AI Receptionist That Answers Every Call and Chat
AI receptionist agents from Seqora answer every call, chat, text and web form in seconds, 24 hours a day. They qualify the person, book them into your calendar or practice management system, send confirmations and reminders, and answer common questions from your own policies. When a conversation needs a person, it's built to hand off to your staff with the full transcript in front of them. Built for dental practices, med spas, law firms and any business where the first reply wins the customer.
- Voice, chat, SMS and web forms
- Books into your calendar or PMS
- Handoff with full transcript
What is an AI receptionist?
An AI receptionist is a voice and chat agent that answers your phone, website chat and text messages the way a trained front-desk person would. It greets the caller, asks your qualifying questions, books the appointment, answers routine questions from your own policies, and passes anything urgent, sensitive or unusual to a person with the whole conversation attached.
- Who it's for: dental practices, med spas, law firms and other businesses that win customers by answering first
- What you get: voice and chat agents, booking and reminder flows, an approved-answers knowledge base, a staff handoff inbox and a call dashboard
- How it's measured: answer time, missed and after-hours inquiries, bookings by channel and handoff rate, reviewed with you after launch
- Built on: your existing phone number, calendar and practice software, with answers limited to the policies you approve
Why a slow first reply costs you customers
Many people looking for a dentist, a treatment or a lawyer contact more than one business. If nobody replies until the next morning, they have often booked somewhere else by then.
The gaps are measurable. A 2026 study that tracked thousands of calls into dental offices found 32% to 38% went unanswered during business hours, and a study of law firm response times found 27% never replied to a website lead at all. More numbers are in our guide to the work practices still do by hand.
Another hire doesn't cover nights, weekends, lunch breaks or three lines ringing at once. A receptionist agent does, because it can take several calls at once, at any hour, and logs each conversation.
It doesn't replace your front desk. It takes the repetitive and after-hours conversations, so your team can focus on the people standing in front of them.
Everything between the first ring and a booked appointment
Each piece is set up with your scripts, your booking rules and your policies. The audit decides which channels go live first.
Voice agent on your number
Answers your main line, or only overflow and after-hours calls, in a natural voice. It can handle several calls at once, so a busy front desk doesn't mean a busy signal.
Web chat, SMS and form replies
The same agent replies to website chat, text messages and contact forms within seconds, so an inquiry at 8pm gets an answer at 8pm, not the next afternoon.
Qualification and routing
Your questions, in your order: new or existing, reason for the visit, insurance or case type, urgency. Each inquiry is tagged and sent to the right person, location or calendar.
Booking, confirmations and reminders
Books into the open slots your rules allow, handles simple reschedules, and sends confirmations and reminders. Reminders run as plain workflow automation, so they cost little to run and always send the wording you approved.
Support answers from your policies
Existing patients and clients get answers too: hours, directions, insurance accepted, price ranges and prep instructions, all from a knowledge base you approve, plus their next appointment time where your scheduling system allows it. When it doesn't know, it says so and gets a person.
Staff handoff with transcripts
Urgent, sensitive or unusual conversations reach your staff by text, email or Slack with a short summary and the full transcript, built so a person can pick it up from there.
What would answering every inquiry be worth?
Move the sliders to match your business. The math is simple, and every assumption behind it is printed under the result.
How this is calculated: it assumes 15% of the leads you miss today would become customers if they were answered, that the agent takes over 60% of the front-desk hours you enter, and that each of those hours costs you $35. The result is an estimate to size the opportunity, not a promise of results.
From your first call with us to a live receptionist
We plan the build at about three to four weeks for one location, and the audit sets the real schedule. It goes live in stages, and your team can follow every conversation from day one.
- 01
Map your calls and rules
We review a sample of your calls, chats and web forms and write down how each type of inquiry should be handled. You approve the scripts, the booking rules and the list of things that must always go to a person.
- 02
Connect your systems
We connect your phone number, calendar or practice management system, CRM and messaging tools. Your FAQs and policies go into the agent's knowledge base, and nothing else does.
- 03
Test before anyone hears it
We run scripted test conversations against every rule, and your staff call in and ask the awkward questions real callers ask. Anything that fails is fixed and retested before launch.
- 04
Go live in stages
It starts with after-hours and overflow calls while your staff read the transcripts, then takes on more as you get comfortable. It's built so any channel can be switched back to people at any time.
- 05
Review and tune
After launch we go through answer times, bookings, handoffs and every conversation the agent flagged. New questions callers ask become new approved answers, and scripts get adjusted with evidence.
How we keep it accurate, before and after launch
Approved answers only
It answers from a knowledge base you sign off on. Outside that, it hands off to a person instead of guessing. That is the same rule we built into the AI document checks for our finance and healthcare-admin clients.
