Info_on_Receptionist
Title: Receptionist AI Functionality DiscussionLocation: UploadDate: 2025-03-14T00:27:52Z UTCAttendees: Link: https://app.meetgeek.ai/meeting/c4a6c4ca-ce60-467e-8757-70c2662e299c**Agenda:**Agenda for Project Status Update (with Timing)Opening & Overview (5 minutes):Recap key project goals and objectives.Progress Update (10 minutes):Review completed work and recent milestones.Challenges & Risks (10 minutes):Discuss blockers or new risks.Upcoming Milestones & Next Steps (10 minutes):Outline the next steps and upcoming tasks.Wrap-Up & Decisions (5 minutes):Summarize decisions and actions taken.Total Duration: 40 minutes
Speaker_00 - 00:02Good afternoon, gentlemen.I thought this would be a little easier to send this way.Words sometimes get confusing.If you would like for me to format this in a document, I'd be more than happy to and send that to you as well.Just let me know, but this is about the receptionist that we had spoke about.I would just like for it to be a generic version initially and what I mean by that is because the things that it will and will not do are not going to change.You know the name of the company may change their appointment times you know that they have that they set aside all those things factors phone numbers you know things like that will change but The purpose of what this will do will not change.Speaker_00 - 00:44So, you know, in saying something like, you know, you know, in a friendly female voice is, you know, hello, thank you for calling, you know, ABC.How may I help you today?You know, it's just keep it very simple to the point.The thing there is somebody, you know, if they ask to book an appointment, you know, schedule an appointment, you know, somebody, of course, you know, we need to make sure that it has the capability to pick up if somebody says, you know, they need an appointment or want an appointment or, you know,need to get in to see someone or, you know, your general terminology that people will use.You know, and of course, reschedule, cancel and of course, you know, to be able to do a live transfer and make sure it's during business hours.The factor there that I'd like to make sure is I've heard people talk about systems where they, you know, if they call after hours and they want to talk to somebody, they, you know, the receptionist, the AI will offer to, Have someone contact him the next day or have, you know, where they can callSpeaker_00 - 01:45back.And in this case, I don't want it to offer, you know, for have somebody to call.I just wanted to say, you know, if it's after hours, I'm sorry, you know, it's after hours.There's no one available, you know, to assist you with that.You know, could you please call back during, you know, regular business hours?And then, of course, I would like the hour set in this case.You know, for this case, you know, let's make it, you know, 8 to 5, Monday through Friday, 8 a.m. to 5 p.m. Eastern time.Speaker_00 - 02:10Monday through Friday and I would like to be able to, you know, create a sub account, you know, that's connected to go high level so I can attach it to a calendar so when someone wants to call and test it, it can actually do it.I would like to be able to test that by going into that calendar and putting a time.I'm just using this example.I'm going to go ahead and fill in tomorrow at 2 o'clock and then when I test the receptionist, I want to ask for an appointment tomorrow at 2 o'clock to make sure she says, I'm sorry, unfortunately that time isn't available.Would you like to hear next available times?And some big things there is almost every agent I've heard in certain areas doesn't take a pause.So like what we were talking about, you know, when you're transitioning from one point to another, it'd be nice if they took a pause for a second, you know, even if, you know, just a split, you know, quarter, half a second, some other, you know, so it doesn't sound redundant.Speaker_00 - 03:09It's going, you're just running together.And another thing is almost everyone I've ever heard the version of these that always when they ask okay can you give me a next thursday at two o'clock they say you know the ai will say let me check yes we have next thursday at two o'clock okay well that's not you know i'm like for instance a littlemore realistic like you know sure i'll be happy to let me check and see what we have available if you'll give me just a moment please You know, it's something like that.And then it pause, you know, for, I don't care if it's two seconds, you know, just put in a standard pause where they pause and whether it's available or not, you know, always the pause and come back and say, yes, that's available.You know, would you like for me to book that or no, it's not.And the same, you know, with the rescheduling and stuff.And a big factor there that I wanted to do is to make sure that, you know, we had a set up to where, let's say, you know, because I do have a dentist that's asking me and let's say that dentist gives me, You know, 10 items.Speaker_00 - 04:04They say, Michael, a routine cleaning is 45 minutes.So this is an hour.This is an hour and a half.If they can give me their, you know, top view or however many that is, depending on the type of place it is, I need those.I need an area segmented to where I can fill in fields so the AI will know, OK, if somebody calls in and wants to schedule a cleaning, you need to set aside 30 minutes or whatever that case may be.If it's a dog groomer and they want to say, You know, Michael, we only take, you know, we take four appointments, you know, you know, appointments two hours on average or whatever the