AI Virtual Receptionist
Your front desk, automated. AI calls patients to confirm, reschedule, or cancel appointments.
The average medical practice spends 8 to 12 hours per week on confirmation calls. Your front desk dials, waits, leaves voicemails, dials again. When patients do pick up, half of them want to reschedule, which means pulling up the calendar, finding a slot, and updating the record. It is repetitive, low-value work that pulls your team away from the patients standing right in front of them.
Hi Sarah, this is Formisoft calling on behalf of Harris Family Clinic. You have an appointment on Thursday at 2:00 PM with Dr. Smith. Would you like to confirm?
Yes, I can make it. Confirmed!
Formisoft's AI Virtual Receptionist replaces that entire loop. When an appointment is created, the AI automatically schedules an outbound call at a configurable lead time (default: 24 hours before the visit). The patient's phone rings. A natural-sounding voice greets them by name, identifies your practice, and confirms the appointment date, time, and provider. The patient responds conversationally. If they confirm, the appointment status updates to "confirmed" in your calendar instantly. If they want a different time, the AI pulls your providers' real-time availability, offers open slots, and books the new appointment during the call. If they cancel, the record is updated and your team is notified so the slot can be filled.
Every call produces a structured log: call duration, patient response, outcome (confirmed, rescheduled, cancelled, or unanswered), and a transcript summary. Your staff opens the appointment and sees the result. No recordings to listen to, no callbacks to make, no sticky notes. The AI handles the routine so your team handles the exceptions. It works evenings, weekends, and holidays. It never calls in sick. And at $59.99/month, it costs less than one hour of a receptionist's weekly time.
How it works
Enable the Add-on
Go to Settings, open the Billing tab, and click "Add Voice AI." The $59.99/month add-on activates instantly. No setup call, no onboarding, no configuration wizard. Your existing appointments start getting confirmation calls automatically.
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.
Key features
Core capabilities for ai virtual receptionist, built into the platform.
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.
Structured Call Logs
Every call produces a log with outcome, duration, and transcript summary. View it directly on the appointment record. Audit-ready, no recordings to sift through.
Works Alongside SMS and Email
Voice calls don't replace your existing reminders. They add a third channel. Patients who ignore texts and emails still get reached by phone. All three channels work together for maximum confirmation rates.
24/7 Coverage
The AI calls outside office hours. Patients who work during the day can confirm their appointment at 7 PM or on a Saturday. No overtime pay, no after-hours staff.
No-Show Reduction
Voice calls have significantly higher engagement rates than texts for appointment confirmations. Patients who hear a voice are more likely to confirm or proactively reschedule instead of simply not showing up.
Practice-Branded Calls
The AI introduces itself on behalf of your practice by name. Patients hear "calling for Harris Family Clinic," not "calling from Formisoft." The experience feels like your own receptionist.
One-Click Activation
Enable or disable from Settings at any time. No contracts, no setup fees, no minimum commitment. $59.99/month flat, cancel whenever you want.
Expected results
Ideal for
Frequently asked questions
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.
How much does it cost?
The AI Virtual Receptionist is $59.99/month, added to your existing Formisoft subscription. There are no per-call fees, no per-minute charges, and no usage caps. Enable or disable it anytime from Settings. No contract, no minimum commitment.
Can I control when calls go out?
The default timing is 24 hours before the appointment. This is configurable through your workflow settings. You can adjust the lead time to match your practice's needs, for example, 48 hours for procedures that require preparation.
Is patient data secure during calls?
Yes. The AI only shares information the patient already knows: their name, appointment date, time, and provider. No diagnosis, treatment, or billing information is disclosed during the call. Call logs are stored within your HIPAA-compliant Formisoft account.
Does it replace my existing appointment reminders?
No. Voice calls work alongside your existing SMS and email reminders. Think of it as a third channel. Patients who respond to texts won't need the call. Patients who ignore texts get reached by phone. All three channels complement each other.
What if I want to stop using it?
Go to Settings, click "Remove Add-on" on the Voice AI card. It stops immediately. No cancellation fee, no penalty. Your existing appointments that already have calls scheduled will have those calls cancelled automatically.
Do I need to buy a phone number or set up anything?
No. Formisoft handles the telephony infrastructure. Calls go out from a dedicated number associated with your account. There is nothing to configure, no hardware to install, and no phone system to integrate with.
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Learn moreReady to streamline your practice?
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