Healthcare · Clinics, dental practices, physio and vets

A friendly front desk, even when every line is busy.

Aivah gives your practice an AI employee that answers patients and pet owners. It works on your phone line and your website, day and night, with a face, a voice and your clinic’s details.

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Free to start · No card requiredPhone answering from Starter · $99/month

See how it works.

Call history in Insights: inbound calls answered by an AI employee, with status, duration, transcript and credits for each — Inside Aivah · Insights → Call history · Illustrative workspace data

01Answers day and night

02Takes appointment requests

03Every call written down

The problem today

Sound familiar?

The phone rings while we’re with patients.
Callers hang up, and some ring the next clinic instead.
We answer the same questions all day.
Are you open Saturday? Do you take new patients? How much is a check-up?
Messages pile up after we close.
Every morning starts with a list of callbacks and half the details missing.

The jobs it does

What your AI employee does

Six front-desk jobs it can take on this week.

Answers everyday questions

Opening hours, prices, parking and whether you take new patients. Day and night, from your own information.

Phone line
Website

Takes appointment requests

It collects the name, phone number, type of visit and best times. Your team confirms the appointment.

Website
Phone line

Picks up when reception is busy

It answers the call, helps with simple questions and takes a clear message for the team.

Phone line

Gets new patients ready

How to register, which forms to fill in, what to bring and how early to arrive.

Website
Phone line

Trains new reception staff

Turn your front-desk handbook into a short presentation with a quiz. You see each score in Insights.

Presentations

Helps your own team

Staff ask it in Slack for a policy or a price. You get a reminder on WhatsApp to return the day’s calls.

Slack · your team
WhatsApp · you
Scheduled tasks

Where it works

One AI employee, wherever patients reach you

Your websiteChat, voice and a face, with a lead form for contact details.

At 10pm, a parent asks if you see children and what a check-up costs. It answers and takes an appointment request.

See the website guide Your phone lineAnswers incoming calls on your own Twilio number, from the call prompt you write.

A pet owner rings at lunchtime to ask if you see rabbits. It answers from your call prompt and takes her number.

See phone answering Video meetingsJoins Meet, Teams, Zoom and Webex calls with its face and voice once the host lets it in.

A new receptionist starts at your second clinic. It joins her Teams call and answers questions about your front-desk rules.

See meetings Your team chatYour team messages it in Slack. You message it from your own WhatsApp.

Receptionists ask it in Slack for the late-cancellation fee. You get a 5pm reminder on WhatsApp to return callbacks.

See all channels

A day in its life

A day with your AI employee

Example Kestrel Bay Dental is a fictional dental practice.

07:45Phone line
Before the doors open
A caller wants to move her check-up. It takes her name, number and the days that suit her.
09:20Website
A new patient
Someone new to town asks if you take new patients. It explains the first visit and takes an appointment request.
11:30Phone line
Reception is busy
Both receptionists are with patients. A caller asks about parking and payment, and it answers from your call prompt.
13:00Presentations
A new starter trains
Your new receptionist takes the front-desk lesson. She stops it twice with questions, then takes the quiz.
15:10Slack · your team
A question from the team
A receptionist asks for the late-cancellation fee. It answers from your policies.
17:00Scheduled tasks
Your daily reminder
The reminder you set arrives on WhatsApp: return today’s callback requests.
21:15Website
After hours
A parent asks what to do about a chipped tooth. It shares your urgent-care steps and takes a callback request.

Next morning, the team opens Insights. Every call, chat and request is there, ready for a callback.

Example

A new patient calls on a busy morning

Reception is with patients when a new caller rings. Here is how a good call goes.

1
A clear answerIt answers from the call prompt you write.
2
Knows its limitIt says what it can’t do instead of guessing.
3
Hands over to your teamIt takes the details your team needs to follow up.

