AI Receptionist for Hospitals & Clinics

The line is engaged, so the patient rings the hospital down the road

A hospital's front number takes more calls than any clinic, and a clinic's single line is busy at exactly the moment a patient rings - but the calls themselves are the same: is the doctor in today, what are the OPD hours, can I get a slot tomorrow, is my report ready. FrontivaAI answers those on the first ring, day or night, in the caller's language, and books into your real calendar. Anything that sounds urgent goes to a person immediately, without being asked. This page covers both a two-doctor clinic and a multi-speciality hospital, and it is specific about what the agent does not do.

Why these calls get lost today

• The main line is engaged at exactly the times people ring - morning OPD and evening visiting hours
• Most calls are routine questions that still occupy a trained person
• Attendants ring repeatedly for information nobody has time to give
• OPD bookings are lost because nobody could reach the desk
• Out of hours, the number rings out and the caller goes elsewhere
• Consultant schedules change daily - OT, rounds, leave - and the desk is the only place that knows
• Elderly patients and attendants prefer to ring, and an IVR menu loses them at the first prompt

What happens on a call

• Says it is an emergency, or describes severe symptoms - Put through to a person immediately, without being asked, and without the AI attempting any advice.
• Wants an OPD appointment - Reads your live consulting hours and books into your calendar.
• Asks which department they need - Answers from what you have written. If it is not written, it says the team will confirm and offers a transfer - it never guesses a department.
• Asks about visiting hours or parking - Answered instantly from your knowledge base, at 2 am as readily as at 2 pm.
• Asks whether a consultant is in today - Answers from the staff availability you maintain, and books with whoever is actually available.
• Asks what a procedure costs - Quotes only what you entered. It will not estimate a hospital bill.
• Asks about insurance or a TPA - Says which insurers you have listed and puts anything beyond that to your billing desk.
• Starts in Telugu halfway through - Follows, and stays in Telugu for the rest of the call.
• Rings while every line is busy - Still answered. A busy switchboard stops being a lost patient.
• Asks whether a report is ready - Answers from the status your lab or desk keeps in the dashboard; if you do not maintain it, it says the desk will call back rather than guessing.
• Wants to reschedule or cancel - Finds the booking from the caller's number, moves it or frees the slot, and confirms on WhatsApp - one appointment, never two.
• Rings at 11 pm about tomorrow's OPD - Books it. Night and Sunday calls are the ones a desk never sees; here they are the same call as any other.

How it works

1. The call is answered - In under a second, on your existing hospital number, at any hour.
2. Urgency is checked first - Anything that sounds like an emergency is transferred before anything else happens.
3. It helps or it books - Answers the question from your knowledge base, or books the OPD slot in your live calendar.
4. Everyone is told - WhatsApp confirmation with your Maps location, and the call with a full transcript on your dashboard.

What you see on your screen

• Calls - every call with a written transcript, a summary and what the caller wanted.
• Appointments - OPD bookings in one list, whether the AI or your desk made them.
• Missed calls - people who rang and hung up before anyone answered, ready to be rung back.
• Staff and availability - consulting hours, leave, who is in today.
• What the AI knows - departments, visiting hours, parking, insurers, tariffs you choose to publish.
• Holidays and closures - days the OPD is shut, so it never books into one.
• Call quality - how every conversation scored, so you can read the ones that went wrong.

What changes, for whom

• For the administrator - The routine calls stop consuming trained staff, and you can see for the first time how many were being missed.
• For the front desk - The queue in front of them stops competing with the phone.
• For consultants - OPD lists fill without the desk chasing, and nobody is double-booked.
• For patients and attendants - Somebody answers at 3 am, and an emergency reaches a person in seconds.

Clinics and hospitals: the same call, a different volume

A two-doctor clinic loses calls because one person is at the counter, on the phone and at the billing screen at once. A hospital loses them because the switchboard is engaged from 9 to 11 every morning and again at visiting hours. The callers want the same things in both cases - a slot, a time, a price, a yes or no - and the agent handles them the same way. What changes between a clinic and a hospital is configuration, not product: how many consultants and departments you load, how many calls it needs to take at once (up to four on one line), and which number it transfers to when a person is needed.

• A clinic usually starts with forwarding on no-answer, so the desk keeps answering what it can and the AI takes the rest
• A hospital usually starts with the enquiry line rather than the emergency number - the emergency line stays with people
• Both get the same dashboard, calendar, transcripts and WhatsApp confirmations

What 'every patient call answered' actually means

It does not mean every call is resolved by the AI. It means every call is picked up in under a second, understood, and either dealt with or handed to a person - and that nothing rings out. In practice the split on a clinic line is roughly: most calls are bookings, reschedules and cancellations the agent completes on its own; a large share are questions it answers from your knowledge base; and a minority are transfers, either because the caller asked for a person or because the agent could not follow them. You will see the exact split for your own line in the dashboard after the first week, which is a better number than anything we could print here.

