Voice agents: an assistant that picks up the phone when you cannot
Someone who calls and reaches nobody does not always try again. A voice agent answers the call, answers common questions from your information, takes appointment requests and hands over to a person when needed. It tells the caller right at the start that they are speaking with an AI.
Overview
Voice agents
An AI assistant that answers calls, answers questions, takes appointment requests and hands over to a person when needed.
Who it is for
- Practices and businesses that cannot answer calls during treatment or work
- Companies that want to take enquiries outside opening hours
- Businesses that get the same questions over and over on the phone
What is included
Calls answered by an AI assistant with a natural voice
Answers to common questions based on your information, for example opening hours and process
Appointment requests taken with name, request and contact method, sent to you by email
Handover to a person when the assistant is not sure or the caller asks for it
A clear notice at the start of the conversation that the caller is speaking with an AI
Testing with sample conversations from your daily work before it answers any calls
Written fixed-price offer before we start, payment only after approval
Saying openly that it is an AI
Callers should know who they are talking to. The assistant says right at the start that it is an AI, and it hands over as soon as someone wants to speak to a person. It does not invent prices, appointments or promises and says when it does not know something.
Privacy in conversations
Voice and call data are personal data. Whether and how conversations may be recorded or stored as text, what consent is needed for it and what your notices to callers must contain follows from the GDPR and other rules. Your legal adviser clarifies that. We build the process so that it can follow the result: recording can be switched on and off, and we supply the notices as a draft.
How it works
First we collect with you the most frequent cases and questions with which callers get in touch. From these we prepare the knowledge the assistant may use. Then we choose voice and language and set up the handover to a person. We deliver the notices to callers as a draft, and your legal counsel carries out the review. Test conversations follow, with examples from your daily work, including difficult cases. At the start we watch the first conversations closely and make corrections. Overall we usually allow fifteen to twenty-five working days until the start. That is a guide value, not a promise. It also depends on how quickly you give us the documents and examples.
How you measure success
Measure which share of the conversations is completed without handover and how many appointment requests the assistant takes. Compare the number of missed calls before and after the start. Add the average length of a conversation and the number of handovers to your team. In a sample you check how often the assistant misunderstood something. Recordings for that exist only with the callers’ consent. Note the figures over several weeks and compare periods of equal length, so that public holidays or holiday seasons do not distort the picture. How many conversations the assistant completes on its own depends on your enquiries and the quality of the line. We do not promise a particular result.
Matching projects
Preview in your language, otherwise in English.
Frequently asked questions
How well does it understand callers?
That depends on language, line quality and background noise. That is why we test with sample conversations in your languages, hand over to a person when it is unsure, and tell you openly where it still stumbles.
Can it enter appointments directly?
That is possible if your calendar or booking system has an interface. Otherwise it takes the appointment request and sends it to you. We agree beforehand what it may enter itself and what only you confirm.
Does the assistant also take conversations outside opening hours?
Yes, it is not tied to your hours. At night or at the weekend it answers frequent questions and takes enquiries and appointment requests, which reach you by email. A handover to a person is possible only when someone is available. We agree in advance what happens when, and what waits until the next working day.
Who updates the information of the assistant later?
The knowledge of the assistant sits in a base that we prepare with you. If opening hours, holidays or procedures change, the entry must be adjusted there, otherwise the assistant gives old information. Before the start we agree who takes this on at your end, and we show it in the observation phase after the start.
What does a voice agent cost?
That depends on scope, languages and connections. You receive a written fixed-price offer before we start, payment only after approval. We list the running fees for the phone connection and AI services in the offer.
We would be glad to show you what your new website can look like.
Free, without obligation and without a call. You only pay if you approve the finished website.
Or call us directly: +30 693 182 8158 · info@aen-media.com
Legal sources: GDPR