case may be to where I can set that up so the AI always knows, hey, I just scheduled something from eight to nine sonext person calls.Speaker_00 - 04:43And ideally, I would like for it to be able to multitask with, you know, four different The name of the meeting assistant isThere's plenty, you know, Dr. Smith, you know, I can get three names if you'd like, you know, Dr. Smith, Dr. Jones, Dr. Johnson, whatever, you know, and what their, you know, one's a specialty in general.Medicine, one's internal medicine and one's pediatrics, you know, something like that.So that way if somebody asks, you know, hey, you know, what positions do you have available?They can say, yes, I'd be happy to give you that.We have, you know, Dr. Smith that does this and so forth and so on.But that to be in a knowledge base or however that would work, that would be great.Speaker_00 - 05:40Because again, once people see that they can do that, everything else becomes easy for them to realize that they can book.And I was trying to think, and the only other thing there is that I would like for it to give a pause when it's ending the call.Some people, you know, of course, when they get to the end of the call, they say, you know, I've got you all scheduled.I would know the things I would like for it to say, you know, please arrive 15 minutes early.And if possible, I would like if somebody says, hey, do I need to bring my insurance information or do you guys, you know, or something like that, that it say yes, you know, and acknowledge that'd be great if you could bring it in case we need it.But if it's a new patient or if they have, you know, an insurance question of any type, anything other than confirmation of bringing in, if possible, if not, just everything that's insurance related gets transferred to a live person.I don't want it to, I mean, because I know I've heard some that say, hey, can you tell me where I find my number on my Blue Cross Blue Shield card?Speaker_00 - 06:41And the AI will tell them, yes, if you look on the front of your card, it's the upper left hand corner.I don't want it to do any of that.The only confirmation that they maybe need to bring it or they'll need to have their insurance information or something like that.Anything else related to insurance or anything else other than those appointments, the address of course, all the things that they would need there.Of course, they know the phone number obviously because they called but still would like to make sure the AI has it.But, you know, but outside of those things of booking, you know, I mean, that's it's four things.So anything other than, you know, should I bring my insurance?Speaker_00 - 07:18They need to get transferred to a live person.Anything outside booking, appointment, scheduling, appointment, you know, rescheduling, transferring, you know, everything, everybody else gets transferred, you know, knowing the address, of course, you know, to give somebody.But a new patient, insurance information, anything, you know, outside of that.You know, it needs a transfer to a person.I would also like the ability for SMS, you know, for them to be able to text, you know, 8 o'clock at night, you know, 24-7, you know, whether it's 2 o'clock in the afternoon and the office is open or it's 10 o'clock at night and the office is closed, I would like for them to be able to call.And SMS, you know, for their appointment.And we spoke about it in the meeting, but I don't remember getting a definitive answer about if somebody has a Facebook and an Instagram business account, whether we could, you know, if I set them up a sub account and go high level, which I will do, that we connect their domains in there and the AISpeaker_00 - 08:12be able to, you know, book, cancel and reschedule appointments through direct messaging.If somebody messages and says, hey, I need to schedule an appointment, can the AI grab that and book that appointment?If it can't, that's fine, but it would be nice if it could because that will be a big assistance for some people to be able to push their social media and say, hey, if you come to our page, you can book an appointment.It's just another selling point for me.But anything else other than that, you know, of course I would like to, you know, I have a Twilio account.I have a high level account.I have all those things that's needed.Speaker_00 - 08:49I would like to attach it.Somebody had done something for me that was kind of like an orb, but I would like to attach it to a phone number somehow.So, you know, when we've tested it and it's complete, I'd like to attach it to a phone number.So when I am demoing it to somebody, I can't have three different, four different, five different people call it at the same time scheduled to show them.You know that it can't do that and at the same time maybe while they're doing that I might be texting it to schedule an appointment too so they can see that I texted right that I did it while they were doing it as well through SMS.You know, I can get anything you need as far as that goes through any account that I have or API or whatever.And the other thing I want to remind you of is that, you know, I will need assistance in understanding what I need to do to clone a voice.Speaker_00 - 09:32I can try to get in there and figure it out.So because I do have a VAPI account so I can pull over any voice I want and, you know, Have someone script it to talk for a minute, two minutes, whatever, just whatever words it needs to say so I can have that audio recording available to do the cloning.So if you let me know how that works and anything else, please let me know.Thank you so much.