Case · Services
A reception that never sleeps and picks up every call.
Voice AI with a Czech accent that serves clients when you're busy and books them into the calendar.
Model case: we assume the company looks like this and show how much it would yield.
- Model case
- Vapi.ai
- Make
- Reservio
Starting point
The phone rings while the therapist is with a client
A network of 4 clinics, 600 calls a day. 38% of calls fall outside opening hours. Receptionists can't keep up, clients leave for the competition.
- Before
Silence after 17:00
RECEPTION
- After
Picks up 24/7
VOICE ASSISTANT
What we would build
Voice system
Incoming call → AI assistant → calendar → SMS confirmation. The AI hands complex cases to a person.
- 01
Incoming call
Phone line (Twilio)
- 02
Voice AI
Vapi.ai, in Czech
- 03
Calendar
Reservio booking system
- 04
Confirmation
SMS + email
- Vapi.ai · Voice AI
- Twilio · Telephony
- Reservio · Bookings
- Make · Connecting the steps
Rollout steps
How the rollout would go.
- 01
DAY 01
Setting up the voice AI
Setting the tone of the call, handover to a person and exceptional situations.
- 02
DAY 02
Knowledge for the AI
Uploading frequent questions and the service catalogue.
voice_kb.yaml
- 03
DAY 03 to 04
Pilot and tuning
24 hours of trial operation, fine-tuning the accent and phrases.
Model assumptions
Where the result comes from.
We take a typical company from the sector and the situation from the brief, add labelled assumptions and calculate the result. If the inputs change, so does the result, so you can recalculate it for your own company.
Model company
A model network of 4 clinics with 600 calls a day. Receptionists cannot keep up and nobody picks up calls outside opening hours.
Inputs
- Clinics in the network
- 4
- Calls per day
- 600
- Share of calls outside opening hours
- 38 %
- Calls the AI handles without a person (assumption)
- 92 %
- Handling one call at reception (assumption)
- 5 min
- Labor rate (assumption)
- 24 EUR / h
Calculation step by step
- 01
Calls outside opening hours per day
600 × 38 %= 228
- 02
Calls handled by AI per day
600 × 92 %= 552
- 03
Reception work taken over by AI per day
552 × 5 min= 2 760 min (46 h)
- 04
Value of that work per day
46 h × 24 EUR= 1,104 EUR
This is a gross saving of time and money. We include the cost of rollout and running only where it is visible in the calculation.
Model results
What would change after rollout.
- Model case
228 calls / day
600 calls × 38 %, which nobody picks up today. AI takes them 24/7
Outside opening hours
- Model case
46 h / day
552 calls × 5 min, 1,104 EUR a day
Reception work
Your numbers belong in the model, not ours. The calculator shows where to start, and we work out the real values on your data.
Start here
15 minutes is enough for you to know whether it makes sense.
You tell us what is bothering you. We tell you whether we can help, roughly what it costs and where I would start in your place. No presentation.
- jakub@transformuj.ai
- Phone
- +420 773 070 090
- Address
- Legerova 1820/39, Praha 2