Your Patients Need You — Your Phone Should not Stop Them
You are in a session with a stroke patient relearning grip strength. Your clinic phone rings. You let it go to answerphone. It was a GP referral for a priority case. You did not find out until 6pm when you checked messages.
Book a demo — 30 minutesWhy OT Practices Miss Referrals During Clinic Hours
Occupational therapists spend most of their working day with patients — conducting assessments, running therapy sessions, writing reports, and liaising with GPs and social services. During these sessions, the clinic phone goes unanswered or diverts to answerphone.
NHS and private referrals are time-sensitive. A GP who cannot get through to your clinic on the first attempt may refer elsewhere. A private patient seeking an urgent assessment will book with a competitor if they hit voicemail. Our AI receptionist ensures every call is answered and every referral is captured.
What the AI Captures on Every Call
- ✓Referral source (NHS, GP, self-funding, private medical insurance, social services)
- ✓Presenting condition and functional limitations
- ✓Urgency and desired assessment timeline
- ✓Preferred appointment days and time windows
- ✓Patient name, contact number, NHS number where applicable
- ✓Funding pathway and GP practice details for NHS referrals
Fits Seamlessly Into Your Clinical Workflow
The AI sends you a structured enquiry summary after every call — via email, SMS, or directly into your practice management system. You review it between sessions and book the appointment. No more lost voicemails. No more returning calls at 8pm.
For common queries about session duration, funding options, waiting times, and what to expect at your first assessment, the AI answers on the call with your approved information, reducing your inbound call volume so you can focus on patient care.
Results from an OT Practice in Manchester
"We were losing approximately 3 NHS referrals a month to answerphone during therapy sessions. Since installing the AI receptionist, our conversion rate from enquiry to booked assessment has gone from 71% to 96%. The structured summary the AI sends after each call has also reduced our admin time by 40 minutes a day."
— Clinical Director, Occupational Therapy Practice, Manchester
Frequently Asked Questions
Can it integrate with our NHS eReferral system?
The AI captures all referral details in a structured format that you can copy directly into the NHS eReferral system, e-RS, or your local Choose and Book setup. We can also explore direct API integration where your trust IT team supports it.
Can it handle insurance-funded patients?
Yes. The AI captures insurer name, policy number, pre-authorisation code, and referral details for AXA, Vitality, Bupa, and all major UK health insurers — and flags whether a GP referral letter is required under the policy terms.
Is it GDPR-compliant for NHS patient data?
Yes. All call data is processed under GDPR lawful basis with appropriate data processing agreements in place. The AI does not store clinical data — only contact details and enquiry metadata. We are happy to sign your standard NHS DSP agreement.
Setup takes 2 hours. No hardware. No long-term contract.