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Patients get an answer, not a queue.

Voxiora answers patient calls the moment they ring, books the right treatment with the right practitioner and passes anything urgent to your staff with a short note.

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A call, for example

Illustrative scenario

CallerHello, I need to move my check-up on Tuesday. Something's come up at work.

VoxioraNo problem. Dr. Mensah can see you on Thursday at 8:40 or on Friday at 17:10. Which suits you better?

CallerFriday, please. Could you text me the new time?

VoxioraCertainly. Your check-up is now on Friday at 17:10 with Dr. Mensah, Tuesday's slot has been released, and the text is on its way.

Appointment moved · Fri · 17:10 · Check-up with Dr. Mensah

Does this happen to you?

  • One receptionist, two queues

    While a patient checks in at the desk, the next caller listens to the ring tone and may not wait for it to stop.

  • Cancellations heard too late

    A cancellation left on voicemail at seven in the morning leaves a gap nobody has time to offer to someone else.

  • Practical questions on a clinical line

    Parking, opening times and what to bring take up the same line as patients who need to be seen today.

What the reception phone looks like on an ordinary weekday

A practice's phone rarely rings evenly. It peaks as the doors open, again after lunch and once more before closing, and every peak coincides with patients arriving at the desk. Most of these calls are short and practical: can I come earlier, can I move to Thursday, do I need a referral, where do I park. They are easy to answer, yet each one pulls a receptionist away from the person standing in front of them. Voxiora answers those calls at once, in a calm voice, so your team can look after the patients already in the building.

The assistant works strictly from what your practice tells it: treatments and their length, which clinician offers what, opening hours, the fees you are comfortable sharing and how urgent cases should be handled. It does not interpret symptoms or offer medical opinions. When a call needs clinical judgement, it either puts the caller through to staff with a one-line note or records a detailed callback request, so nothing is guessed and nothing is lost.

Six calls a practice hears every week

  • Caller

    “Have you got anything earlier than my appointment next month?”

    Voxiora

    Searches the clinician's Google Calendar for free time that fits the treatment's length, offers the earliest options and moves the booking if the patient accepts.

  • Caller

    “I'd like to register as a new patient.”

    Voxiora

    Collects the details you ask for at registration, books a first visit of the right length and tells the patient what to bring, exactly as you have written it.

  • Caller

    “Do I need a referral, and is it covered?”

    Voxiora

    Answers from your information on referrals, fees and insurers. If cover needs checking, it says so plainly and leaves a note for reception.

  • Caller

    “My son has just chipped a tooth at football.”

    Voxiora

    Asks your urgency questions and, if the case meets your criteria, offers the first emergency slot or puts the call straight through to staff with a short summary.

  • Caller

    “Can I speak to the nurse about my prescription?”

    Voxiora

    Does not discuss treatment. It transfers the call according to your rules or records a callback request with the patient's name, number and topic in your tasks inbox.

  • Caller

    “What time do you close on Fridays? Is there step-free access?”

    Voxiora

    Answers from your website and the facts you have added, in the caller's own language if they would rather not speak English.

What Voxiora takes care of

  • Books, moves and cancels visits in each clinician's diary
  • Asks your triage questions and puts urgent cases through to staff
  • Explains fees, insurance and preparation from your own information
  • Texts confirmations, with reminders if you switch them on

Tools Clinics connect

  • Google Calendar
  • Google Sheetsvia Zapier / Make / n8n
  • Zapier

Get a test call in 30 s

Enter your number and Voxiora calls you within seconds. Talk to it like a customer would.

Who should call you?

Sample call: a parent books check-ups for two children

An illustrative call. The practice, people and times are invented; your assistant follows your own treatments, calendars and triage questions, and opens every call by saying it is an AI.

Illustrative scenario

  1. VoxioraHarbour Lane Dental, this is Nova, the practice's AI assistant. How can I help you today?

  2. CallerHi, I'd like check-ups for my two children. They're seven and ten.

  3. VoxioraHappy to arrange that. Would you like back-to-back appointments, so you only need to make one trip?

  4. CallerYes, ideally after school.

  5. VoxioraDr. Mensah has two consecutive children's check-ups on Wednesday, at 15:40 and 16:00. Shall I book both?

  6. CallerPlease do. Should they bring anything?

  7. VoxioraOnly their previous dental records, if they've been seen elsewhere. Could I take the children's names and your mobile number? The confirmation will come by text.

