On the Formisoft platform
Part of Communicate, Onboard, message, and remind in one place
Communicate capability · Plus plan
AI Virtual Receptionist
Your front desk, automated. AI calls patients to confirm, reschedule, or cancel appointments.
AI calls patients who ignore texts. Confirms appointments on the phone while your team stays free.
Confirmation call · (555) 234-5678
Live
0:42
Live transcript
Formisoft AI
Hi Sarah — Harris Family Clinic here. You're booked Thursday at 2 PM with Dr. Smith. Can you confirm?
Yes, I'll be there.
How it works
Upgrade to Plus
Voice AI is included with the Plus plan. Subscribe or upgrade from Settings → Billing, then open Settings → Voice AI to configure your receptionist. No setup call, no onboarding wizard. Outbound confirmation calls start once your phone number is connected.
Appointment Created, Call Scheduled
Every time an appointment is booked (by staff, through online booking, or via a form), the AI schedules an outbound confirmation call. Default: 24 hours before the visit. The call is queued alongside your existing SMS and email reminders for maximum coverage.
AI Calls the Patient
The patient's phone rings. A natural voice introduces itself on behalf of your practice: "Hi Sarah, this is Formisoft calling for Harris Family Clinic. You have an appointment tomorrow at 2:00 PM with Dr. Smith. Would you like to confirm, reschedule, or cancel?" The patient responds naturally, and the AI understands.
Patient Confirms
If the patient confirms, the appointment status updates to "confirmed" in your calendar immediately. Your team sees the green badge on the appointment card. Done. No follow-up needed.
Or Reschedules in Real Time
If the patient wants a different time, the AI checks your providers' live availability during the call and offers open slots: "I have openings on Friday at 10:00 AM or 3:30 PM. Would either work?" The patient picks a time, and the appointment is moved instantly. The old slot opens back up for other patients.
Results Logged to the Record
After every call, the outcome is logged to the appointment: confirmed, rescheduled (with new time), cancelled, or unanswered. A transcript summary and call duration are stored in the record. Your team reviews outcomes at a glance from the calendar. No recordings to listen to.
More in Communicate
Other tools that work with AI Virtual Receptionist in the same step.
Part of Communicate on the platform
Built for real practices
What practices get with ai virtual receptionist, included from day one.
Natural Conversational Voice
Patients hear a natural-sounding voice, not a robocall or touch-tone menu. The AI speaks conversationally, uses the patient's name, and responds to what they say. Patients can speak normally instead of pressing buttons.
Three Outcomes, One Call
The AI handles confirm, reschedule, and cancel in a single call. No transfer to a human, no callback required. Every outcome updates your calendar in real time.
Live Provider Availability
When rescheduling, the AI queries your providers' real-time calendars. It only offers slots that are genuinely open, respects blocked times, and prevents double-booking, the same availability logic your booking page uses.
Instant Calendar Updates
Confirmed, rescheduled, or cancelled: appointment status changes the moment the call ends. No lag, no manual entry. Your team sees the result immediately on the calendar.
FAQ
What does the AI sound like?
The AI uses a natural-sounding voice that speaks conversationally. It introduces itself on behalf of your practice, uses the patient's name, states the appointment details, and asks for a response. Patients interact by speaking normally. It does not sound like a robocall, a phone tree, or a recorded message.
Can patients actually reschedule during the call?
Yes. If a patient says they want a different time, the AI checks your providers' real-time availability and offers open slots. The patient picks one, and the appointment is moved instantly. The old slot opens back up. Your calendar is updated before the call even ends.
What happens if the patient doesn't answer?
The call outcome is logged as "unanswered" on the appointment record. Your existing SMS and email reminder workflows continue to run alongside voice calls, so patients still get notified through other channels. The AI does not leave voicemails (this avoids compliance issues with recorded health information).
Does it work with online booking and form-based appointments?
Yes. The AI schedules confirmation calls for every appointment, regardless of how it was created: manually by staff, through the online booking page, or through an appointment booking field on an intake form. All appointment sources are treated the same.
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