The front desk that never goes missing.
Your team is great — but your whole front line rides on one or two people. Sick days, lunch, holidays, or the day she resigns. Vicki is the front desk that never goes missing: she always answers, on the first ring, in Portuguese and English, and does the follow-up nobody has time for — confirming, recovering no-shows and bringing back patients who drifted away. And she logs and transcribes every call, so you finally see how your clinic is answered. Your team plus Vicki: the clinic that never falters and finally sees everything.
24/7
never on sick leave, never at lunch, never quits
PT + EN
language switch mid-call
~35%
of calls to clinics go unanswered
100%
of calls logged and transcribed
The front desk that never goes missing
Your front line stops depending on one or two people. Vicki always answers — on sick days, at lunch, after hours, or the day she resigns.
Vicki · AI receptionist
On the call…
I'd like to book a cleaning.
I have Thursday at 3 PM with Dr. Nadine. Works?
✓ Booked in Newsoft
Never on sick leave, never out the door.
Vicki answers 24 hours a day, 7 days a week, in European Portuguese and English. Your front line stops depending on one or two people: sick days, lunch, holidays or the day she resigns no longer stop the clinic.
✓ When reception stops, the clinic doesn't — Vicki never goes missing.
Books straight into Newsoft, with the real agenda.
Vicki sees real availability in Newsoft and books the visit in the right slot. It has anti-hallucination guards: it never invents times, doctors or prices. If it doesn't know, it says the team will confirm — instead of guessing.
✓ The agenda fills itself, with bookings you can trust — even when no one is at the desk.
Spots an emergency and acts fast.
When a patient mentions severe pain, a broken tooth or swelling, Vicki understands it's urgent. It looks for the first slot of the day or alerts the team to call back. It never minimises the pain.
✓ Patients in pain are cared for in time, and the clinic doesn't lose important cases.
Hands off to a person when needed.
If the patient asks to speak to someone, if it's a billing matter, or if Vicki can't help, it transfers to the clinic team or takes a message. It knows its limits.
✓ Vicki doesn't replace the team — she removes the dependence. Your team only handles what truly needs a human.
Closing the leak of no-shows
The patients you already won are quietly slipping away. Vicki confirms every visit and recovers no-shows, before the chair sits empty.
WhatsApp · 48h before
Hi Maria! Reminder of your visit Thursday at 3 PM. Confirm?
Confirms every visit, before the no-show happens.
Before each visit, Vicki sends reminders by WhatsApp, by SMS and, when it makes sense, with a voice call. The patient confirms or reschedules in one tap, without calling the clinic. It's the no-show leak closing on its own.
✓ Fewer empty chairs from forgetfulness — the silent leak that shows on no report.
Calls to confirm when no one replies.
About 48 hours before, Vicki sends a WhatsApp reminder with Confirm or Cancel buttons — one tap and it's done. If the patient doesn't reply, Vicki calls the day before, in a natural voice, to confirm the visit, and writes the answer back into Newsoft.
✓ The no-show leak closes even when the patient ignores the messages, without reception spending the afternoon on the phone.
Winning back patients who drifted
More five stars for people searching, and lapsed patients back on the agenda — the leak stays closed, on autopilot.
Patient rating
≥ 4★
< 4★
clinic only
Grows your stars on Google.
About two hours after the visit, Vicki asks the patient how it went, on its own star form. Four- or five-star ratings are sent to Google with the comment already copied, ready to post. Below four reaches only the clinic, in private, and reception is alerted to fix it. If no one reviews, there's a gentle nudge — once, then it stops.
✓ A better online reputation, more new patients choosing your clinic over the practice down the road.
Brings back patients who drifted away.
Vicki finds patients who are overdue for a cleaning or check-up and have no booking, and invites them back — on the right channel, without nagging. It always respects anyone who asks not to be contacted.
✓ More visits from patients who already trust you, without spending another cent on ads.
The black box finally open
Every call is logged and transcribed. Stop guessing how your front line treats callers — start seeing it.
Agenda · Newsoft
real availability
✓ Booked · Dr. Nadine · Thu 3 PM
Opens the black box of your front desk.
Every call is logged and transcribed. In one place you see calls answered, bookings made, messages and how each patient was treated — without having to sit there checking. Stop guessing, start seeing.
✓ You finally see and control your front line, on real data, not hunches.
Right now, someone is calling your clinic.
Maybe your receptionist is with a patient, on the other line, or at lunch. If no one answers, that patient leaves no message and shows up in no report — they simply call the clinic next door, and you'll never know they existed. With Vicki the difference is simple: she always answers, on the first ring, in both languages, at any hour, and it's all on the record.
Clinics that run like this feel different: more modern, more dependable, a step ahead of the practice down the road. That's the clinic you want to be.
Book a demo →
All of this is already answering real calls.
Vicki is working at Instituto Vilas Boas, in Loulé — answering real patients, every day. We don't build a generic box: first we understand how your clinic answers, confirms and recovers patients, then we tune Vicki for your operation. Like a doctor who examines before prescribing.
Questions about the features
Does Vicki replace our receptionist?
No. Vicki doesn't replace your team — she removes the dependence. She answers when reception is busy, at lunch, after hours or the day someone is out, and handles the follow-up nobody has time for. Your team is freed up for what matters.
How does it avoid making things up?
It has anti-hallucination guards. It only uses your clinic's information and the system. If it doesn't know, it says the team will confirm — it never guesses times, doctors or prices.
Do negative reviews go to Google?
No. Four- and five-star ratings are invited to Google; below four reaches only the clinic, in private, so you can resolve it first.
Become the clinic that never falters and finally sees everything.
In 15 minutes we show Vicki answering, confirming and recovering patients alongside your team — with every call on the record, with your clinic in mind, without changing your system. From €59/month.