Appointments, handovers, out-of-hours calls and texts in a practice

  • Appointments that fit the diary

    Each treatment has a length and a list of the clinicians who perform it. Voxiora checks their Google Calendars as the call happens, offers only time that genuinely fits, then books, moves or cancels before the patient hangs up.

  • A handover with context

    Calls you class as urgent or clinical go live to reception or a named colleague, during the hours you set, with a short note on who is calling and why. If nobody picks up, the assistant returns to the patient and takes a full message.

  • When the practice is closed

    Evening and weekend callers can still book routine visits. Urgent callers hear your out-of-hours instructions, such as the number of the local out-of-hours service, and every callback request waits in your tasks inbox for the morning.

  • Confirmation by text

    Patients can receive a text with the date, time and address as soon as a visit is booked or moved. SMS is part of every plan, with a monthly allowance that grows with the plan, and reminders before the visit can be switched on.

Five steps to a working line for your practice

  1. Step 1

    Start from your website

    Enter your practice's web address. Voxiora reads the treatments, hours and contact details it finds and drafts a greeting, AI disclosure included, plus a first knowledge base.

  2. Step 2

    Describe treatments and clinicians

    Set the length of each treatment, assign the clinicians who offer it and connect their Google Calendars.

  3. Step 3

    Put your triage rules into words

    Write what counts as urgent, who takes transfers and what out-of-hours callers should hear. Ordinary sentences are enough.

  4. Step 4

    Rehearse before going live

    Talk to the assistant in your browser with the 30 trial minutes. Launch Check can also send 25 simulated callers and point out answers worth improving.

  5. Step 5

    Forward the practice line

    Your number stays the same. Forward calls always, when the line is busy, when nobody answers or when the phone is unreachable.

Voxiora, an answering service or voicemail: what suits a practice

How the three usual options handle a practice's calls. Answering services vary from one provider to the next, so read the terms of any specific offer.

Voxiora, an answering service or voicemail: what suits a practice
CriterionVoxiora AI receptionistStaffed answering serviceVoicemail
The peak at opening timeSeveral calls answered at once, depending on your planDepends on how many agents are freeEach caller hears a recording
Moving an appointmentDone during the call, in the clinician's Google CalendarOften a note for reception to act onReception has to call back
Triage questionsYour questions, asked the same way every timeAsked if they are in the agent's scriptNone
Patients who speak another language8 languages, switching automaticallyDepends on the agents' languagesNo
What your team sees afterwardsSummary and transcript; a recording only if you switch it onA message noteAn audio file to listen to
What you payA fixed plan from €49 a month on yearly billing, excl. VAT, minutes includedMonthly fee, often plus per-call or per-minute chargesNormally part of your phone contract; the real cost is callers who give up

Comparison by category only; it does not describe any particular company. Staffed services vary by provider. Voxiora prices exclude VAT.

Clinics: common questions

Can it tell a routine appointment from an urgent one?

It asks the triage questions you write in plain language. When the answers match your urgency rules, Voxiora offers your earliest emergency slot or puts the call through to staff with a short note. It never diagnoses.

Does it give medical advice?

No. Voxiora answers practical questions from the information you provide, such as services, preparation notes, hours and fees, and passes anything clinical to your team as a transfer or a callback request. For life-threatening symptoms it follows your instruction to direct callers to emergency services.

Can patients call in a language other than English?

Yes. Calls work in English, Polish, German, Spanish, French, Italian, Portuguese and Dutch, and Voxiora switches automatically when the patient does, even halfway through a call.

Where are records of patient calls kept?

In the EU, in Frankfurt, under GDPR, with a data processing agreement in every plan. Recording is your choice; when it is on, callers hear so in the greeting, and you decide how long recordings and transcripts are kept.

What does it cost for a small practice?

Plans start at €49 per month on yearly billing, excluding VAT. You can try the assistant free for 14 days with 30 minutes included, and the browser test needs no card.

Is an AI receptionist allowed under GDPR and the EU AI Act?

Yes, when it is set up transparently. Voxiora opens every call with an AI disclosure that cannot be switched off, stores data in Frankfurt, includes a data processing agreement in every plan and lets the business decide on recording and retention.

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