AI voice receptionist for clinics and service businesses
Every call you don't answer is a booking someone else takes.
Nabflow puts an AI receptionist on your phone line. It answers after hours, at peak, and while the front desk is with a client — works out which service the caller wants, and books them in. The calls it shouldn't handle go to a person.
Where bookings are lost
What happens when the phone rings and nobody can pick up
The busiest hours are the ones where nobody is free to answer. A consultation enquiry at nine in the evening, a caller during a treatment, a new client ringing round three clinics on a Saturday. The call doesn't wait for you.
What it costs you
A missed call is not a delayed booking. It is an appointment made somewhere that answered.
The ad, the listing or the referral that produced the call is paid for either way.
Someone ringing round three clinics only needs one of them to pick up.
A voicemail is not a booking. It is a message somebody now has to return, in a gap in the day that doesn't exist.
What we build
Three capabilities, one system
Most clinics start with the phone. The other two are there when the first one is running.
AI voice receptionist
Answers the line day or night. It says at the start that it is an AI assistant and offers a person instead. It identifies which service the caller means, whether they are new or returning, answers factual questions about hours, location and price ranges, and books the appointment with the correct duration. Anything clinical, it hands to you.
Lead qualification and routing
Calls, web forms and emails sorted the moment they arrive, by type and urgency, and sent to the right person with the details already pulled out. Built and tested on HVAC intake — emergency, safety alert, repair, maintenance, sales, commercial — each with its own priority and notification.
Follow-up and reactivation
Consultations that never turned into an appointment, and clients who haven't been in for a while. Followed up on a schedule you set, so nobody at the desk has to build the list by hand.
What lands after a call
Two example call summaries
Written to show the format and the behaviour. These are examples, not client calls — there are no clients yet.
The second call is the system working as designed. An agent that improvises an answer about a medication is a liability. One that stops, says so and fetches a person is not. The refusal boundary is written before the script is.
How we work
Four steps, and one person doing all of them
Discovery call
Fifteen minutes on how calls come in now, who picks them up, and what happens at eight in the evening.
Build
Built around your actual service menu — durations, price ranges, per-unit pricing, new-client promotions — and connected to the scheduling system you already run. Not a generic script with your name in it.
Test
Against the awkward calls, not the easy ones: a bad connection, someone interrupting mid-sentence, a question the script never anticipated. It doesn't go on your line until it holds up.
Handoff & support
A walkthrough of how it behaves and where its limits are. When something needs changing you speak to the person who built it, not a ticket queue.
30-day pilot
The first thirty days are free. If it isn't booking appointments by the end of them, you walk away owing nothing. Month to month after that — there is no long-term contract.
Ontario health privacy
A clinic doing injectables is a health information custodian under PHIPA, which makes its vendors accountable too. Built with the Ontario privacy commissioner's AI guidance in hand: disclosure at the start of every call, a chance to decline before anything is collected, logging of what was collected and when, and a written data-handling agreement.
Before you reach out
The questions owners actually ask
Will it sound like a robot?
Judge that by hearing it, not by reading about it. It holds a normal conversation, copes with being interrupted, and tells the caller up front that it is an AI assistant and that a person is available. If it doesn't sound right for a premium clinic, it doesn't belong on your line — and I would rather you say so before it goes live than after.
What happens when it can't answer?
It says so and passes the call to a person. It does not give medical advice, assess whether someone is a candidate for a treatment, discuss medications, contraindications, pregnancy or health history, or quote a firm price on anything sold per unit or by range. That list is decided before the script is written, not patched in afterwards.
Does it work with our booking system?
It is built to book into what you already use — Vagaro, Mangomint, Aesthetic Record, Fresha and similar. If yours doesn't connect cleanly, you will hear that on the fifteen-minute call rather than three weeks into a build.
How is patient information handled?
As information you are accountable for under PHIPA. Every call opens with an AI disclosure and a chance to decline before anything is collected. Calls are logged so there is a record of what was collected and when. There is a written data-handling agreement, and client information is not used for anything other than running your service. The agent collects what a booking needs and nothing clinical.
Will it replace our front desk?
No, and most owners don't want it to. It takes the calls nobody could get to and the questions the desk answers twenty times a day. Your team stays with the client in front of them.
Have your phone answered tonight, not tomorrow.
Fifteen minutes on how your calls are handled now and what an agent would do with them. The first thirty days are free, and if it isn't booking appointments you owe nothing.
Book a 15-minute call