In a medical, dental or paramedical practice, the phone never stops, and neither does the interruption. A patient in the chair, a call ringing, a message on the answering machine you'll listen to tonight, three missed calls during lunch. Each unanswered ring is a patient who calls the practice down the street, or an empty slot that no reminder could have saved.
Sofia is the AI voice agent that picks up when your secretary can't. She holds a real conversation, no press-1 menu, takes the full appointment, notes the reason for the call, and hands you a clean record. Your team stops choosing between the patient in front of them and the one on the line.
Patient calls answered
New number, no hardware
To go live on your number
Languages, Belgium included
How does Sofia answer patient calls at a medical or dental practice?
Sofia picks up on the first ring, 24/7, and speaks like a well-trained receptionist. She keeps the context of the whole conversation, so a patient can explain their situation naturally instead of navigating a menu. She recognises a new patient from a returning one, books, reschedules or cancels an appointment, and answers routine questions, opening hours, address, documents to bring, whether you take a given insurance or a walk-in that day.
Crucially, she can triage. When a caller describes something that sounds urgent, Sofia follows the rules you set: escalate to the on-call line, invite the patient to call emergency services, or flag the call at the top of your list. She never diagnoses and never improvises medical advice, she captures, sorts and routes.
- Books, reschedules and cancels appointments in a natural conversation
- Triages urgent requests according to your rules, never diagnoses
- Answers routine questions: hours, address, documents, insurance
- Optional voice cloning, Sofia can answer in your own voice
What does Sofia capture on every appointment call?
A missed call is a missed patient, but a badly-noted appointment is worse: a no-show, a double-booking, a slot lost twice over. Sofia takes the full details every time, in the vocabulary your practice already uses, so what lands on your schedule is ready to honour.
For each call she records the essentials and nothing is left to a scribbled sticky note. You decide the exact fields, Sofia asks for exactly what you need and confirms it back to the patient before ending the call.
- Patient name, phone number and new-vs-returning status
- Reason for the visit and the requested practitioner or type of care
- Chosen slot, with confirmation read back to the patient
- Insurance details or documents the patient should bring
Where do the calls and appointments end up, and who owns the data?
Every call and every appointment is saved in a back-office portal that belongs to your practice. You search by patient, date or practitioner, replay what was said, and see at a glance which slots were booked overnight. Nothing is trapped: you export to CSV, connect via API to your existing tools, and delete any record whenever you want. No lock-in, ever.
Because the data is yours, the practical questions have straightforward answers. You own it, it's exportable, it's deletable, and a data-processing agreement can be signed. That's the honest, structural basis for handling patient information, not a badge, but control.
Can Sofia send reminders and confirmations by WhatsApp?
No-shows are the quiet cost of a busy practice, an empty chair no one filled because a patient simply forgot. Alongside the phone, Sofia handles WhatsApp automation: appointment confirmations, reminders the day before, and two-way rescheduling when a patient replies. If someone cancels a slot, it reopens for the next caller.
WhatsApp also lets patients reach you the way they already message everyone else, booking a follow-up, asking to move an appointment, requesting a callback, without adding a line for your team to watch. Voice and WhatsApp feed the same portal, so your view of the day stays in one place.
Does Sofia keep our current number, and how fast is setup?
Yes. Sofia works on the number your patients already know and print on their cards and referrals, no migration, no new number, no hardware to install. You keep answering in person when you're free; Sofia picks up the overflow, the evenings, the weekends and the days your secretary is off.
For practices in France and Belgium, she works in French and English, and in French and Dutch (FR/NL) for Belgium, so a patient is greeted in their own language. And it's quick: most practices are live on their existing number in under 14 days, with the appointment fields, triage rules and reminders set up to match how you already run the schedule.