AI Receptionist Discovery Worksheet

1

Practice Contact Information

Practice / Organization Name *

Practice / Organization Phone

Primary Contact Name *

Primary Contact Phone

Title / Role

Email Address *

Practice Website

City, State

2

Practice Setup

EHR / EMR Name

No. of Locations

No. of Providers

No. of Staff Handling Calls

Approximate Daily Call Volume

Target Go-Live / Switchover Date

Specialties / Departments

3

IVR & Phone Setup

Current Phone / IVR Vendor

No. of Phone Lines

IVR Portal Access Available?

Yes No Unsure

Retain Existing Phone Number?

Yes No Unsure

Virtual Agent Seats Needed

Current IVR Menu Structure

4

After-Hours Handling

After-Hours Coverage Needed?

Yes No

Current After-Hours Method

Voicemail Answering Service On-Call Staff None

Urgent Escalation Number

Special After-Hours Instructions

5

AI Workflow

Callers dial your main office number, and their calls are routed to the appropriate department for resolution. PractiAi tries to resolve each query from your website content and the prompts you provide; if it has no resolution, it routes to the assigned user per the routing workflow in section 6.

Main Office Number

Preferred AI Receptionist Name

Hours of Operation

Greeting Message

After-Hours Message

Holidays Observed

e.g., New Year's Day, Thanksgiving, Christmas

Select the holidays your practice observes, or type a custom entry and press Enter. View the official federal holidays ↗

6

AI Receptionist Routing Workflow

Check each capability you want enabled, and tell us where it should route (person, department, or workflow).

Other Capabilities Needed

7

Additional Notes & Questions

Custom FAQ Topics

Pain Points / Goals

Other Requirements

8

Authorization

Authorized Signature

Date