AI is growing quickly, presenting opportunities for healthcare professionals and businesses to automate like never before. In this post, we take a look at AI phone answering systems and break down everything you should know about them before you consider whether it's right for your healthcare business.
What is an AI Phone Answering System?
An AI phone answering system (also called an AI receptionist) is a platform designed to automate patient communication for healthcare clinics. This means automating phone calls, messages and even emails, allowing patients to contact your clinic to manage appointments, ask questions and more - without any human intervention required.
AI receptionists are becoming widely popular due to their fast evolving nature and appealing cost efficiency when compared to traditional internal or external administrative teams.
See How BookedSolid Works
BookedSolid answers every patient call and message automatically - scheduling appointments, handling enquiries, and keeping your clinic running 24/7.
How AI Phone Answering Works in Clinics
Connecting to Your Practice Management System
AI phone answering systems work by connecting to your Practice Management System (PMS) or Electronic Health Record (EHR) via an API integration. The API allows the AI to access and alter certain information on your PMS, such as patient records and appointment times so it can perform requested tasks. Functionality can vary depending on which PMS your clinic is using, as some will allow more functions to be accessed through the API than others.
How AI Answers Phone Calls
Functionality can also vary from one AI receptionist to another, depending on how developed each platform is. Most platforms support call automation, which works via a Voice over Internet Protocol (VoIP) phone number. Calls can then be rerouted from the existing clinic landline to the AI number in order to make the system patient-facing. This prevents patients from having to call a different number when contacting the clinic.
When a patient calls, the AI uses advanced speech recognition to understand their request, accesses your practice management system in real-time, and responds naturally - booking appointments, answering questions, or transferring complex queries to your team.
Beyond Phone Calls: Multi-Channel Support
The best AI systems don't just handle phone calls. Platforms which support other channels such as SMS, website chatbots, email, or WhatsApp will have additional setup processes for these channels. WhatsApp integrations will require logging into your Facebook account, while email channels usually require inbox forwarding to an AI server email address.
Key Benefits of AI Phone Answering for Clinics
Answering Every Enquiry 24/7
AI phone answering systems operate 24/7, and can take multiple calls at once, meaning there is never an instance where a query goes unanswered. This is crucial for clinics as patient care starts the moment they pick up the phone. This is especially helpful outside of regular clinic opening hours, when calls would have otherwise been either picked up by someone working late or gone completely unanswered - which often leads to the patient calling elsewhere.
BookedSolid books on average 40% more appointments per call compared to traditional virtual receptionists. Our AI never misses details, never gets tired, and converts more enquiries into confirmed bookings - 24/7.
Complete Patient Management Features
Patients can create new records, book, cancel or reschedule appointments and even ask questions relating to your clinic and its services, for example directions or parking information. Patients can also leave messages for the clinic or a note on their appointment if they are running late.
Whilst some AI receptionists only offer call automation, the more advanced platforms on the market can automate much more, such as appointment reminders and patient follow-ups. These benefits also help increase overall efficiency in a clinic.
Dramatic Cost Savings
When you consider the spectrum of benefits that AI phone answering systems can provide, the price you pay for them is often very reasonable when compared to alternative options for handling patient communications. Traditional receptionists, virtual assistants, and call centers can cost thousands per month, while AI systems typically run for a fraction of that cost - often saving clinics 60-80% on reception costs.
BookedSolid costs just £99/month for a 2-4 practitioner clinic and includes unlimited call and message usage - no hidden fees.
Real Results: How Clinics Are Using AI Phone Answering
"Normally, getting a new system up and running is a bit of a slog - slow setup, teething problems, and it rarely lives up to the hype. But this was the total opposite! Setup was super quick, it started supporting our growing demand almost straight away, and teaching the AI our processes and services was way easier than we expected. It's honestly been a dream to use from day one.."
Healthcare clinics of many different types, from physiotherapy to podiatry, are experiencing transformational results. Common outcomes include:
- No missed calls, even during peak hours or after hours
- Reduced no-shows through automated appointment reminders
- Staff freed up to focus on caring for patients
What to Look for in an AI Phone Answering System
PMS/EHR Integration
Make sure the AI system integrates directly with your practice management software. BookedSolid is build to work with Cliniko, Nookal, PracticeHub, coreplus and other leading platforms - syncing appointments, patient records, and availability in real-time.
Conversation Quality
The AI should be easy to converse with and be able to handle complex conversations. Many platforms on the market are built using off-the-shelf tools which allow non-programmers to build applications through a user-friendly interface. Whilst these products may still function at a basic level, they are limited in scope and tech quality. The top AI receptionists are built from the ground up to provide the best, most tailored service to clinics.
Data Security & Compliance
Security is a critical consideration when handling patient information. It's important to choose an AI receptionist which takes security seriously and adheres to any required data protection laws, such as GDPR or the Australian Privacy Act. Look for platforms with proper encryption, secure data handling, and compliance certifications.
See BookedSolid in Action
Watch how BookedSolid handles real patient calls, books appointments, and manages your clinic communications automatically.
The Future is Already Here
AI phone answering isn't experimental technology anymore - it's proven, reliable, and actively helping thousands of clinics deliver better patient experiences while reducing operational costs. The clinics adopting these systems now are gaining a significant competitive advantage in patient acquisition and retention.
The question isn't whether AI phone answering will become standard in healthcare - it's whether your clinic will be an early adopter or play catch-up later.
See Why Clinics Choose BookedSolid
- Answers 100% of calls, texts, and messages automatically
- Integrates with Cliniko, Nookal, PracticeHub, coreplus & more
- Best in class technology and customer support
- Free 14-day trial, no credit card required