AI receptionist for physiotherapy clinics
Answers, books and confirms. Around the clock.
AI-vanti
online
Built around how a physiotherapy clinic actually runs
- Replies in whatever language they write in
- Different durations per service
- One calendar per physiotherapist
- Insurers and private patients
The invisible cost
Every missed call is a missed session
This isn't a marketing problem. It's a question of who picks up the phone while your hands are busy.
The phone rings mid-treatment
You're on the table with a patient. The call drops, and with it a first visit that usually never calls back.
Your patients search at night
People look for a physio when it hurts: eleven at night, or on a Sunday. If nobody answers, they book with the clinic down the road.
No-shows eat your schedule
An unannounced gap is an empty treatment room you never get back, and a physiotherapist you're paying without billing.
Reception costs more than it looks
Between salary, contributions, holidays and sick leave, hiring someone just for the phone is hard to justify in a small clinic.
Features
A receptionist that never sleeps, never forgets and never calls in sick
Not an answering machine and not a phone menu. It holds a conversation, understands it and acts on your real calendar.
Answers WhatsApp 24/7
No menus, no waiting on hold. Replies instantly, any hour of the day, any day of the week.
Books into your real calendar
Reads your actual free slots, respects each service's duration and books with the right physiotherapist.
Anti-no-show that works
Confirms 48h and 3h ahead. If the patient can't make it, it offers another slot right there instead of losing the appointment.
Fills gaps from the waiting list
When someone cancels, it automatically reaches out to patients who were waiting and fills the slot.
Knows the type of session
Dry needling, pelvic floor, return-to-sport… each service with its own duration and price.
Handles the usual questions
Prices, which insurers you work with, where to park, whether to bring a scan or comfortable clothes.
Hands over when it should
If it spots an emergency, a complaint or anything off-script, it hands the conversation to a human on your team.
A summary every morning
What got booked, what got cancelled, what people asked, and who you should call personally.
How it works
Live in under a week
No new software, no new phone number, no training anyone.
- 1
We connect your calendar
Google Calendar, Calendly or your practice management software. Then we connect the clinic's WhatsApp. One 30-minute call and it's done.
- 2
We train your receptionist
We load in your services, prices, durations, insurers, opening hours and tone of voice. It'll sound like your clinic, not a generic bot.
- 3
It starts answering
You carry on treating patients. Appointments appear in your calendar on their own and every morning you get the daily summary.
Calculator
What is not answering actually costing you?
Drop in rough numbers for your clinic and look at the hole. You can refine them with real data whenever you like.
Not every message turns into a booking — this keeps the estimate realistic instead of treating every missed message as a guaranteed sale.
- Lost to unanswered messages
- €640
- Lost to no-shows
- €480
- Total per month
- €1,120/month
- Total per year
- €13,440
40 messages × 4 out of 10 book × €40 = €640
Recoverable with AI-vanti (70% estimated)
€784/month
Rough estimate: assumes recovering 70% of missed messages and no-shows. It is not a promise of results.
I want that money backWhat to expect
What changes in your clinic
0
unanswered messages
Any hour, any day. Including while you're on holiday.
24/7
open diary
Patients book when it suits them, not when you can pick up.
-70%
no-shows (target)
Double confirmation plus automatic rescheduling before the slot is lost.
+6h
back in your week
The time that goes into the phone and chasing confirmations today.
Indicative figures based on how the service is designed, not on a published study. Results depend on your clinic.
Integrations
It plugs into what you already use
And if your practice software isn't on the list, we check it with you before you sign anything.
- Google Calendar
- Outlook / Microsoft 365
- WhatsApp Business
- Calendly
- Practice management software
Pricing
We tailor it to your clinic
The price depends on how many of you there are, which channels you want covered, and whether your practice software needs integrating. We work it out on a 15-minute call and tell you, no strings attached.
- No lock-in
- Setup included
- If we think it won't pay off for you, we'll say so
FAQ
What people ask before starting
Can you tell it's an AI?
Almost never. It writes naturally, without sounding like a bot or an automated menu. We never claim it's a person: if the patient asks, the receptionist says so plainly.
What if the patient wants to speak to someone on the team?
They ask, and the conversation is handed over to whoever you tell us, or the request is logged so you can reach out yourselves. It also hands over on its own if it detects an emergency or something off-script.
Does it work with my practice software?
Google Calendar, Outlook and Calendly work out of the box. Clinical software depends on whether it has an API or calendar sync; we check that with you before you sign anything, and we tell you if it can't be done.
What about data protection?
We sign a data processing agreement, data is handled on EU servers, and the receptionist only collects the minimum needed to book: name, phone and the reason for the visit in general terms. It does not store clinical records.
Can it give clinical advice or diagnose?
No, and that's blocked on purpose. If a patient asks what's wrong with them or which exercises to do, the receptionist says the physiotherapist assesses that in person and books the appointment.
How long does setup take?
Usually under a week from the first call. The slowest part is normally gathering your prices, services and durations.
What happens if it gets a booking wrong?
Every conversation is kept on record, and you get the summary each morning to review. If something is booked wrong you see it the same day and fix it in your calendar.
Is there a minimum term?
No. It's month to month and you give notice whenever you want to stop. Setup has no hidden cost either.
Demo
Try it before you hire it
We set up a demo using your clinic's real services, prices and opening hours. You message it on WhatsApp and decide.