The front desk that never puts a patient on hold.
Aiva Chat answers the phone, books open slots with the right practitioner, sends reminders patients confirm with one reply, and answers insurance questions — so your staff can focus on the patients in front of them.
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Booking · Answers · Confirmations
Built for a clinic’s front desk.
Three jobs your reception staff spend the most time on — handled before the phone rings twice.
Finds a free slot. Books it on the call.
Checks your hours, each practitioner’s schedule and your connected Google Calendar, then books an open slot — no double-booking, no callback.
Answers the questions patients actually ask.
Insurance accepted, walk-in hours, parking, prep instructions — answered the same way every time.
Confirmed on the spot. Reminded before.
Texts a confirmation the moment it books, then reminders by text and email. Patients reply C to confirm, or use their own link to move or cancel.
In practice
The questions it already knows.
Yes — nothing to eat for 10–12 hours before. Water is fine.
Walk-ins are Mon–Sat, 9 AM–1 PM. Appointments any time after.
Yes, free parking behind the building, entrance on Station Road.
Yes. Google Calendar connects today through a service account. Before offering a time, Aiva Chat checks your opening hours, its own appointment book and your calendar’s busy times — on calls, website voice and website chat alike — and writes every booking, reschedule and cancellation back to the calendar. A calendar is optional: without one, Aiva Chat books on your hours and its own appointment book. One-click “Connect with Google” is coming soon.
Yes, and they’re on by default. Patients get up to two reminders by text and email (24 hours, 2 hours or 1 hour before). They can reply C to confirm, or use their own link to confirm, move or cancel. Texts go from your own Twilio number inside 8 AM–9 PM quiet hours; US and Canadian numbers need approved A2P 10DLC registration.
Yes, per service. With approval on, a request holds the slot until you accept or decline it in the dashboard (it expires after 24 hours by default), and the AI tells the patient it’s a request, not a confirmed booking. Deposits are taken on your booking page through your own Stripe account; for approval services the card is only charged when you accept. See how bookings work.
You add your accepted insurers, hours, and policies to its knowledge once; it answers every call the same way, every time.
Aiva Chat hands off to your front desk with full context — no re-explaining the issue.
Yes. Add each doctor or hygienist as staff with their own hours and time off, so two patients can book the same time when two of them are free. Patients can ask for a particular doctor where the service allows it. It can also warm-transfer calls to the right department, and a multi-site practice can add several locations, each with its own hours.
Setup is the same guided checklist every Aiva Chat account uses: connect your OpenAI key, create your assistant, teach it about your clinic, connect a Twilio phone number, add your hours, then take a first test call. No code or developer needed.
Get started
Stop losing patients to hold music.
Set up your clinic’s front desk in six guided steps — no developer needed.