Intake by phone, structuredCallers who would never finish a web form answer the same questions with a receptionist, and the answers arrive structured.
Booked from the live scheduleThe AI Receptionist checks your IntakeQ schedule, offers open times with the right practitioner, and books the appointment on the call. IntakeQ sends its usual client email and reminders.
Care stays privateUS-based receptionists and the AI Receptionist follow your scripts, call records are encrypted, and HIPAA-compliant options are available.
The Chart Starts With Hello
ABBY PORTAL · CALL SUMMARY
ANSWERED BY ABBY · 3:12 PMRohan Mehta
(415) 555-0126 · 5 min · New client
New client seeking weekly counseling sessions. Intake questions completed on the call; booked Thursday 3:00 PM with Priya from the open IntakeQ schedule.
Intake completeBooked Thu 3:00 PM
INTAKEQ · CLIENT RECORD
ClientRohan Mehta
AppointmentThu 3:00 PM · Priya · booked by Abby
IntakeAttached · 8 questions
SourceAbby Connect · Call
ConfirmationSent by IntakeQ · reminders on
Most practices lose new clients between the first call and the first form. Abby closes that gap: the AI Receptionist takes intake conversationally, in your words, checks the live IntakeQ schedule, and books the first session while Rohan is still on the line. His answers arrive in IntakeQ as a record your team can act on, and IntakeQ sends him its usual confirmation and reminders.
By the time you review it, the caller is a client with a chart and a Thursday afternoon appointment, not a name on a sticky note.
Intake Without The Clipboard
Your questions, asked well. During onboarding we set up your intake script from the questions your IntakeQ forms already ask, so phone intake and web intake land in the same pipeline, in the same shape. Booking follows your rules too: which practitioners and services the AI Receptionist may offer, and whether appointments book as confirmed or wait for your approval.
Sensitive by default. Receptionists follow your instructions on what to ask and what to leave for the practitioner, notes from the call travel in the Abby call summary rather than into the clinical record, and HIPAA-compliant options are available. Live US-based receptionists are on the same plan for the calls you want a person to take: answering, screening, taking messages, and capturing a caller's request in full for your team. Intake that lands in the chart, and the booking with it, is the AI Receptionist's work.
Where Each Caller Goes
New client calls→Intake captured per your script, a new IntakeQ client record created, and the first appointment booked from your live schedule, with IntakeQ's confirmation sent.
Existing client wants to move or cancel→The AI Receptionist finds their appointment by name or email, offers other open times, and moves it, or cancels it per your rules, confirming the change on the call.
Existing client has a question→Message taken and relayed to the right practitioner, with the conversation summarized.
Something urgent→Routed per your instructions: warm transfer, text, or immediate escalation.
A Day At The Front Desk
New-patient callsFirst-time callers are greeted warmly, taken through your intake questions, and booked into an open time; IntakeQ gets a clean new client record and the appointment.
Mid-session coverageWhile you're with a client, Abby answers, captures intake or messages, and nothing waits on a voicemail.
Changes to existing appointmentsThe AI Receptionist finds the client's appointment by name or email, offers other open times, and moves it, or cancels it per your rules. No phone tag.
After-hours answeringEvening and weekend callers are answered and booked; their intake and their appointment are waiting in IntakeQ the next morning.
How It Works
1Onboarding connects IntakeQ, turns your intake forms into a phone script, and sets which practitioners and services the AI Receptionist may book.
2Abby answers in your practice's name, takes intake conversationally, and books from your live IntakeQ schedule while the caller is on the line.
3Every conversation lands in IntakeQ: new client records and appointments for new clients, changes and messages for existing ones, with IntakeQ sending its confirmations and reminders.
FAQs
Can Abby's AI receptionist book appointments in IntakeQ?
Yes. Abby's AI Receptionist checks your live IntakeQ schedule, offers open times with the right practitioner, and books the appointment while the caller is on the line. You choose whether bookings land as confirmed or wait for your approval, and IntakeQ sends its usual client email and reminders.
Can Abby reschedule or cancel an IntakeQ appointment?
Yes. The AI Receptionist finds the client's appointment by name or email, offers other open times, and moves it, or cancels it per your cancellation rules, with the change confirmed on the call.
What if the caller already has an appointment?
Abby finds it in IntakeQ by the caller's name or email and answers from the schedule: when it is and with whom. Questions for the practitioner are relayed with the conversation summarized.
Which AI receptionist works with IntakeQ?
Abby. An AI receptionist for IntakeQ and live US-based receptionists on one plan, an IntakeQ answering service either way. The AI Receptionist is the virtual receptionist for IntakeQ that takes intake and books into your schedule; the live team covers the calls you want a person to answer.
Can a virtual receptionist take IntakeQ intake by phone?
Yes. Abby's AI Receptionist asks your intake questions conversationally and the answers land in IntakeQ as a structured record, with the first appointment booked on the same call.
Use a tool we haven’t listed?
We build missing integrations for new customers during onboarding, free. Tell us what you run on and we’ll connect it.
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