Learning Timeline
Key Insights
The Importance of Buffer Time
Avoid scheduling appointments back-to-back. Always instruct the AI agent to add a 10-15 minute 'buffer' in the calendar after each session for treatment room preparation or to account for unexpected delays.
Optimizing Entity Extraction
To ensure the date of birth (DOB) is captured accurately, instruct the AI to reconfirm the date format (e.g., DD-MM-YYYY) with the caller before proceeding to search for available slots.
Prompts
AI Patient Intake System Prompt
Target:
Vapi / ChatGPT (System Role)
You are a professional dental clinic assistant. Your task is to: 1. Greet the patient warmly. 2. Extract their full name, date of birth, and insurance provider. 3. Check the internal database for their records. 4. Access the calendar to find the next 3 available appointment slots. 5. Present these 3 slots to the patient and ask them to choose one. 6. Once a slot is chosen, confirm the booking and inform them that a confirmation link will be sent via SMS.
Step by Step
Building a Voice AI Agent for Patient Intake
- Sign up and log in to the Vapi dashboard or your preferred Voice AI platform.
- Connect your Twilio phone number to the Vapi platform to enable the agent to receive calls.
- Configure Deepgram as the STT (Speech-to-Text) provider for fast and accurate voice-to-text transcription.
- Create a 'System Prompt' for the AI agent, instructing it to perform 'Entity Extraction' (Name, Date of Birth, and Insurance) from the conversation.
- Integrate the clinic's patient record system (CRM) API to allow the agent to check patient registration status in real-time.
- Connect a Calendly or Google Calendar account via API for the availability check function.
- Set the conversation logic where the agent offers the top 3 most suitable time slots to the patient.
- Configure the 'Booking' function to register the selected slot into the calendar.
- Ensure the system automatically adds 'Buffer Time' to every booking to prevent overlapping appointments.
- Set up a 'Post-Call Action' to send a confirmation SMS and a digital form link to the patient via Twilio.
