Voice AI Call Answering for dermatology clinics

What is included in the setup

• Cloud number or forwarding from your line
• Voice script in Hindi and English
• Appointment booking by voice
• Call transcripts and daily summary

What you need before the call

• Your business number for call forwarding, or we provision a cloud number
• The 20 questions callers ask most, with your answers
• Timings and who to escalate to
• Booking destination: Calendar or Sheet

A normal day at a skin & hair clinic with this setup

1. 9:00 AM, front desk opens the clinic line as usual, but the same number now also runs through the cloud call system in the background.
2. During peak OPD hours (11 AM to 2 PM and 5 PM to 8 PM), when front desk is busy with walk-ins for acne, PRP, or laser sessions, overflow calls are answered by the voice bot in Hindi or English, whichever the caller uses.
3. Bot asks the standard triage questions: new patient or follow-up, which concern (skin, hair, or cosmetic procedure), and preferred doctor if the clinic has more than one dermatologist.
4. For a straightforward booking, the bot checks the slot calendar and confirms an appointment time, then reads it back to the caller before ending the call.
5. After 8 PM and on the weekly off day, all calls route to the bot. A caller asking about hair transplant cost or a chemical peel package gets slot options for the next working day instead of going unanswered.
6. Every transcript is saved and tagged (booking done, enquiry only, callback needed) and pushed to the counsellor or site executive's phone as a WhatsApp or email summary.
7. Next morning, front desk or the counsellor reviews the daily summary sheet first thing, calls back anyone tagged 'high interest' before the doctor's first consult starts.

Rules and platform limits it works within

• TRAI/DLT rules for SMS: any appointment confirmation sent as SMS must go through a registered DLT template. The setup uses pre-approved templates for booking confirmations, not free-text SMS.
• WhatsApp Business policy: summaries and reminders sent on WhatsApp use approved message templates outside the 24-hour customer service window, so clinics don't get numbers blocked.
• DPDP Act 2023: call transcripts contain personal health-adjacent data (skin/hair concerns), so recordings and transcripts are stored with the clinic as data controller, and access is limited to staff the clinic authorises. We don't advise on consent language — that's for the clinic's own policy.
• NMC advertising norms: the voice script only books appointments and answers timing/location queries. It does not quote doctor qualifications or make treatment claims, since that sits under the clinic's own advertising compliance, not ours.

What the leak costs: a worked illustration

Illustration only, not actuals for any specific clinic.

Assume a clinic gets 6 missed enquiry calls a day after 8 PM and during peak walk-in hours, and only 1 in 5 of those callers tries again later. That is roughly 5 lost enquiries a day, about 150 a month.

If even 10 of those 150 would have converted into a paid consultation (Rs 500 to Rs 800 range for a first visit, ignoring any procedure upsell), that is Rs 5,000 to Rs 8,000 in consultation revenue alone, before counting laser, PRP, or hair treatment packages.

Setup cost is a one-time Rs 20,000 plus Rs 4,000/month care plan. On this illustration, the monthly care plan is recovered from less than 8 recovered consultations a month, and the setup fee is a one-time cost against a leak that repeats every single day.

Questions skin & hair clinic owners ask

Will the bot try to diagnose skin or hair problems on the call?

No. It only asks which concern the caller has (acne, hair fall, laser, cosmetic procedure) so it can route the booking to the right doctor or slot. It does not give medical advice, quote treatment plans, or discuss diagnosis. All clinical questions are left for the in-person consultation.

Our front desk already picks up most calls. Do we still need this?

The bot only takes over during peak hours, after closing, and on the weekly off, when front desk genuinely cannot answer. It does not replace front desk during normal working hours. Most clinics see the value in exactly these gaps, not as a full-time replacement.

What happens to the recorded transcripts, are they safe?

Transcripts are stored under the clinic's account and only sent as daily summaries to staff you specify, like the counsellor or site executive. Since these calls can mention skin or hair concerns, we treat this as your clinic's data to control access to, and the setup does not share it externally.

Customer: Hi, I wanted to ask about laser hair reduction, how much does it cost for full arms? Bot: Sure! Full arms laser hair reduction usually starts around a package price, and the exact cost depends on your skin and hair type, which the doctor checks during a quick consultation. Would you like me to book that consultation for you? We have slots tomorrow evening or Thursday morning. Customer: Thursday morning works. Bot: Great, I've booked you for Thursday at 10 AM with Dr. Sharma. You'll get a confirmation message shortly. Should I take your name and number for the booking?