do that for you, and we do not claim to. CQC registration where it applies, and the Data Security and Protection Toolkit if you hold NHS patient data, remain your practice's responsibility. We map every data flow with you so you have what you need for your own assessments.
Will it work with our booking or practice management system?
We build on the tools you already use. Where your booking, practice management, email and calendar systems offer a way in, such as an API, the AI works inside them. If one does not, the audit tells you what is and is not possible before you commit to a build.
What does it cost?
An audit is £1,500 and is credited against a build. Builds start from £8,000 with a fixed scope agreed up front, and running it costs £499 a month, month to month. The written proposal sets the final price.
Explore more
Thirty minutes. No obligation.
Human tired.Computer do it.
We will tell you honestly where AI will and will not save your firm time.