Busy lines at the wrong time
Monday mornings, after holidays or during high-demand periods, call volume jumps suddenly.
AI phone assistant for medical practices
Monday morning: callbacks, follow-up appointments, new requests. And the front desk is already juggling everything at once.
So requests do not get stuck at exactly the wrong moment.
When your team has no free hands, availability should not simply stop.
OrdiNav is an AI phone assistant for medical practices. It captures recurring requests by phone or web chat, helps with appointment guidance and only hands off where your practice should take over personally.
Phone
Web chat
Callback
OrdiNav
Structure requests
Info
Appointment
Handover
OrdiNav structures recurring requests according to your practice rules and only hands off where your team should take over.
Relief
When many calls arrive at once, routine work turns into interruption immediately.
Appointment requests are predictable. In day-to-day practice, they still tend to arrive exactly when the front desk is already at capacity. That costs calm, time and availability.
Recurring appointment requests slow down the front desk
Check-ups, callbacks, rescheduling and administrative requests constantly interrupt the team.
Outside opening hours, availability is lost
Anyone calling in the evening, at night or on the weekend often reaches nobody, even though the next step could already be prepared.
A queue is not real relief
If callers only wait, the same request often lands with the team again later anyway.
Product & technology context
How AI phone assistant, voicebot and practice assistant work together in daily practice
The focus is on appointment calls and clearly defined administrative requests. That leaves the front desk calmer, even when several patients call at once.
- Answer incoming calls
- Check phone numbers and recognize existing patients
- Capture and categorize appointment requests
- Guide callers through the appointment flow in the connected booking system
- Follow the defined new-patient flow for unknown numbers
- Hand unclear or urgent requests to the team
In short
The voicebot speaks. OrdiNav processes the request.
The voicebot answers the call. OrdiNav processes the request according to your practice rules and the connected calendar or booking system. That way, only what truly needs personal handling reaches your team.
Short flow
Three steps instead of more phone chaos
A patient calls
The call reaches your main practice number or the defined overflow route.
OrdiNav takes over according to your practice rules
Existing patients can be recognized, requests categorized and the right next steps prepared.
Appointment or handover
Depending on the setup, the system books directly in the connected scheduling system or hands the request to the team.
Specialties
One shared appointment flow, different practice realities.
The flow stays similar. What changes is the daily reality around busy lines, callbacks and predictable appointment requests.
Dental practices
AI phone assistant for dental practices helps with check-ups, prophylaxis, rescheduling and callbacks when treatment and reception run in parallel.
For dental practicesOrthopedics
AI phone assistant for orthopedics structures patient requests around examinations, follow-ups, aftercare and callbacks.
For orthopedicsOsteopathy
Web chat, phone assistant and appointment guidance help osteopathy practices with first appointments, follow-up treatments and callbacks.
For osteopathyOphthalmologists & eye centers
Phone assistant and web chat for ophthalmologists and eye centers help with follow-up appointments, preparation, aftercare and follow-up questions.
For ophthalmologyAesthetic & private practices
Practice assistant for aesthetic and private practices helps ensure first appointments, consultation requests and callbacks do not get lost.
For aesthetic & private practicesControl & safety
Stay in control, even when the voicebot takes over
OrdiNav does not operate independently from the practice. You define when it is active, which requests can be automated and when the team takes over.
Switchable in daily operations
The voicebot can be switched on and off in the admin backend, for example outside opening hours, during call peaks, when lines are busy or as overflow.
Clear handover rules
Your practice defines which requests are handled automatically and which go to the team. Urgent, unclear or sensitive matters are handed over according to your rules.
Intentional limits
No diagnosis, no medical advice and no emergency decisions. The focus stays on appointments and organizational relief.
Traceable information
Conversations are documented transparently in the backend. Audio is not recorded for legal reasons.
Data processing and retention are reviewed for each setup and defined contractually.
Relief potential
A strong fit when phone routines regularly consume team time
Not every practice needs the same solution. OrdiNav becomes especially relevant when phone requests repeat frequently and lines regularly hit their limits.
