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Healthcare & Dental

AI voice assistants for dental, wellness and med spa businesses. Handle appointment scheduling, common questions, and after-hours calls.

Not for health information

Voka is not offered as a HIPAA-compliant service and does not sign Business Associate Agreements. Don't set up your assistant to collect medical history, symptoms, insurance details or other health information. It captures what the caller wants (treatment interest, goals and timing) and their contact details. Keep health history in your own intake form.

Common Use Cases​

Appointment Scheduling

  • New patient bookings
  • Follow-up appointments
  • Cancellations and rescheduling

Caller Questions

  • Office hours and location
  • Services offered
  • New client information
  • General questions from your FAQs

After-Hours Coverage

  • Follow your rules for urgent calls (for example, warm transfer to an on-call number)
  • Log a callback request for your team
  • Answer common questions

Scheduling Integration: Acuity​

Acuity Scheduling is the booking platform Voka AI connects to for medical, dental and wellness practices. It's what our healthcare customers use today.

Key features:

  • Direct appointment booking into your Acuity calendar
  • A calendar per provider — book into a specific doctor's or hygienist's schedule
  • Real-time availability checking, so the assistant offers slots that are genuinely open
  • Appointment types — new patient exam, follow-up, consultation, each with its own length

Setup:

  1. Go to Integrations → Acuity Scheduling
  2. Click Connect and log in to Acuity
  3. Enable the integration on your assistant's Agent tab
  4. Reference your appointment types in the assistant's instructions

Your assistant can then check Dr. Smith's calendar, Dr. Jones' calendar, and book the patient with the right provider.

Check your intake questions first

If your Acuity appointment types have a long list of required intake fields, the assistant has to collect every one of them out loud before the booking will go through — and a booking will fail outright if it can't. Trim required fields to the essentials before you go live. See Acuity intake forms.

Practice management systems. We don't connect to practice management or EHR systems, only to the scheduling platforms listed in the integrations overview. If your scheduling lives inside your PM system, run the assistant without an integration: it answers every call, takes the caller's name, number and what they're calling about, and logs a callback so your front desk can book.

Acuity Integration Guide →

Sample Assistant Configuration​

Instructions Template​

You are a professional receptionist for [Practice Name], a [specialty] practice.

PROVIDERS:
- Dr. Smith (General practice)
- Dr. Jones (Pediatrics)
- Dr. Williams (Surgery consultations)

SERVICES:
- New patient exams (60 min)
- Follow-up visits (30 min)
- Emergency visits (30 min)

HOURS:
Monday-Friday: 8am-5pm
Saturday: 9am-1pm (Emergency only)

HEALTH INFORMATION:
- Never ask for or discuss medical history, symptoms or insurance
- Transfer to staff (or log a callback) for any medical question

BOOKING PROCESS:
1. Ask what type of appointment they need
2. Ask if they have a provider preference
3. Check availability in that provider's calendar
4. Offer 2-3 available time slots
5. Collect: Name and phone number
6. Book the appointment in the scheduling system
7. Confirm: "You're scheduled with Dr. [Name] on [Date] at [Time]."

URGENT CALLS:
If the caller says it is urgent (for example, severe pain after a procedure):
"Let me connect you with our on-call team."
[Warm transfer to the on-call number; if no one answers, log a callback]
If it is life-threatening, tell them to hang up and call 911.

TRANSFERS:
Always transfer for:
- Medical advice or diagnoses
- Insurance questions
- Prescription requests
- Billing questions

Voice Selection​

Recommended voices:

  • luna - Professional, reassuring
  • astra - Warm, empathetic
  • sirius - Calm, professional

What Your Assistant Should and Shouldn't Do​

Should not:

  • Ask for or discuss medical history, symptoms or insurance
  • Give medical advice or diagnoses
  • Share anything about another client's appointments

Can:

  • Book, reschedule and cancel appointments in Acuity
  • Answer questions about hours, location and services from what you give it
  • Capture treatment interest, goals and timing
  • Warm-transfer to your staff, or log a callback

Multiple Provider Scheduling​

If each provider has their own calendar in Acuity, your assistant can route appointments to the right one:

Example conversation:

Assistant: "Who would you like to see?"
Patient: "I need to see Dr. Smith."
Assistant: "Let me check Dr. Smith's availability..."
[Checks Dr. Smith's calendar in Acuity]
Assistant: "Dr. Smith has openings on Tuesday at 2pm or Thursday at 10am. Which works better?"

If the caller has no preference, the assistant can offer the first open slot across providers. Tell it in the instructions how you want this handled.

Best Practices​

Do:

  • ✅ Keep health information out of calls
  • ✅ Transfer medical questions to staff
  • ✅ Configure emergency protocols clearly
  • ✅ Test with multiple provider scenarios
  • ✅ Update provider availability regularly

Don't:

  • ❌ Let assistant discuss diagnoses or treatment
  • ❌ Collect health history on the phone
  • ❌ Share any client information
  • ❌ Provide medical advice of any kind

Getting Started​

  1. Set up your first assistant
  2. Connect Acuity Scheduling
  3. Write instructions that keep health information out of calls
  4. Test with multiple providers
  5. Go live and monitor