Referral-related intake
Capture the details needed to locate or follow up on a referral. The workflow does not claim a referral was received, accepted or authorized without confirmation.
AI voice agents for specialty practicesThe details matter.
The details matter.
From the first call.
A specialty appointment can involve a referral, a particular visit type and a team review. Give each caller an organized administrative path without treating every request as ready to book.
A SPECIALTY REQUEST, PREPARED
04 / CARE SETTING
Ready for the right review
- 01Prepare the intake brief
- 02Keep checks visible
- 03Route to a coordinator
Specialty practicesCARE SETTING
HEAR THE PATIENT EXPERIENCEA real sense of
A real sense of
the conversation.
Fictional outbound eye-exam reminder based on a clinician-set plan. The patient asks why an exam matters with clear vision, what contact-lens fitting includes, and how dilation affects travel. Appointment types, fees, staff, and availability are invented examples.
Scripted demonstration · Fictional patient
THE SAMPLE CALL1:34 LISTEN
Alder Brook Eye Care
An eye exam arranged around real questions
Outbound eye-exam reminder and completed bookingVoicesisAI assistant
Helen MorrisFictional patient
Press play to listenA fictional practice. An illustrative workflow.
Follow every turn. See what happens next.
READ ALONG
The conversation
Hello, I'm Voicesis, the AI assistant calling for Alder Brook Eye Care. Is this Helen Morris, and is now a good time?
Yes, this is Helen. I can talk.
Your eye doctor's plan shows your next exam is due. I can help you find an appointment.
I can see perfectly well. Why would I need an exam?
An eye exam checks eye health as well as vision, and some problems have no early symptoms. This reminder follows the interval your eye doctor set.
I might switch to contacts. Does the regular exam include that?
Contact-lens fitting is a separate service. We have a combined eye exam and fitting appointment if you'd like both.
What about driving afterward if they dilate my eyes?
Dilation can blur vision and make light uncomfortable for several hours. Arrange a ride home. When could someone bring you?
Friday afternoon. My son can drive. What's the price for the combined visit?
The listed self-pay fee is one hundred ninety dollars, excluding lenses. Friday at three is available for the sixty-minute combined visit.
That works. And I don't have to buy my contacts there?
No, you're free to buy elsewhere. Would you like me to book the combined exam and fitting for Friday at three?
Yes, please book it.
Your combined eye exam and contact-lens fitting are confirmed for Friday at three at Alder Brook Eye Care.
Should I bring my current glasses?
Yes, bring your glasses and insurance card if you're using insurance. And keep that ride home arranged.
I will. Thank you. That's all sorted.
Read the full script without pressing play. Select a timestamp to seek.
FROM WORDS TO NEXT STEPS
Hear the call. Follow the outcome.
As the conversation unfolds, this panel shows what has been established and what still needs to happen.
An illustrative call with invented names and details. Actual workflows depend on your practice rules, approved connections, and setup.
Background reading for this example
General information from the sources below. The practice, fees, availability and policies in the call are fictional.
01 / FROM CONVERSATION TO ACTION
A well-prepared request gives your team a better starting point.
A good call does more than end politely. It gives the patient a next step and your team the context to follow through. Explore how the conversation becomes useful work.
AN ILLUSTRATIVE CONVERSATION
INTAKE BRIEFThe essentials, together
01Caller, referring office and preferred location
Example workflow. Your setup follows your rules and connected systems.
02 / MADE FOR YOUR EVERYDAYAn organized request.
An organized request.
A better starting point.
Keep caller-provided details separate from checks your practice still needs to complete. A clear brief helps the coordinator see both.
THE INTAKE BRIEF / WHAT IS KNOWN, WHAT NEEDS REVIEWWORKFLOW IN FOCUS
THE PATIENT ASKS
“My doctor referred me. What happens next?”
Capture the details. Make the open checks visible.
SPECIALTY INTAKE / FOR REVIEW
- 01Caller-provided
- Referring office + locationWhat the patient has shared
- 02Requires verification
- Referral status + next stepConfirmed by the relevant team or system
- 03Assigned to
- The specialty coordinatorA named route for follow-through
THE CALLER LEAVES WITHA clear administrative next step.
An intake brief organizes the administrative request. It does not establish referral acceptance, authorization or clinical suitability.
Illustrative workflowPreparation, in your words
Share approved directions, arrival information and administrative document requirements. Questions about medicines, fasting, treatment or individual instructions go to your team.
The right specialty desk
Use location, department and approved request categories to direct administrative calls. Clinical suitability and decisions about priority remain with qualified staff.
03 / YOUR EXPERTISE. BUILT IN.A confident voice.
A confident voice.
Clear boundaries.
Your team knows where a conversation can go—and where it should stop. We build those decisions into the workflow from the beginning.
Explore trust & control- 01
A caller's account is labeled as caller-provided until checked.
- 02
Referral acceptance and authorization are not inferred from intake details.
- 03
Clinical priority and specialty suitability stay with the practice's qualified team.
- 04
Individual preparation or medication questions receive a human review.
- 05
Every unresolved request has an agreed destination and fallback.
04 / A FEW GOOD QUESTIONSLet’s get
Let’s get
into the details.
A good fit starts with the right questions. Explore the details for specialty practices.
Talk through your setupCan it check whether a referral has arrived?
Only when the agreed connected workflow provides a reliable status for the authorized request. Otherwise the assistant records the enquiry and sends it to the referral coordinator without claiming the referral has been received.
Will it decide which specialist a patient should see?
No. The assistant can use an approved administrative routing table, such as a requested department or existing provider. Clinical assessment, referral acceptance and suitability decisions remain with your qualified team.
Can we have different rules for different visit types?
Yes. Document the administrative information each request needs, which visits may use supported direct scheduling and which require review. Test exceptions with the staff responsible for those workflows.
Can it give patients preparation instructions?
It can relay approved general administrative instructions. Personalized instructions or questions about treatment, medicines, fasting or clinical preparation should be routed to the practice team.
What should a specialty pilot include?
Choose one department and a small set of request types. Review completeness of intake briefs, routing accuracy, unresolved requests and staff rework before adding more specialties or actions.
A BETTER CONVERSATION STARTS HERE
Let’s hear your kind of call.
Bring the everyday requests, the complicated handoffs and the questions only your team knows to ask. We’ll explore the right workflow together.