Many calls and overloaded lines
Especially when several patients call at the same time and the front desk has to prioritize.
Recurring appointment requests
Check-up appointments, callbacks, rescheduling and administrative requests can be handled more clearly.
Calls outside opening hours
People who call in the evening or on weekends get a clear next step instead of endless ringing or a full mailbox.
A scheduling system is already connected
If appointment types, calendars and rules already exist, the workflow can be connected especially clearly, for example via eTermin.
FAQ
Frequently asked questions before the call
What does the AI phone assistant actually do?
It answers calls, categorizes appointment requests and guides callers through the next step or prepares a request for the team.
Does it book directly in the scheduling system?
That depends on the setup. Based on calendars, appointment types and practice rules, OrdiNav can check and book suitable slots, for example via eTermin.
What happens if a phone number is not recognized?
In that case, the call follows your defined new-patient process. Known and unknown numbers can be handled differently.
Can the practice switch the voicebot on and off?
Yes. Usage can be controlled in the admin backend, for example for off-hours, call peaks or overflow.
What happens with urgent or unclear requests?
Those requests are handed over to the team according to your practice rules. OrdiNav is not intended to make medical decisions.
Does OrdiNav replace our practice team?
No. It is designed to reduce workload, not replace your team. Personal, sensitive or medical matters stay with the practice.
Are phone conversations recorded?
Currently, audio is not recorded. Which information is documented is defined in the respective setup.
Can the solution be used without website chat?
Yes. This page focuses on phone-based appointment handling. Website chat can be added optionally, but it is not required.
How many calls can be answered at the same time?
That depends on the telephony setup and the available SIP trunk capacity. The exact parallel-call setup is reviewed during implementation.
Which specialties is the solution best suited for?
Especially for practices with many appointment calls, frequent callbacks, overloaded lines or clear appointment workflows.
Packages & pricing
Start with web chat and add phone assistance when needed
Start with web chat on your practice website and add phone assistant, appointment booking and individual integrations when needed.
The right option depends less on who is asking and more on which channels and workflows should actually reduce workload in your practice.
Web-Chat / Mobile-Chat
The digital online assistant for your practice website.
€249
/ month
includes 500 requests / month
- AI chatbot on your website and mobile
- Answers about services, workflows and practice information
- Appointment intent detection and routing
- Guidance before the first appointment
- Capture callback or contact requests
- Escalation for sensitive or unclear requests
Recommended
Chat + VoiceBot
For practices that also want to capture phone requests automatically.
€399
/ Monat
Web chat + voicebot, call: €0.90 excl. VAT per call
- Everything from web chat / mobile chat
- AI voicebot for phone calls
- Natural conversation flow without rigid menu logic
- Relief for recurring routine questions
- Multilingual communication if configured
- Call statistics and conversation history
- Handover to the practice team when needed
Custom practice solution
For practices with calendar integration, multiple workflows or an extended setup.
on request
Individual integrations and extended customization
- Everything from chat + voicebot
- Integration of external calendars such as Google, O365, eTermin or other systems
- Automated appointment booking in the conversation, if technically connected
- Support for multiple calendars, locations or appointment types
- Appointment reminders, if configured
- Additional customization based on the use case
All prices exclude VAT. One-time setup: 1 to 3 person-days depending on customization. Tiered pricing on request.
Book a call
Let’s find out whether OrdiNav fits your practice
Not every practice needs the same solution. In a short call, we clarify which requests currently slow your team down, which of them can be meaningfully pre-structured and where personal handover remains important.
No mass demo. No default package on guesswork. Together we assess whether web chat, phone assistance or appointment booking actually make sense for your workflows.
What you get in the call
An initial assessment that fits your workflows
- a realistic assessment of whether OrdiNav can reduce workload in your practice
- an initial view of which requests should be automated or pre-structured
- clarity on which option fits your workflows: web chat, voicebot or custom integration