AI Voice Receptionist
It answers on the second ring. At 11 PM. On Sunday.
A voice agent that picks up when your team can’t — offers English or Spanish on the first turn, collects what you need, books real availability, and escalates anything it should not handle.
BEFORE / AFTER
What actually changes
| Today | With TheraCRM.pro |
|---|---|
| After-hours calls go to voicemail | A voice agent answers on the second ring, any hour |
| Caller has to guess which language to try | It opens bilingually and lets the caller choose |
| A callback gets promised and forgotten | It books into live availability, on the call |
| No record of what was said | Transcript and recording attach to the record |
| A clinical question gets improvised over the phone | It escalates — it does not answer clinical questions |
HOW IT WORKS
How it works
-
1
Calls route to the agent on your rules — after hours, on overflow, or every call.
-
2
It opens bilingually: "Thank you for calling ‹practice›. ¿Prefiere continuar en español o en inglés?"
-
3
It collects name, callback number, reason for calling, and availability, then books into your live calendar.
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4
Anything outside its scope — clinical questions, complaints, anything urgent — escalates to a human path you define.
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5
The call, transcript, and recording attach to the patient record, and a pipeline card is created.
DETAILS
The specifics
BY VERTICAL
How this differs across practice types
One system, four configurations. Every plan runs on the same underlying build — what changes is which fields, stages, and rules apply.
Therapy
A tested crisis escalation path is built before this agent ever goes live for a therapy client — no exceptions, no adding it later.
Med spa
Books consults and answers scheduling questions; a clinical or contraindication question routes to staff.
Dental
Books new-patient and recall appointments; anything about pain or a dental emergency escalates immediately.
Medical
Takes referral and appointment logistics; anything resembling a medical emergency routes to a human path or 911 instruction, not the agent.
COMPLIANCE — READ THIS ONE CAREFULLY
Voice AI is the highest-risk feature on this site, and we treat it that way. Call recordings and transcripts routinely contain PHI, and Florida is a two-party-consent state for recording, so the agent discloses recording at the start of every call.
The underlying platform names only Reviews AI as HIPAA-handled. Conversation AI, the voice agent, and workflow AI actions are not documented the same way, and the platform discloses its AI subprocessors — Retell AI, Synthflow, and Botpress — without publishing a Business Associate Agreement status for any of them.
So this agent is scoped to scheduling and logistics only. It takes a name, a callback number, a reason for calling, and books availability — it does not discuss clinical detail, and it does not improvise a clinical answer. We configure what it may discuss, what it must escalate, and how long transcripts persist.
For every therapy practice, a crisis escalation path is built and tested before the agent goes live. No exceptions, no “we’ll add it later.”
SOUTH FLORIDA
Florida’s two-party-consent rule for call recording is not a formality here — a practice fielding calls from Coral Gables to Brickell needs the disclosure to actually land in whichever language the caller opens with. And the first-turn language choice matters more in this market than almost any other single design decision in the product: a caller who has to fumble through an English menu to reach a human rarely stays on the line.
FAQ
Questions we get on the consult call
Yes. It discloses that it is an automated assistant and that the call may be recorded — Florida is a two-party-consent state, so that disclosure happens at the start of the call, in the caller's language. We do not deceive callers, and for this audience that would backfire anyway.
The escalation path is built and tested before launch for every therapy client. This is a hard requirement, not a setting.
Yes, on rules you define.
Test it on the consult call. That is the honest answer, and we would rather you hear it than take our word.
See it configured for your practice.
Book a 30-minute consultation and hear the Spanish yourself before you decide anything.