Your front desk takes care of the people in the room. Aiva takes care of the phone.
When your team is checking someone in, the phone still rings. Aiva answers it, day or night, handles the routine questions with answers you approve, and makes sure every new lead gets followed up.
We'll look at how calls reach you today and where new patients slip through.
Missed phone calls
Calls wait for a response.
The problem, in your words
The phone rings while your front desk is with a client, and the caller hangs up and books somewhere else.
After hours, it goes to voicemail, or a manager answers it from home.
Someone fills out a form late at night, and nobody sees it until the next afternoon.
Clients who haven't been back in months never hear from you, because nobody has time to reach out.
What Aiva does
Answers every call. Aiva, the AI assistant inside AIVA OS, picks up when your team can't: during busy hours, at lunch and after closing. Spam calls get filtered out.
Answers the questions callers ask. Hours, services, what to expect, and the pricing details you choose to share, all from answers you approve before launch.
Hands off when a person is needed. You set the rules before launch. When a call needs your team, Aiva routes it with the details, so nobody starts from scratch.
Follows up with every lead. New callers and form fills get a response, and your team sees who's waiting in one place.
Brings back past clients. Reach out to lapsed clients by email, and by text once your registration is approved and your list is consented. We'll walk you through it.
Keep the tools you like
Already using a phone system or booking software with AI built in? Keep it. They answer the phone; we make sure every lead gets followed up.
How it goes live
15-minute call: how calls and leads reach you today, and where they slip.
Setup: we write Aiva's answers and hand-off rules with you, and you approve them before launch.
Staged go-live: the receptionist in ~2 weeks, the full operating system over 6–8 weeks, so your front desk keeps working while we switch things over.
Does Aiva replace my front desk?
No. Aiva takes the calls your front desk can't get to and the repetitive questions, so your team can take care of the people in the room. Calls that need a person go to your team, following the rules you set.
What happens to after-hours calls?
Aiva answers them. She handles the routine questions, takes the details of new leads, and passes anything that needs a person to your team, so nothing waits in voicemail until morning.
How do you handle patient information?
Adam will walk you through how we handle patient data, in writing, before anything goes live. We set up Aiva around what you're comfortable with her collecting on a call.
How long does it take to go live?
In stages: the receptionist in ~2 weeks and the full operating system over 6–8 weeks. Your front desk keeps working while we switch things over.
Our booking software already has AI. Do we need this?
Maybe not for answering the phone. Keep the tools you like. They answer the phone; we make sure every lead gets followed up, with one place to see who's waiting and who hasn't been back.
Who owns the data and the CRM?
Your data is always yours, and the custom CRM we build becomes yours once it's paid off. No lock-in.