What it solves
Missed calls are lost enquiries. A voice agent answers, asks the questions your front desk would ask, books or takes a message in your systems, and hands anything sensitive or unusual to a person — with the transcript attached. Built for clinics, law firms and agencies that lose calls at lunch, after hours and on busy mornings.
Typical problems
- Calls missed at lunch, after hours and on busy mornings
- Reception re-typing what the caller said into the booking system
- Callers asked to leave a voicemail nobody returns
- No record of what was promised on the phone
- An answering service that reads a script and cannot book anything
What changes
Every call is answered and recorded. Routine calls — bookings, hours, directions, message-taking — are handled end to end in your systems; anything sensitive goes to a person with the transcript. Reception spends its time on the patients or clients in the room.
Example workflows
Workflows we build regularly in this service. The “what changes” lines describe the process after the build, not measured results; measured results are published only in case studies, with permission.
Clinic overflow line
When both receptionists are busy, calls ring out or go to voicemail; patients call a competitor.
The agent answers on the third ring, offers appointment slots from the live calendar, books, confirms by SMS and hands clinical questions to staff.
What changes: every call is answered; staff handle the conversations that need them.
Law firm new-enquiry line
A potential client calls after hours; the message is picked up the next morning and returned in the afternoon.
The agent captures the matter type, urgency and contact details, books a call-back slot and creates the enquiry in the case system for a solicitor to triage.
What changes: enquiries are captured and scheduled the same day, and a person still makes the first legal contact.
Agency lead qualification
Inbound calls go to whoever is free; details are jotted down and half of them never reach the CRM.
The agent asks the qualification questions, creates the HubSpot contact with notes and books a discovery call for the right person.
What changes: every call is in the CRM with structured notes.
What gets automated
- Inbound answering with your own script and voice
- Qualification questions and booking into your calendar or PMS
- Message-taking with structured notes to the right person
- Warm transfer and hand-off rules for sensitive calls
- Out-of-hours and overflow coverage
- Call logs, transcripts and monthly review
Systems we work in
Tools describe the systems we connect; they do not imply partnership or certification.
- Retell
- Vapi
- Twilio
- Cliniko
- Jane
- Clio
- HubSpot
- Google Calendar
- n8n
- Anthropic Claude
- OpenAI
Human checkpoints and security
The rules that keep this service safe to run in a regulated firm. They are written into the scope, enforced in the build and described in more detail on the security and data page.
- No clinical, legal or financial advice — those calls are transferred or scheduled with a person
- Any caller can reach a human at any point
- Bookings only within rules you set (slot types, practitioners, lead times)
- Recordings and transcripts stored in your account under your retention policy
What every build includes
- Automatic retries when a connected app is briefly unavailable, so nothing is silently lost
- A run log for every execution — what came in, what was decided, what went out
- Failure alerts to Slack or email after repeated errors, with a pause switch you control
- Idempotent steps: running twice never creates duplicates
- Written handover: a one-page map of the workflow, its owners and how to change it
- Built in your own accounts — you keep every credential, licence and asset
How the work is delivered
Map
Current process documented with the people who run it.
Scope
Written proposal, diagram, deliverables, fixed price.
Build
Short stages in your accounts, demo at the end of each.
Launch
Monitoring, alerts and documentation before go-live.
Pricing and engagement
Written inventory, risk register and priced options in 5–8 working days. Fee credited against an option accepted within 30 days.
Plus per-minute platform costs paid by you. Inbound answering, qualification, booking and hand-off rules; three to five weeks. Fixed in writing before work starts; nothing outside scope without your written approval.
Monitoring, script changes, fixes when a platform changes, and a monthly call report. Cancel any month.
Deliverables
- Voice agent live on your number or an overflow line
- Written scope: what it says, asks, books and never does
- Hand-off rules and staff notification flow
- Call log, transcripts and cost dashboard
Questions
Can callers still reach a person?
Always. Sensitive, clinical, legal or unusual calls are transferred or scheduled with a named person, and any caller can ask for a human at any point.
What does it cost to run?
Platform costs are per minute (typically a few cents) plus telephony, paid by you and shown before we start. The build is fixed-scope; monitoring and script changes are covered by Automation Care.
Does it give medical or legal advice?
No. The scope excludes it in writing; the agent books, takes messages and answers practical questions (hours, location, what to bring) only.
Which platforms?
Retell or Vapi with Twilio numbers as the default, connected to your calendar, PMS or CRM through n8n or direct APIs.
How does pricing work?
Most engagements start with a fixed-price Automation Reliability Review (from $900). You then get priced options in writing with one price and a delivery date each. Ongoing monitoring and improvements are a monthly retainer you can cancel any month. All prices are in USD.
How quickly can something be live?
A first workflow is usually live within two to three weeks of sign-off. Larger builds are staged so something useful ships early and the rest follows.
What happens when a workflow fails?
Every build ships with retries, a run log and alerts. Anything that does not run as scoped in the first 30 days is fixed at no charge; after that Automation Care covers fixes, or we quote a small fix and turn it around quickly.
Who owns the automations afterwards?
You do. Everything is built in your accounts and documented, and your team is walked through it at handover. You can maintain it yourself or keep us on retainer.