• Booking, rescheduling, cancelling: completed on the call, confirmed on WhatsApp
• Hours, location, parking, fees you publish, which doctor is in today: answered from what you wrote
• Emergencies, insurance settlements, anything clinical: transferred to a person, immediately

Emergencies: what it does and what it refuses to do

This is the part hospitals ask about first, so it is worth being exact. If a caller says it is an emergency or describes severe symptoms - chest pain, breathing trouble, a child who will not wake - the agent transfers to your nominated number before doing anything else. It does not ask questions first, it does not attempt to assess how urgent it is, and it never offers advice. The same rule applies to any clinical question at all: dosage, whether a symptom is serious, whether to come in. It is a receptionist, not a nurse, and it is built to behave like a receptionist who knows that. That behaviour is not a setting you can switch off.

OPD, consultants and the schedule that changes every day

The reason hospital front desks are hard to replace is that they know things that are true only today: Dr Rao is in OT until one, the cardiology OPD moved to Thursday, the paediatrician is on leave. The agent works from the same facts, kept in the dashboard by whoever knows them - consulting hours per consultant, leave, closures and holidays, and a live calendar. It books only into slots that are actually open, and it never books two people into one. When something is not written down it says the team will confirm and offers a transfer, rather than inventing an answer. Keeping that page current is the one piece of daily work on your side, and it takes minutes.

• Consulting hours and leave per consultant
• Department and speciality descriptions in your words
• OPD closures, festival days and half-days, so it never books into one
• Fees and tariffs you choose to publish - it quotes those and nothing else

Reports, insurance and visiting hours: the calls that eat a front desk

Most of a hospital's call volume is not appointments. It is 'is my report ready', 'do you take Star Health', 'what time can I visit', 'where do I park', 'which floor is orthopaedics'. None of those needs a trained person, and every one of them currently occupies one. The agent answers all of them from your knowledge base, at 2 am as readily as at 2 pm, and in whichever of the eight languages the caller uses. Report status works when your lab or desk keeps the status in the dashboard; insurance questions are answered from the list of insurers you maintain and anything beyond that goes to your billing desk. It will not quote a bill or an insurance settlement figure, ever.

Compared with hiring one more person

A receptionist in an Indian city costs roughly Rs 15,000-30,000 a month, works one shift, and is - reasonably - not there at 9 pm, on Sunday, or during lunch. FrontivaAI is Rs 7,000 a month including 1,000 voice minutes, then Rs 7 a minute, and it is there for all of it. That is not an argument for replacing your desk: a person still does everything the agent refuses to do, and does the in-person work the agent cannot. It is an argument for stopping the losses in the hours and minutes nobody is on the phone. We would rather you measured that on your own line than trusted a saving we made up - the section below shows how.

Full comparison: AI receptionist vs a human receptionist · What it costs, in detail

How to measure it on your own line before you believe us

Ask your telecom provider for the call detail record on your main line for the last 30 days - most Indian operators can provide it. Count the calls that rang out or hit an engaged tone, then count how many arrived between 8 pm and 9 am or on Sunday. Multiply the missed ones by your average first-visit value. That number, not ours, is what a missed call costs you. After the agent goes live, the dashboard shows the same figures for its own calls, so the comparison is like for like. If the number does not justify Rs 7,000 a month, do not buy it.

Going live in about three days

Day 0 we load your consultants, departments, hours, fees you publish, holidays and address. Day 1 your number and WhatsApp are connected and we test with you on live calls - we will interrupt it, switch language mid-sentence and ask for a person, and you should too. Day 2 you forward the calls you choose: no-answer only, out of hours only, or everything. Nothing about your number, your signage or your Google listing changes.

How call forwarding works · What happens when it does not understand a caller · Dental clinics · Diagnostic labs · Appointment scheduling for doctors · Medical answering service vs an AI receptionist · Clinic Scribe: AI notes for the consultation itself

After the phone: notes written inside the clinic

The receptionist books the patient; Clinic Scribe writes up the consultation. It runs on a computer inside the hospital or clinic, transcribes English, Hindi, Telugu, Tamil and Urdu, drafts the note with the evidence for every line, and stops the doctor at a dose or a stopped medicine that does not add up. The recording never leaves the building.

Clinic Scribe · AI medical scribe in India · For general physicians

What it costs

₹7,000 a month including 1,000 voice minutes, then ₹7 a minute. Or ₹70,000 a year, two months free. No setup fee, no lock-in.

What it does not do

• It is not a clinical service. It never triages, never advises, never interprets a symptom and never suggests a medicine - anything of that kind goes straight to a person.
• It does not route to individual departments or extensions. It transfers to one number you nominate.
• It does not connect to a HIS or HMS. The calendar and patient list live in the dashboard we give you.
• It speaks English, Hindi, Telugu, Tamil, Kannada, Malayalam, Marathi and Bengali - not Gujarati and Punjabi.
• It will not quote a bill or an insurance settlement. It states only the figures you have entered.
• Calls are transcribed, not recorded as audio for your dashboard.

Frequently asked questions

Ask for a test number, or book a free demo.

If this sounds familiar

• We keep missing calls - what is that costing?
• Customers ring after we close
• The line is engaged all morning
• Should I hire a receptionist?
• People book and then do not turn up

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