An AI receptionist for private clinics — no missed enquiry, no clinical advice.
For dental, aesthetics and physiotherapy clinics where reception is busy with the patient at the desk while the phone rings and messages pile up.
The problem: a missed enquiry is a missed appointment
A patient who can't get through rarely leaves a message; they try the next clinic. Evenings and weekends, when many people finally have time to book, are exactly when nobody is at reception.
Most enquiries are routine: prices, opening hours, which treatment suits which problem, whether there is a slot this week, parking. They still take a receptionist's time — time that should go to the patient standing in front of them.
UK buyers already know the category: AI receptionist services typically cost £150–500 a month. The difference with ours is that it is set up on your clinic's own information, and a person reviews anything that matters.
How it works
- 01
Patient gets in touch
By website chat, WhatsApp or voice, at any hour.
- 02
Assistant answers the routine
Prices, opening hours, treatments offered, location and parking — from the information you've approved.
- 03
Appointment request triaged
It captures the treatment, preferred times and contact details, and flags urgency so your team knows who to call first.
- 04
Clinical questions go to clinicians
Anything about symptoms, suitability or aftercare is handed to your team. The assistant never diagnoses or advises.
What the assistant handles
- Treatment and price questions, answered from your published price list
- Appointment requests captured with treatment, preferred times and contact details
- Out-of-hours cover for evenings and weekends
- Urgent requests flagged for a call-back — never handled by the AI alone
- Replies in other languages for patients who prefer them
- A clear AI disclosure in every conversation
Fits your booking system and phone set-up
The audit maps your practice-management or booking software, your phone set-up and your inboxes. Where your booking system allows it, requests land straight in it; otherwise they reach reception as a ready-to-book summary. Phone answering is scoped in the audit too: we confirm your phone system can route calls to the assistant before we promise it.
People stay in control
The AI answers routine questions from content you approve; a person approves anything sensitive, and anything the assistant isn't sure about goes to your team. Every conversation starts with an AI disclosure. See our security and AI policy pages for how we handle data under UK GDPR.
What it costs
Every project starts with an AI Workflow Audit at £1,500, credited to the build. An Assistant Launch for one workflow is £3,500–7,500 and typically goes live in 3–6 weeks; ongoing supervision and support is £249–749 a month.
For our first 5 UK clients, the founding-client programme brings the audit to £500 and the launch to £1,500 with the first month free, in exchange for a named case study.
This page describes the assistant we build; we don't yet have a published UK clinic case study. Our first 5 clients join the founding-client programme.
Sources: Softomate Solutions — AI receptionist pricing in the UK
Frequently asked questions
Will the AI receptionist give medical advice?
No. It answers administrative questions — prices, hours, treatments offered, location — and hands anything about symptoms, suitability, medication or aftercare to your clinical team. It is configured to decline clinical questions and to tell the patient that a clinician will call back.
Can it answer the phone?
It can hold voice conversations; answering your phone line depends on your phone system. In the audit we check whether calls can be routed to the assistant — for example out of hours or after a set number of rings — and only promise the set-up we have confirmed.
How is patient data handled?
Under UK GDPR and the Data Protection Act 2018. Patient data is used only to operate your assistant and never to train models, a Data Processing Agreement is available, and the assistant collects only what a booking needs — no clinical history in the chat.
How much does an AI receptionist cost in the UK?
Our audit is £1,500, credited to the build; an Assistant Launch is £3,500–7,500 and supervision and support £249–749 a month. Founding clients pay £500 and £1,500, with the first month free. For comparison, UK AI-receptionist software typically costs £150–500 a month.
How long until it is live?
Typically 3–6 weeks after the audit. Most clinics start with website chat and WhatsApp, then add voice once the answers have been reviewed and reception is comfortable with how handovers and urgent call-backs work.
See it on your own content first.
Send us your website and we'll load it into an assistant before the call, so you judge the result, not a pitch.