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The Conversation Layer · VOIP + AI Receptionist

One unified conversation layer for your clinic — live and virtual.

Clinicmaster VOIP and the AI Receptionist work together inside the same platform your team already uses. Every call lands with full patient context. Every booking, voicemail, and follow-up stays connected to the right file. Nothing slips through the cracks — not at lunch, not after hours, not ever.

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  • HIPAA & PIPEDA compliant · Built into Clinicmaster​
Two products. One conversation.

Live calls and virtual conversations, finally in the same place

Most clinics juggle a phone system, a booking platform, and a separate answering service. Clinicmaster brings the conversation back inside the clinic software your team already trusts.
VOIP · Powered by Nexco Networks

Your phone system, inside your clinic software

Every inbound call surfaces in Clinicmaster with the patient’s profile, next appointment, balance, and correspondence language — before the receptionist says hello.
  • Patient context pop-up the moment a call is answered
  • Book a follow-up without ever leaving the call screen
  • Tag call reason, resolution, and referrer in real time
  • Full searchable call log with answered-by, duration, and outcome
  • Softphone or desk phone — works with your existing setup
  • Auto-sets to the caller's language (EN or FR)
AI Receptionist · 24/7 Virtual Agent

A welcoming voice when your team can't pick up

A bilingual virtual receptionist that books, reschedules, and answers questions about your clinic — using live data from Clinicmaster, in your clinic’s voice and style.
  • Books new patients end-to-end, with SMS confirmation
  • Authenticates returning patients via SMS one-time code
  • Knows your services, prices, practitioners, and hours
  • Captures voicemails as tasks with full transcripts
  • Hands off to a human when the conversation calls for it
  • Custom name, voice, greeting — bilingual EN/FR

Better together: The Conversation Layer

Forward your line to the AI Receptionist after hours, on lunch breaks, or whenever your team needs to step away. When the line is open, VOIP makes sure every call your receptionist answers comes with the patient context they need to start the conversation right. One platform. Every call. Every patient.
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Clinicmaster by the numbers

We’re here to guide you through the process and make sure you’re only paying for what your clinic actually needs. Nothing more, nothing less.

Coverage with the AI Receptionist — no missed calls
0 /7
For a caller's full context to appear on screen
< s
Bilingual conversation handling — automatic
EN /FR
Of calls captured in your Clinicmaster call log
0 %

Problems We Solve

Challenge

Our Solution

The front desk juggles the phone and the EMR in two separate windows, losing context with every call.

One screen, one workflow. The patient's profile, calendar, and call documentation are all in the same place as the call itself.

Calls go unanswered during lunch, evenings, and weekends — and lost calls become lost bookings.

The AI Receptionist answers 24/7. New patients get booked, returning patients get rescheduled, and voicemails come back as tasks with transcripts.

Patients have to repeat their name, date of birth, and reason for calling every time they reach the desk.

The caller's identity surfaces before hello. Staff start the conversation already knowing who's on the line and why they might be calling.

Receptionists "make a mental note" of a call and document it at the end of the day — if they remember.

Documentation happens in real time. Tag the call reason, resolution, and referrer while the call is still live, and it's saved the moment it ends.

Generic AI answering services give scripted answers that don't match how the clinic actually operates.

The AI knows your clinic. Services, pricing, practitioners, parking, what to wear — pulled live from Clinicmaster so every answer is accurate.

Owners can't tell how many calls actually convert to bookings — or which ones don't.

Every call captured and searchable. Call logs track who called, who answered, the resolution, and any linked appointment — visible across every location.

How it works

Every call, end-to-end, inside Clinicmaster

Whether the call lands with a person or the AI Receptionist, the flow finishes the same way: the booking is made, the file is updated, and the team has full visibility.

