The problem
A multi-specialty clinic misses calls when the front desk is busy, and even more when it is closed. Each unanswered call is a booking that may go somewhere else.
Case study
A real-time voice agent at a medical clinic:
IGEA is an AI voice agent that answers the reception line at clinics. I co-founded it and lead it as CTO. In its first month at Centro Medico Luni Care, a clinic with 40+ doctors, it handled about €3,500 of bookings, missed 0 calls and scored 96.7% on success. It was fully live in 2 weeks and replies in under 1 second.
Key numbers
0missed calls in the first month
96.7%success score
~€3,500of bookings handled by the AI in the first month
<1sto reply
2weeks to full go-live, with staff trained
~10hof staff time back every week
What we built
A voice agent that takes reception calls from start to finish: bookings, double bookings, changes, reschedules and cancellations. By design it does no medical triage. It also picks up on the mornings the clinic is closed and at weekends.
Architecture and engineering choices
- A real-time voice pipeline: under 1 second from the moment the caller stops speaking to the start of the reply
- Data handled with GDPR in mind and kept separate for each clinic
- Scope limited to administrative tasks, with no triage, so the agent stays safe and predictable
Results (first month, Centro Medico Luni Care)
- About €3,500 of bookings handled by the AI
- 96.7% success score
- 0 missed calls
- Fully operational in 2 weeks, with staff trained
- About 10 hours of staff time back every week
- Patients can book on closed mornings and at weekends
Full commercial case study: igeacall.com: AI out-of-hours reception at a multi-specialty clinic
What it means for your company
A voice agent is ready for production when replies come fast enough to feel like a conversation, when its scope is narrow enough to handle reliably, and when its data isolation is something your DPO can sign off. The same approach works for any phone workflow with rules to follow.
Frequently asked
How fast does a production voice agent need to reply?
Fast enough to feel like a conversation. IGEA's agent replies in under 1 second, measured from when the caller stops speaking to when the reply starts. Any slower and callers start talking over the agent, and the conversation falls apart.
How do you make a voice agent GDPR-compliant?
Design it to collect as little data as possible and to keep it isolated. IGEA keeps each clinic's data separate and handles personal data with GDPR in mind. Keeping the agent to administrative tasks, with no medical triage, also cuts down the sensitive information it processes.
What results can a voice agent deliver?
At Centro Medico Luni Care (40+ doctors), the first month brought about €3,500 of bookings handled by the AI, a 96.7% success score, 0 missed calls and around 10 hours of staff time back every week. It was fully operational in 2 weeks.
How long does it take to deploy a voice agent?
At Centro Medico Luni Care it took 2 weeks for the agent to be fully operational, with staff trained. A go-live that short is realistic when the scope is narrow: bookings, changes and cancellations, with no triage.
Related
Next step
Want an agent to answer your phone line? We can decide together what it should handle.
Tell me the workflow. We scope it on a free call, then a working version is live within 10 days.
Book a scoping call