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Decoda
AI Front Desk

An answering service
takes a message. This one takes the booking.

Most AI receptionists hand you a transcript and a callback task. This one verifies the caller, reads your live calendar, and puts the appointment on it.

Everyone's at lunch
Callback list growing
Missed · lunch hour
4 calls
12:14(214) 555-0173Voicemail · 0:22
12:31(469) 555-0288No voicemail
12:47(972) 555-0104Called twice
1:02(214) 555-0199Voicemail · 0:08
Three of them booked somewhere else that afternoon

It acts

The difference is write access.

A bolt-on receptionist can read a FAQ. This one is inside the system of record, so it can change what's in it.

  • Verify a caller against the patient record
  • Search real availability by provider, service and location
  • Book, reschedule, cancel and confirm appointments
  • Send a text, an email or an invoice
  • Transfer to a human, or notify staff when it should
Inbound · 12:31
On call
Hi — do you have anything for Botox this week?
I can check. Is this Sarah? I have you at the number ending 0173.
That's me.
Thursday 2:15 with Dr. Chen, or Friday 10:00. Which works?
Actions taken
verify_callerfind_availabilitycreate_appointmentsend_text
Booked, confirmed and texted before anyone got back from lunch

Behaviour presets

It tries to save the appointment.

A cancellation call is the cheapest rebooking opportunity you get all week, and it usually goes unused because the person answering is busy. Turn the retention preset on and alternatives get offered every time, before anything is cancelled.

  • Patient Retention, which explores alternatives before cancelling
  • Service Recommendations, which suggests related services at booking
  • Toggles, not prompts you have to write and maintain
Cancellation requestRetention on
I need to cancel my Thursday appointment.
No problem. Before I cancel — I have Friday 10:00 or next Tuesday 2:30 with the same provider. Would either work?
Friday actually works better.
Rescheduled, not cancelled
Slot retained · Friday 10:00
A preset you turn on, not a script anyone has to remember.

Everywhere patients reach you

One assistant. Four front doors.

The phone, the text thread, the website widget and the outbound reminder are the same assistant working from the same record, so a patient who texts and then calls does not start over.

ChannelsOne assistant
Inbound calls
Answers on the first ring, 24/7
Inbound texting
Replies to the number patients already text
Web chat
Same assistant, on your site
Outbound
Reminders, recalls and follow-ups
Same patient record behind every one of them
Call summary2m 14s
Caller verifiedSarah W.
OutcomeBooked Thu 2:15
Confirmation sentSMS
Transferred to staffNo
Summary
Existing patient asked for Botox availability this week. Offered two slots, booked Thursday 2:15 with Dr. Chen, confirmation texted.
Written to the patient record. Nobody typed it.
“The AI sounds so natural — patients don't even realize they're not talking to a person.”
Practice Owner

Nobody should lose a patient to a lunch break.

Clinic partners see an average 70% reduction in call volume once the AI front desk is live. The calls still happen, they just stop landing on a person.