Reception's on the phone, the waiting room's full, and the line keeps ringing.
H3llo's AI receptionist answers the calls your front desk can't get to. It takes appointment requests, answers the questions you hear fifty times a day and writes every message down. Overflow in the morning rush, and 24/7 phone cover once you've locked up.
Patients on hold don't wait. They ring the next clinic.
Clinic phones peak in bursts: Monday mornings, the first hour after 8am, and every time a bug goes round Paraparaumu, Waikanae and Ōtaki at once. Each person on reception can hold one conversation, and the patient standing at the desk deserves their attention too.
The agent takes 2 to 10 calls at the same time, depending on the plan, so the rush doesn't end in an engaged tone. It takes new appointment requests, cancellations and reschedules, explains your hours, location and fees in the words you give it, and takes accurate messages for the clinical team.
After hours it gives every caller the same calm message: where to go for urgent care, and what the clinic can help with tomorrow. Then it writes the call up, so the team starts the day with a clean list instead of a full voicemail box.
- Overflow calls answered in the Monday morning rush instead of ringing out.
- Appointment requests, cancellations and reschedules taken 24/7, ready for the desk to confirm.
- Repeat prescription and results requests written down accurately for the clinical team to action.
- After-hours callers pointed to urgent care, with a written record waiting in the morning.
- Every call summarised by email, so nothing depends on a handwritten note.
Designed for busy front desks.
It follows your clinic's script, hours and escalation rules, the same way on every call.
Appointment booking requests
New bookings, cancellations and reschedules: who it's for, what it's for and the times that suit. It doesn't write into your practice management system, so the desk confirms the slot.
2 to 10 calls at once
No hold music and no engaged tone. The busier the clinic, the more calls the plan takes at the same moment, which is what a Monday morning needs.
Accurate written messages
Name, number and the reason for the call, read back to the caller before it hangs up, then sent to you in writing.
Your urgency rules
You decide what counts as urgent. Those calls go to a person straight away, by transfer or by text. The rest wait for the morning list.
Transfers to reception
Anything it shouldn't handle goes through to a person on the desk. It never gives clinical advice and never guesses at a fee it wasn't given.
A calm, consistent tone
Warm and patient, or more formal: you choose. The same greeting and the same information on every call, and if someone asks whether it's a person, it tells them it's an AI.
How it works for a clinic.
- 01
We map your call types
Bookings, cancellations, results, repeat prescriptions and accounts, and the things it must never handle.
- 02
Overflow and after-hours cover
Reception still answers first. The agent picks up when the team is busy or the clinic is closed.
- 03
Requests and messages captured
Appointment requests and messages written up with the detail your team needs to act without ringing back to ask.
- 04
Your team gets the list
An email summary of every call. Urgent ones also come by text, or straight through as a transfer.
Patient privacy, and where its job ends.
The questions a practice manager asks before anything new answers the clinic's phone.
Recorded, and the caller is told
Every call the agent handles is recorded and transcribed, and the caller hears that at the start. You can read exactly what was said rather than trust a summary.
Hosted in New Zealand
Call data is hosted in New Zealand, kept for the life of your contract and purged 30 days after it ends. The overseas services that process calls are named, not hidden.
How we handle call dataHealth detail stays out of texts
You choose which details go in the text summary. Keep the reason for the call to email if you'd rather it never sat on a phone's lock screen.
A receptionist, not a clinician
It doesn't assess symptoms or give advice, and it isn't built for medical emergencies. Your after-hours message tells callers where to go for urgent care, and that emergencies are 111.
Your clinic stays responsible for your patients' information; H3llo processes call data on your behalf. [WHETHER H3LLO SIGNS A DATA PROCESSING AGREEMENT FOR HEALTH PROVIDERS]
AI agent plans from $75/month + GST.
Monthly, excl. GST. Every plan answers 24/7 and emails you what happened; the bigger plans add minutes, more calls at once, texts and the full set of agent actions.
- H3llo AI 60
For a sole trader who mostly needs messages taken.
$75/month- 60 AI minutes a month
- Conversational AI agent
- 1 regional phone number
- 2 concurrent calls
- H3llo AI 200
The full agent, for a crew.
$300/month- 200 AI minutes a month
- Multilingual conversational AI agent
- 2 regional phone numbers
- 5 concurrent calls
- AI Base 2
Busy phones, bigger team.
$675/month- 500 AI minutes a month
- Multilingual conversational AI agent
- 2 regional phone numbers
- 10 concurrent calls
Questions we get asked
- Can it book appointments straight into our practice management system?
- No. It doesn't connect to clinic booking software. It takes the request: the patient's name and number, what the appointment is for and the times that suit. The desk then confirms the slot, so nothing is booked that a person hasn't seen.
- What happens when a patient rings with something urgent?
- It follows your rules. Calls you class as urgent go through to a person, or send a text to whoever is on call. After hours, callers hear where to go for urgent care. It never assesses symptoms, and it isn't a 111 service.
- Are calls recorded, and where does the data go?
- Yes. Every call the agent takes is recorded and transcribed, and the caller is told at the start. Call data is hosted in New Zealand, and the overseas services that process it are named on our trust page and in our privacy policy.
- Will patients know they're talking to an AI?
- Yes. The greeting says so, and if anyone asks, it answers honestly. You pick whether it sounds warm and patient or more formal.
- How many calls can it take at once?
- 2 to 10 at the same time, depending on the plan. Nobody hears an engaged tone while it's busy with someone else.
Take your clinic's phones off hold.
Talk to the agent in your browser first. Then ask us to set it up on the number your patients already have. We're a local team in Paraparaumu Beach.