SETUP GUIDE · E-HEALTH MEDICAL RECEPTIONIST

Set it up in plain language.

Both workflows and both visit types are already built. The setup connects them to your practice: your practice settings, front-desk phone, providers and hours, email sender, privacy review and office information. Then run the acceptance calls with a synthetic patient and switch it on.

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01 · REQUIREDPrepare 02 · REQUIREDPractice settings 03 · REQUIREDFront desk 04 · REQUIREDVisit types 05 · REQUIREDEmail sender 06 · REQUIREDPrivacy review 07 · REQUIREDOffice information 08 · REQUIREDTest & activate

Before you start

The 4 business settings you'll add

Find each one in Votel under Global Variables and fill in your practice's value.

Setting	What it holds
company_name_	Your practice name, heard in the greeting
medical_patient_portal_url	Your patient portal link
medical_practice_directions	Directions and parking
medical_staff_callback_number	The number patients should call

Settings > Global Variables: Settings, Global Variables: the four practice settings (name, patient portal, directions, staff callback number) with their generic defaults until you replace them. — Settings, Global Variables: the four practice settings (name, patient portal, directions, staff callback number) with their generic defaults until you replace them.

01 · Required

Prepare

Confirm the install before changing anything.

Confirm the correct sub-accountInstall into the practice's own account, not a shared agency workspace.

Agency > Sub-Accounts: Open the practice's own sub-account with the access icon on its row. — Open the practice's own sub-account with the access icon on its row.Example screen from a demo account. Yours shows your own names.

Check the installed assetsLook for the receptionist, both workflows, both visit types and the Health Care pipeline.

Agent > E-Health Medical Receptionist > Agent Workflows: The receptionist after install, with Patient Calls: Triage, Intake and Booking and After the Call: Staff Summary under Agent Workflows. — The receptionist after install, with Patient Calls: Triage, Intake and Booking and After the Call: Staff Summary under Agent Workflows.

Keep the receptionist offNothing should reach a real patient while you configure.

Done when: Everything is installed and nothing can contact a real patient.

02 · Required

Practice settings

Tell patients who they reached.

Set your practice nameReplace the default in company_name_ so the greeting names your practice.

Settings > Global Variables > company_name_: Editing the practice name: change only the Value and save. The key stays the same. — Editing the practice name: change only the Value and save. The key stays the same.

Set the portal link, directions and callback numberYour patient portal link, directions and parking, and the number patients should call.

Done when: No default value such as "our practice" or "our main number" remains.

03 · Required

Front desk

Give callers who ask for a person a real place to go.

Enter your front-desk phoneReplace [Front Desk Phone Number] on the Transfer to Front Desk step, with office hours and time zone.

Agent > E-Health Medical Receptionist > Agent Workflows > Patient Calls: Triage, Intake and Booking > Transfer to Front Desk: The Transfer to Front Desk step: open the office-hours rule to add your front-desk number and hours. The red mark clears once a number is set. — The Transfer to Front Desk step: open the office-hours rule to add your front-desk number and hours. The red mark clears once a number is set.

Choose the from-numberThe caller ID used when transferring.

Done when: A transfer rings your front desk, and an unanswered one leaves a callback message and task.

04 · Required

Visit types

Make Same-Day Visit and Office Visit bookable.

Assign providersBoth visit types ship with a placeholder provider schedule.

Set hours and lengthSame-Day Visit for urgent needs, Office Visit for routine care.

Publish bothBoth visit types ship as drafts.

Done when: Both visit types are published with your providers and real availability.

05 · Required

Email sender

Deliver the staff summary after every answered call.

Select an email senderOn the staff summary email.

Settings > Integrations > Sender Identities: Add and verify the email sender under Sender Identities. — Add and verify the email sender under Sender Identities.Example screen from a demo account. Yours shows your own names.

Confirm the support addressSummaries go to your account's support email. Make sure only authorized staff read it.

Done when: A test summary arrives at an inbox only authorized staff can read.

06 · Required

Privacy review

Approve how patient information is handled.

Recording and retentionDecide whether calls are recorded and how long transcripts and summaries are kept.

AccessLimit who can see patient contacts and summaries. Review your obligations before activating.

Done when: The practice has approved recording, retention and who can read patient information.

07 · Required

Office information

Let the receptionist answer common questions.

Add approved informationHours, services, insurance accepted and new-patient policies. Never add medical advice.

Done when: Every answer about hours, services and insurance comes from information the practice approved.

08 · Required

Test & activate

Prove every route with a synthetic patient, then go live.

Assign the agent to your lineCalls to that number start the front desk.

Agent > Channels: Open Channels in the agent header and add a Voice channel. — Open Channels in the agent header and add a Voice channel.Example screen from a demo account. Yours shows your own names.

Run the acceptance callsChest pain, check-up, same-day, refill, unwell without chest pain, decline, staff after hours and the staff summary.

Activate deliberatelyTurn the receptionist on only after every call passes.

Agent > Header: Run tests with the Test button, then turn on the Active switch as the very last step. — Run tests with the Test button, then turn on the Active switch as the very last step.Example screen from a demo account. Yours shows your own names.

Done when: Every acceptance call passes with a synthetic patient and activation is the last step.

Ready for your practice.

Switch it on only after every acceptance call passes on your installed copy.

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