Scripted test calls on every rule
We test each booking rule, escalation trigger and edge case, and your staff run their own calls. It isn't switched on for customers until both sets pass.
Every conversation on the record
Each call and chat is logged with a summary and a transcript, under the recording settings you choose, so you can see exactly what it said. Flagged conversations are reviewed with you after launch.
Voicemail and answering services versus an agent that books
| Compare | Voicemail or answering service | Seqora AI Receptionist |
|---|---|---|
| Availability | Business hours, or a call center that takes messages | Every call and chat, 24/7, several at once |
| Booking | Often a message for your staff to return later | Books during the conversation where your calendar or PMS allows it |
| Questions | Often a general script with limited knowledge of your business | Answers from your own approved policies and FAQs |
| Handoff | A message slip or an email the next morning | A handoff to your staff with a summary and the full transcript |
| Follow-up | Left to whoever has a free minute | Confirmations, reminders and reschedules by text |
Built around how your customers reach you
Every new-patient call answered
Answers new-patient calls, sends emergencies to your team, books into the schedule and confirms appointments. Built to work with practice systems such as Dentrix, Open Dental and Eaglesoft where they allow booking access.
DentalTreatment inquiries answered in seconds
Qualifies the treatment, books the consult and replies to web form and text leads within seconds. Built to work with booking tools such as Aesthetic Record, Boulevard and Mangomint where they allow booking access.
Med spaFirst to answer the injured caller
Screens every inquiry with your intake questions, flags urgent matters to an attorney and books the consultation. Built to work with case management tools such as Clio, Filevine and MyCase where they allow it.
PI lawWhat an AI receptionist costs
Pricing is scoped after a free front-desk audit. These are the things that move the number:
- How many channels go live: phone, web chat, SMS and forms
- Call and message volume, which drives phone and AI usage costs
- Which calendar, practice management or case management system it books into
- How many locations, providers and booking rules it has to follow
- Whether it needs to handle more than one language
- Whether it's paired with AI CRM automation for follow-up and reactivation
What we don't promise: a number of bookings or a revenue figure. We commit to the build, a transcript of every conversation, and a review with you of what worked and what didn't.
Calendars, practice software and tools it connects with
Each connection is confirmed during the audit and tested before launch. Where a system offers no booking access, the agent captures the request and your staff confirm it.
- Dentrix
- Open Dental
- Eaglesoft
- Aesthetic Record
- Boulevard
- Mangomint
- Clio
- Filevine
- MyCase
- Google Calendar
- HubSpot
- Salesforce
- Gmail
- Slack
AI Receptionist: common questions
How much does an AI receptionist cost?
It depends on the channels, your call and message volume, and the systems it books into, so we quote after a free front-desk audit. You pay for the build and setup, and the running cost of the phone line and AI usage scales with how many conversations it handles. The quote also spells out what the review after launch includes. Before you commit, we show you that estimate next to what missed calls cost you today.
How long does an AI receptionist take to set up?
We plan about three to four weeks for one location, and the audit sets the real schedule. Week one maps your calls and rules, the next two connect your systems and test every script, and launch starts with after-hours and overflow calls. More locations, booking rules or channels add time. From you we need about an hour for the audit, access to your phone and calendar systems, and your FAQs and policies.
Will callers know they're talking to AI?
Yes. We write the greeting with you so it introduces itself as your practice's or firm's automated assistant, tells callers when the conversation is recorded, and confirms it's automated whenever someone asks. Anyone who asks for a person is transferred during business hours or offered a callback, and that request shows up in your handoff inbox with the transcript.
What happens if it gets something wrong or can't answer?
It's built to hand off instead of guessing. When a question falls outside the answers you approved, when a caller is upset, or when something is urgent, it passes the conversation to your staff with a summary and the full transcript. Every conversation is logged, and we review the flagged ones with you and fix the script or the answer.
Is patient and client data secure?
It's built for HIPAA workloads: encrypted in transit and at rest, and we sign a BAA when the work touches patient data. Your data is never used to train public models, and you decide what gets recorded, how long it's kept and who can see it. For stricter needs, we can scope a version that runs its AI models on private AI infrastructure in your own cloud.
Does it work with our phone system and scheduling software?
Usually, yes. It can answer on your existing number through call forwarding, or take only overflow and after-hours calls. For booking, it connects with calendars and with practice, booking or case management software such as Dentrix, Open Dental, Boulevard, Clio or Filevine, where the software allows it. We confirm each connection during the audit, before you commit.
Often paired with
Further reading: Things you're still doing by hand (and what it's costing you) · AI agent, workflow, or dashboard: how to decide where AI actually belongs