Phone lineKestrel Bay Dental

Example

PriyaAI employee · Kestrel Bay Dental

Caller
Hi, I’ve just moved to the area. Are you taking new patients?
Priya
Yes, we are. A new patient check-up is $95 and takes about 45 minutes. Would you like me to take an appointment request?
1A clear answer
Caller
Yes, please. One of my back teeth has been aching. What should I take for it?
Priya
I’m sorry, I can’t give medical advice. If the pain is severe or your face is swollen, please call our urgent line on 555-0110.
2Knows its limit
Caller
It’s not that bad. I’m Maya Ortiz, on 555-0163. Mornings suit me best.
Priya
Thanks, Maya. That’s Maya Ortiz, 555-0163, a new patient who prefers mornings. The team will call you today to confirm a time.
3Hands over to your team

Example. Kestrel Bay Dental is a fictional dental practice.

Set it up

Set it up in an afternoon

1Hire your AI employee

Pick the Front desk template, or describe the job in your own words.

2Add your documents

Upload your services, prices, patient FAQs and policies, and add links to your website pages. It answers from what you give it.

3Choose a face and a voice

Pick a ready-made character or make one from a photo. Then pick a voice, or clone one from 10 seconds of clear speech with the speaker’s permission.

4Put it to work

Connect your phone line and write a short call prompt with your hours, prices and urgent-care steps. Then add the chat bubble to your website.

Then open Insights to read every conversation, lead and call, and see what people ask most.

Knowledge

Teach it from your documents

Add files and website pages. Each one shows Ready once your AI employee has learned it.

Phone numbers

Connect your phone line

Add your Twilio number, then pick the voice your callers hear.

Some screens show illustrative workspace data from a fictional company.

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Before you start

What to give it

Start with what you already have. You can add more later.

Services and prices
What you offer, what each visit costs, and any offer for new patients.
Hours and locations
Opening hours for each site, holiday closures, parking and access.
New patient steps
How to register, which forms to fill in, what to bring and how early to arrive.
Payment and insurance
How patients pay, and which insurance plans you accept.
Your policies
Cancellations, late arrivals and missed appointments.
Urgent-care steps
Exactly what to tell someone with urgent symptoms, and the number to call.
Who handles what
Reception, billing and the practice manager, so every request reaches the right person.

Clear limits

You stay in control

It runs the front desk. Your clinicians look after care.

No diagnosis or medical advice
It answers front-desk questions only. Tell it to pass anything about symptoms, medicines or treatment to your clinical team.
Urgent cases go to people
It gives the urgent-care steps you write, such as your urgent line or emergency services. It can’t judge how serious a case is.
Your team confirms appointments
It takes requests with contact details and best times. It doesn’t book into your diary, and there’s no built-in link to your practice system.
Patient records stay out
It answers from the public information you give it. Keep your request form to contact details and the type of visit.
You can read every conversation
Calls, chats and requests are all in Insights, so your team can follow up.

Healthcare & clinics

Your questions, answered.

Can’t find your answer? Book a demo and ask us directly.Choose your first job

Will it give medical advice?

No. It answers front-desk questions such as hours, prices and how to register. Tell it to pass anything about symptoms, medicines or treatment to your clinical team.

What happens if someone has an urgent problem?

It follows your words. Tell it which problems are urgent and what to say, such as your urgent line or emergency services. It can’t judge how serious a case is, so it always points people to a person.

Can it book appointments?

It takes appointment requests with the name, contact details, type of visit and best times. Your team confirms the appointment. There’s no built-in link to your practice or booking system.

Can it answer our practice phone?

Yes. It answers incoming calls on your own Twilio number (Twilio is the phone service that connects your number). It answers from the call prompt you write, takes messages and saves a transcript of every call. Phone answering starts with Starter, at $99 a month. See phone answering

Can patients share health details with it?

Keep it to front-desk questions. Don’t upload patient records, and keep your request form to contact details and the type of visit. If you have questions about how data is handled, send them to us before you start. Send us your security questions

Does it work for vets and physio clinics too?

Yes. It answers from what you give it, so it suits any practice with a front desk. A vet might add the animals they see. A physio clinic might explain whether people need a referral. It can also join Google Meet, Microsoft Teams, Zoom or Webex calls to help train your staff.

What does it cost?

You can start free, with no card. The Free plan gives you 3 AI employees and 1,000 credits to try it out. Credits are what you spend when your AI employee chats, talks or creates. To put it on your website, plans start with Hobby, at $10 a month. Phone answering starts with Starter, at $99 a month. Compare plans

Your next step

Give every patient a quick, friendly answer.

Free to start · No card required