Skip to content
encnt.

An AI receptionist that answers, books and confirms, in Arabic and English

An AI receptionist is a phone agent that picks up when your front desk can't: after hours, at lunch and when every line is busy. It answers in Arabic or English, checks your real calendar, books the appointment and sends a WhatsApp confirmation. Anything it shouldn't handle goes to your team with a summary and the transcript. Most clinics go live in three to six weeks, starting with after-hours calls only.

Part ofAI voice agents
Book a 30-minute callSee examples
Typical timeline
3–6 weeks
Languages
Arabic and English, switching mid-call
Covers
After hours, lunch, busy lines
Phone call in an armchair, laptop open

Who it suits

A good fit if

  • Clinics whose phones keep ringing after the front desk goes home
  • Dental, physiotherapy and aesthetics practices where the receptionist is also checking patients in
  • Service businesses that book visits by phone and lose callers to voicemail
  • Groups with several branches that want every call answered the same way

Probably not a fit if

  • Emergency and urgent-care lines. Callers in an emergency must reach a person or emergency services
  • Practices where most calls need clinical judgement, such as triage. The receptionist can take details and book a callback, not assess symptoms

What the receptionist handles

  • After-hours and overflow calls

    Calls are forwarded to the receptionist outside opening hours and when the line is busy, so your number stays the same and nobody hears voicemail.

  • Booking into your real calendar

    It reads live availability from your calendar or practice system, offers real slots, books the one the caller picks, and can move or cancel an existing appointment.

  • WhatsApp confirmations

    The caller gets a WhatsApp message after the call with the date, time, address and a link to reschedule. Reminders can follow from the same flow.

  • Answers from your approved list

    Opening hours, the prices you choose to share, parking, insurers accepted, how to prepare for a visit. It answers only from what you have approved and says so when it doesn't know.

  • Handover to your team

    Rules you set decide what goes to a person: complaints, clinical questions, named patients, anything urgent. In opening hours it transfers the call; after hours it takes details and sends a summary.

Built with

  • ElevenLabs
  • Twilio
  • OpenAI
  • Google Calendar
  • Outlook
  • WhatsApp
  • HubSpot

From first call to live

  1. 01

    Listen to your calls

    We read call logs or sit with the front desk to list why people call, what they ask and which calls must reach a person.

  2. 02

    Write the rules, connect the calendar

    A written call script, an approved answer list and handover rules you sign off. Then we connect your calendar or practice system and WhatsApp.

  3. 03

    Test in both languages

    Your team calls it in Arabic and English, with accents, interruptions and awkward requests, and we tune it until the transcripts read right.

  4. 04

    Go live after hours first

    It starts on evenings and weekends. We read every transcript daily for the first two weeks, then widen it to lunch breaks and busy lines.

How much does an AI receptionist cost to run?

Running costs are usage-based and come from four parts: the phone line and call minutes from a provider such as Twilio, the voice (speech-to-text and text-to-speech), the AI model that decides what to say, and the WhatsApp messages sent after each call. All four scale with call minutes, so a clinic with a few evening calls pays far less than one taking hundreds a day.

Setup is a one-off fixed price agreed after scoping. We estimate the monthly running cost from your own call volumes before we build, and the receptionist logs every minute once it is live, so you can check the bill against real usage.

AI receptionist, answering service or another hire?

An answering service takes messages, and most can't see your calendar or book. A second receptionist covers the hours you pay for and handles complex or emotional calls far better than any AI. An AI receptionist covers every hour and books into the real calendar, but should hand over anything that needs judgement. Many clinics end up with a mix: people in the day, the AI receptionist after hours and when the line is busy.

Call recording, consent and patient data in the UAE

Callers are told at the start that they are speaking to an automated assistant and that the call is recorded. Transcripts are stored in your systems with access limited to your team.

The UAE's health data law (Federal Law No. 2 of 2019) generally requires patient data to be stored and processed inside the country. For patient calls we choose providers and hosting that keep it there, and the plan lists any provider this rules out. This describes how we design the system, not legal advice; your compliance lead should confirm it for your licence.

Where we've done this before

Common questions about ai receptionist

Not with current voice models, which use natural pauses and intonation. You can talk to ours on the AI voice agents page. Callers are still told at the start that they are speaking to an automated assistant.

Other services