AI Receptionist — 24/7 Virtual Front Desk
Answers calls and messages, triages, and routes patients 24/7 — with no hold times, inside your own environment.
Never Miss a Patient Again
Missed calls are missed appointments and lost revenue — and front desks can't scale to nights, weekends, and peak hours. AI Receptionist covers every channel around the clock, resolving routine requests and routing the rest, so your staff focus on the patients in front of them.
24/7
Always answering
Every call and message, day or night
0s
Hold time
Patients are greeted instantly
80%+
Calls contained
Resolved without staff involvement
HIPAA
Ready by design
Runs inside your own environment
AI Receptionist Architecture
The Platform, Specialized for the Front Desk
AI Receptionist runs on the same base Vervelo Agents Platform architecture as every other agent — here, the streaming runtime hosts the Receptionist Agent for live conversations, a durable runtime handles callbacks and tasks, and the connected tools are the telephony, scheduling, and knowledge systems a front desk needs.
Context Engineering
Engineered Context, Every Turn
Reliable agents aren't a single clever prompt — they're the product of context engineering: assembling exactly the right information into the model's context window on every turn. It's the discipline we build every Vervelo agent around. Here's what the AI Receptionist works from on each turn, and how we engineer it.
AI Receptionist context window
Assembled fresh on every turnSystem Instructions
The front-desk persona and guardrails — greeting style, what it may and may not disclose, escalation thresholds, and exactly when to hand off to a human.
Tool Definitions
Telephony, scheduling, and routing tools with clear schemas so the agent books, transfers, and takes messages correctly every time.
Memory & User State
Caller history and preferences — known patients, preferred provider and language, and standing notes on the account.
Conversation History
The full call or chat so far, so the agent keeps context across a long, branching conversation without losing the thread.
Retrieved Knowledge
Knowledge vectors — practice FAQs, policies, hours, and insurance details — retrieved so answers are accurate and on-policy.
Environment Results
Live results — availability lookups, booking confirmations, and routing outcomes — plus any failures to recover from gracefully.
Capabilities
Everything a Front Desk Does, Around the Clock
Inbound Call & Chat Handling
Greets and converses naturally across phone, web chat, and SMS — no menus, no waiting.
Smart Triage & Routing
Understands intent and routes to the right team, queue, or workflow — with urgency detection.
Scheduling Actions
Books, reschedules, and confirms appointments directly against your calendar and EHR.
FAQ & Knowledge Answers
Answers hours, location, insurance, and prep questions grounded in your own knowledge base.
Messages & Callbacks
Captures structured messages and schedules callbacks when a human is the right next step.
Seamless Human Handoff
Escalates to staff with full context and transcript whenever a situation needs a person.
How it works
From Ring to Resolution
01
Answer
Picks up instantly on any channel and greets the patient in your practice's voice.
02
Understand
Identifies the caller and their intent, pulling context from the EHR and contact store.
03
Resolve or Route
Answers the question or routes the request to the right team, queue, or workflow.
04
Act
Completes tasks — booking, messages, callbacks — directly against your systems.
05
Log & Hand Off
Logs the interaction and escalates to staff with full transcript when needed.
Powered by the Vervelo Agents Platform
Open Source. On Your Infrastructure.
AI Receptionist is built on our open-source platform — deployable in your cloud, on-prem, or air-gapped — so caller data and recordings never leave your environment.
Compliance-First, Protecting Patient Data
AI Receptionist is built with HIPAA-ready security, audit logging, and safe handling of caller PHI — aligned to HIPAA, GDPR, SOC 2, and HL7 FHIR — so you can automate the front desk without compromising patient trust.
Vervelo is a digital-health software partner blending deep clinical insight with world-class engineering to build tailored, secure, interoperable healthcare platforms.
Benefits of custom software solutions
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You fully own IT consulting and software delivered
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You get a highly personalized solution
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Customize and integrate seamlessly
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On-demand scalability is always possible