1

The call comes in

Patients dial the clinic’s normal number. Calls route to staff via VOIP — or to the AI Receptionist when the line is forwarded.
2

Context arrives instantly

If staff pick up, the patient’s profile, next appointment, and balance appear on screen. If the AI picks up, it greets the caller using the clinic’s voice and live knowledge base.
3

The booking is made

Staff book directly from the call screen without ever leaving the conversation. The AI books new and returning patients end-to-end and confirms by SMS.
4

Everything is captured

Call reason, resolution, transcript, and linked appointment land in Clinicmaster. Managers see every call across every location in one searchable log.
Who it's for

Built for the people running busy clinic networks

Clinic Owners & Directors

Standardize how every call is handled across locations. Convert more inquiries into bookings, and never miss a new-patient call again.

Operations & Clinic Managers

Real-time visibility into call volume, conversion, and team workload. Coverage gaps disappear without adding part-time hires.

Front-Desk Supervisors

Less repetitive triage, fewer “can you hold?” moments, and no more end-of-day call documentation. The desk gets its time back.
Where it shines

Designed for the moments when calls matter most

Lunch & Shoulder Hours

Coverage when hiring isn't practical

The AI Receptionist answers during lunch breaks, early mornings, late afternoons, and evenings — the gaps part-time hires can’t justifiably fill.
Saturday & After-Hours

Bookings while the desk is closed

Patients calling Saturday morning or Tuesday at 9 pm get a real conversation — and a confirmed appointment by the time they hang up.
Multi-Location Networks

Consistent experience across every site

Standardize how calls are handled at every clinic in the network — same context pop-up, same call logs, same call quality.
Bilingual Practices

Automatic EN/FR call handling

The call auto-sets to the caller’s correspondence language. The AI speaks both. Every patient gets a personal-feeling conversation.
Insurance-Heavy Workflows

Context for adjusters, lawyers, funders

The VOIP pop-up resolves any caller with a number on file — not just patients. Anyone calling about a case is identified before hello.
High-Volume Front Desks

Triage at the moment of contact

The AI handles routine calls. Your team handles the ones that need a human. Workload drops without service quality dropping with it.

Frequently Asked Questions

No. Clinicmaster positions the AI Receptionist to augment your team — not replace it. It covers lunches, evenings, weekends, and the gaps where hiring isn’t practical. When your team is at the desk, VOIP makes their job easier. When they aren’t, the AI keeps the line open.

The AI is connected to your Clinicmaster instance via API, so it knows your services, pricing, practitioners, hours, and clinic-specific details — parking, what to wear, what to expect on a first visit. It also speaks any marketing-style messaging you want it to (awards, specialty populations, accreditations). The Clinicmaster TSE team configures all of this for you.

The AI Receptionist authenticates the caller via an SMS one-time code sent to the phone on file. Once verified, the patient can book, reschedule, or cancel — and the file updates in Clinicmaster instantly. For households sharing a phone number (e.g., parent and child), the AI sends a unique code per patient.

Yes. Staff can take calls on physical desk phones or use a softphone (MicroSIP) directly on their computer. Either way, the Clinicmaster patient context pop-up appears the moment the call is answered. No rip-and-replace required.

The Clinicmaster TSE team takes care of all the technical setup — provisioning, AI configuration, voice and greeting, services and practitioners, integration with Nexco Networks for VOIP. You stay focused on the consultative side: choosing the AI’s name, voice, and tone, and approving how it represents your clinic.

Yes. The Conversation Layer is built into Clinicmaster, which is HIPAA and PIPEDA compliant. Call logs, transcripts, voicemails, and bookings live in the same secure environment as the rest of your clinic data, with the same access controls and audit trail.

Yes. The AI Receptionist dashboard tile shows every appointment booked by the AI across all practitioners, with full transcripts. You can validate, edit, or follow up on any booking. Voicemails appear as Admin tasks tied to the patient with the transcript inline. Nothing is hidden.

Outbound calling is in active development — waitlist management (proactively offering open slots), no-show reactivation, and accounts receivable follow-up. The AI Receptionist is becoming a full conversational layer that participates in retention, revenue cycle, and patient experience over time.

See the Conversation Layer in action

Book a 30-minute demo and we’ll walk through a real call — from the moment it lands to the booking that follows. Or download our KPI Guide to share with your team.

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