Stop losing opportunities from missed calls, walk-ins, and after-hours enquiries.
Stop losing opportunities from missed calls, walk-ins, and after-hours enquiries.
Tell us your needs and discover how the AiDial™ platform can provide a more intelligent, secure, and cost-effective communication solution.
The complete solution to automate your front desk and capture every lead.
Full compliance for sensitive industries with 7-year retention and audit trails.
A dedicated, private AI for ultimate security and advanced regulatory compliance.
The development and deployment time varies depending on the complexity of the virtual medical receptionist. Most projects under our Starter/Pro plans are completed within 2-4 weeks, while more advanced solutions with custom integrations, call routing, and CRM connectivity may require additional time.
We work closely with you to optimise the setup for your business needs, ensuring seamless deployment and efficient operation from day one.
We follow a structured delivery process, including:
Deployment to a Test Environment
Your testing and written feedback (within the agreed period)
Up to three revision rounds during the Revision Period
Final deployment to a new phone number rented by AiDial
You must provide Training Data as specified in your contract (typically within 14 days). Incomplete or inaccurate Training Data may result in delays or additional charges.
Our virtual medical receptionist uses a new, dedicated number for seamless system integration. To continue using your main business number, you simply forward it to this new AI line—a quick process we can help with. Please be aware that this requires maintaining service for both your original number with your provider and the new AI line.
You will select your own phone number through our trusted telephony partner. This is to ensure compliance with Australian regulations, which require the number to be registered to your official business identity.
We provide a step-by-step guide to set up an account, select from a broad range of Australian local numbers for each state and national toll-free options, and then grant our team delegated access. This approach ensures regulatory compliance while we handle the technical setup.
No. Our system uses natural conversation rather than traditional IVR (Interactive Voice Response) menus. Callers can speak naturally as they would to a human receptionist, and the system understands their intent through conversational AI. This creates a more intuitive and efficient caller experience without the frustration of navigating complex phone trees.
Unlike traditional IVR systems or rule-based phone assistants that follow rigid scripts, our virtual medical receptionist uses advanced natural language processing to engage in human-like, dynamic conversations. Powered by leading AI models, they understand context, learn from interactions, and respond intelligently rather than simply matching predefined keywords.
Our virtual medical receptionist can handle complex queries, route calls based on real-time needs, take messages, book appointments, and even escalate issues when necessary. They continuously adapt and improve, ensuring a seamless and efficient caller experience while reducing operational costs and improving customer satisfaction.
Yes. All standard plans include support for up to 30 concurrent calls. This means the system can manage 30 separate conversations simultaneously without any degradation in service quality. Unlike human staff who can handle one call at a time, our solution provides consistent performance across all concurrent calls, eliminating busy signals and hold times during peak periods.
Higher capacity options are available for enterprises with greater call volumes. Contact our team to discuss custom solutions for your specific requirements.
The system is configured with a customised script and system prompt that defines its personality, knowledge base, and operational parameters. This configuration includes:
This script acts as the system’s training manual, ensuring consistent, on-brand responses aligned with your business policies.
Your virtual medical receptionist knowledge base and business data can be regularly updated to keep responses accurate and relevant. Updates can include new FAQs, service changes, business policies, or call handling improvements.
Depending on your ongoing maintenance plan, updates can be:
For larger updates or feature enhancements, we provide custom solutions tailored to your business needs.
When the virtual medical receptionist encounters a complex enquiry it cannot resolve, it will automatically escalate the call to a human representative or take appropriate action based on your business rules.
Depending on the setup, the AI can:
This ensures that nuanced or sensitive issues receive human attention, maintaining high-quality customer service.
Through our Client Dashboard, you will have access to call transcripts, which you can download.
Yes, our solution can integrate with most third-party systems, provided they offer API (Application Programming Interface) access.
The third-party system must provide APIs that support the specific actions you want to perform, such as:
An AI Receptionist is a comprehensive solution capable of performing complex business tasks including:
An AI Answering Service, by comparison, provides basic message-taking functionality:
An AI Receptionist represents a full virtual staff member, while an answering service is equivalent to a basic voicemail system.
Our virtual medical receptionist is customised using your business-specific data, such as documents, FAQs, and website information, to provide accurate and relevant responses. We tailor conversational flows to match your services, typical customer enquiries, and industry requirements.
Additionally, our virtual medical receptionist can pull real-time data from your CRM, booking system, or internal databases, ensuring up-to-date information is provided to callers.
Your virtual medical receptionist data is securely stored in enterprise-grade Australian data centres, with primary facilities located in Sydney, Melbourne, and Canberra. We ensure full compliance with Australian data privacy laws, keeping your information safe and within the country.
If you have specific compliance or business requirements, you can choose a preferred storage location to meet your needs.
We use your Training Data to develop, train, and operate your AI Call Agent (your configured service).
We do not use your Training Data to train AiDial’s general-purpose/core models (and we can confirm the exact wording in your contract documentation if required).
We process the Training Data you provide to build and operate your AI Call Agent.
We also generate and store Call Data (e.g., recordings/transcripts/analytics) in line with your contract terms.
We may use your anonymised Call Data to improve your service.
We do not share your data except where necessary to deliver the service (e.g., infrastructure and technical processing), and as set out in your agreement and related policies.
AiDial guarantees 99.9% uptime from a hosting infrastructure perspective. The service may be temporarily unavailable due to maintenance, updates, technical issues, or circumstances beyond our control.
The customer is responsible for informing callers they are interacting with an AI agent (where required by law) and ensuring appropriate consent is obtained where required.
We offer 100% Australian-based ongoing support and maintenance to ensure your virtual medical receptionist runs smoothly. This includes regular updates, security patches, and performance monitoring to keep your system operating efficiently.
For troubleshooting or adjustments, our support team is readily available. Depending on your plan, we also offer:
Yes, the virtual medical receptionist can support multiple languages and be localised for specific regions. This allows businesses to provide multilingual customer service, ensuring callers can interact in their preferred language for a better experience.
Localisation also includes adapting responses to cultural nuances, accents, and regional terminology, making conversations feel natural and relevant to your audience. Whether you need support for English, Mandarin, Spanish, or other languages, our AI voice agents can be tailored to meet your business needs.
Not necessarily. Our solution is designed as a workforce augmentation tool rather than a replacement. It excels at:
This allows your human team to focus on:
Many businesses find the ideal model combines AI efficiency for routine matters with human expertise for complex interactions, creating a more responsive and cost-effective customer service operation.
When your organisation demands absolute privacy, we deliver the impossible: a completely isolated voice AI environment built exclusively for you. Every component—from AI models and databases to speech processing and VPN access—operates on your dedicated Australian server with zero shared infrastructure. No other provider in Australia can deliver this level of complete isolation across the entire voice AI stack, making it the ultimate solution for government agencies, healthcare providers, and enterprises with extreme security requirements.
