Missed calls while you help a patient
The front desk is helping someone at the counter and the phone rings. No one can pick up and the call is lost.
Virtual receptionist for clinics
Telma answerswhen no one can.
Answers calls, handles patient questions and manages appointments when your front desk cannot.
This is how Telma answers.
A real call, unedited. Hear how Telma handles a patient call.
If the patient asks, Telma explains that she is the clinic’s virtual assistant.
When the front desk cannot answer, some calls go unanswered.
The problemCalls outside opening hours
After hours, at weekends and on public holidays the phone keeps ringing. And the caller needs an appointment.
An overloaded front desk
Between the counter, the phone and the schedule, the team is juggling. Something always ends up slipping.
Simple, from the first ring to the final summary.
01The call comes into the clinic
Everything stays the same. The patient calls the usual number.
02If no one answers, Telma answers
When the front desk cannot pick up, the call goes to Telma. She answers in a natural voice and replies to the patient's questions using your clinic information.
03Telma books the appointment
Telma identifies the reason for the call and books the appointment within the hours the clinic has set.
04The front desk has a summary of every call
At the end of each call a written summary of what was agreed is waiting in the clinic dashboard.
In case of an emergency, or if the patient asks, Telma passes the call to a real person.
From each conversation, only what is needed remains.
Each call ends up where it belongs: in the schedule or in a summary for the front desk.
Call
“Hi, I’d like to book an appointment for Tuesday morning, if there’s availability.”
12 s
From the call to the schedule.
Telma answers, identifies the reason for the call and organises the information in the schedule.
Built for the calls that cannot wait.
When the front desk cannot answer, Telma takes the call and records what the team needs to know.
- For callers
Without sending the call to voicemail
The call the front desk cannot take goes to Telma, and she is the one who answers.
- For callers
Out of hours too
At the end of the day, at weekends and on holidays, the call is answered and the request is recorded.
- For the team
Nothing gets lost
Every call lands in the dashboard with a written summary and the recording, ready to confirm and move on.
Your schedule stays yours.
- 01
The clinic sets which hours Telma can offer. Telma only offers those. There can never be an overlap with what the front desk books by hand.
- 02
By default, Telma leaves a provisional booking that the clinic confirms. When calendar sync is in place, Telma can confirm directly.
- 03
Everything is managed from the clinic dashboard, included with every plan. You can set available hours, block holidays and time off, confirm appointments and review calls. The dashboard updates in real time and works on desktop, tablet and mobile.
Schedule
Tuesday
- 09:00Confirmed
- 10:00New bookingTo confirm
- 11:00Confirmed
- 12:00Free slot
Reception looks after the person at the desk. Telma answers the phone.
Integrations
It connects to your system.
In most clinics we start with no integration on day one. There is no need to wait for integrations.
- No integrationWorks with any systemIncluded in every plan
Nothing needs to change. Telma records bookings in a shared calendar and leaves a written summary of every call in the clinic dashboard. The front desk copies the booking into the clinic software in seconds.
- Calendar syncGoogle Calendar or iCalIncluded where available
If the clinic software syncs with Google Calendar or exports iCal, bookings appear directly in the existing schedule.
- API integrationFor software with an APISeparate project
For clinics whose software offers an API. We review the case and provide a quote.
- Google Calendar
- iCal
- SMS
- API
Trust
The clinic stays in control.
Data in the European Union
We comply with the GDPR and the data is hosted in the EU.
Recorded with notice
Calls are recorded with prior notice, and you can listen to each one and read its summary.
Urgent calls straight to the clinic
Telma detects urgent situations and passes the call straight on.
Only the hours you set
Telma only offers the hours the clinic chooses. She never books two appointments at the same time.
The same number
You keep your number and install nothing. Unanswered calls are forwarded to Telma.
No minimum term
Installation included and no minimum term. Cancel whenever you like.
For clinics that take appointments by phone.
Telma adapts to the way each clinic works.
01Dentistry
02General practice
03Aesthetics
04Physiotherapy
Choose the plan for your clinic.
No minimum term. Cancel whenever you want.
To find yours, count the calls your clinic takes on an ordinary day.
Essencial
Practices with 1 to 2 professionals, up to 8 calls a day
€99/mo
per clinic
Installation included
250 minutes of conversation per month
around 100 calls
- 24 hour answering
- Answers in one language, whichever the clinic chooses
- Answers questions using your clinic information
- Automatic appointment booking
- Transfer to a real person
- A written summary of every call in the dashboard
- SMS confirmation to the patient, included
- Clinic dashboard to manage appointments and calls from any screen.
Most chosen
Clínica
Clinics with up to 6 professionals, up to 25 calls a day
€249/mo
per clinic
Installation included
700 minutes of conversation per month
around 280 calls
- Everything in Essencial
- Answers in two languages
- Personalised voice
- Monthly call report
- Phone support during office hours
Personalizado · on request
For groups with several locations or over 1,750 minutes per month
- Installation included on every plan. There is no entry fee.
- Confirmation messages to the patient are included on every plan. Reminders the clinic schedules count as one minute each.
- Additional minutes: 0.45€ per minute, or a pack of 250 minutes for 89€, which works out at 0.36€. We warn you before you reach the limit.
- A booking call lasts two to three minutes on average.
- Prices exclude VAT.
- No minimum term.
Frequently asked questions.
Can the patient tell they are talking to a virtual assistant?
The voice is natural. If the patient asks, Telma explains that she is the clinic’s virtual assistant.
Can Telma answer questions about the clinic?
Yes. Telma answers the most common patient questions using your clinic information: opening hours, address, parking, treatments and how to prepare for an appointment. When needed, she passes the call to the front desk.
What if it is an emergency?
Telma detects urgent situations and passes the call straight to the clinic.
I am a small clinic. Which plan do I choose?
Essencial. It is the plan for a practice with one or two professionals taking up to eight calls a day. If you regularly go beyond that, Clínica works out cheaper than Essencial plus additional minutes.
I have several locations. Which plan is mine?
Let us talk. Today each location is taken out as its own clinic, with its own number and its own schedule, and there is not yet a single dashboard that brings them together: we are building it. Tell us how many locations you have and how they work with each other, and we will tell you what we can do today and what has to wait.
Can Telma book two appointments at the same time?
No. The clinic sets the hours Telma can offer, and she only offers those.
Worth reading
Let us talk about your clinic.
Leave your details and we will get in touch to show you Telma.
Or write to ola@telmaatende.com
When your front desk cannot answer, Telma can.
We’ll show you how Telma would work in your clinic, with your opening hours and your schedule. No commitment.