AI receptionist
An AI receptionist for small business in Canada
MoFluent sets up and runs an AI receptionist for small businesses in Canada and the US. It answers calls and website chat, handles the questions your team hears all day, sends booking links, and passes anything it should not handle to a person. We write what it says, test it on real calls, and keep tuning it after launch.
What it does
What an AI receptionist handles on calls and chat
Most calls to a clinic or a trades business are one of a dozen questions. The AI receptionist answers those, collects the details your team needs, and moves the caller toward a booking.
Answers the repeat questions
Hours, parking, direct billing, which areas you cover, whether you service a certain furnace brand, how long a first visit takes. It answers from a knowledge base we write with you, not from guesswork.
Takes the details
Name, number, address or postal code, what the job is, and how urgent it feels. Those details land in the customer record so nobody has to call back just to ask them again.
Sends a booking link
It texts the caller a link to book: your clinic's online booking page, or an estimate calendar for trades. The booking goes into the system you already use.
Covers website chat too
The same answers and the same rules run in a chat window on your site, so a visitor at 11 p.m. gets the same help as a caller at 11 a.m.
Triages urgency
For trades, it separates "no heat and it is minus 15" from "thinking about a new furnace in spring" and routes each one differently. For clinics, it recognizes when a caller needs urgent care and tells them where to get it.
Leaves a clean summary
Every conversation ends with a short summary and the transcript in your inbox, so your team knows what was said before they call back.
After hours and handoff
What happens at 9 p.m., and when a person takes over
An AI answering service is only as good as its handoff rules. We set these with you before launch and write them down.
During business hours
The AI picks up when your team cannot: when the line is busy, after a set number of rings, or for overflow. Anything it cannot answer, or any caller who asks for a person, gets transferred or gets a call-back task with a time promise your team can keep.
After hours
It answers, books what can be booked, and tells the caller honestly when someone will be back. For a contractor with an on-call tech, a true emergency can trigger a text to that tech's phone. For a clinic, after-hours callers get the booking link and the opening time, never advice.
Handoff to a human
A person can take over a chat or a text thread at any point from the shared inbox or the mobile app. The AI stops replying as soon as they do, so the customer never gets two answers at once.
It says what it is
We set it to say it is an automated assistant. Callers handle that fine when the help is quick and accurate. They do not handle finding out later.
What an AI receptionist should not do
The fastest way to lose trust is an AI that sounds confident about something it cannot know. We build in these limits on every setup.
- No clinical advice. It will not suggest a diagnosis, say whether a symptom is serious, or recommend a treatment. A patient describing chest pain or a medical emergency is told to call 911. Everything else gets a booking or a call back from the clinic.
- No quotes it cannot know. It does not price a panel upgrade or a roof repair over the phone. It can say how your estimates work and book one. If you publish a fixed price, such as a diagnostic fee, it can repeat that and nothing more.
- No promised arrival times. It books the window your calendar shows, not "someone will be there in an hour".
- No complaints handling. An upset customer goes straight to a person.
- No personal health details in chat. For clinics, it collects what is needed to book and leaves the rest for intake.
How we set up an AI receptionist
- Listen first. We review what callers actually ask, from your team or from call recordings if you have them, and list the top questions and the right answers.
- Write the knowledge base. Services, areas, hours, booking rules, policies, and the exact phrases you want used or avoided.
- Set the rules. When it answers, when it transfers, who gets alerted, and what counts as urgent for your business.
- Connect booking. Your existing booking page or calendar, so appointments do not live in a second system. For clinics on Jane, see how we work with Jane.
- Test on real calls. We call it with awkward questions, background noise and wrong numbers before any customer does.
- Review weekly at first. We read transcripts, fix wrong answers and add the questions it missed.
AI receptionist for clinics and trades
A chiropractic clinic needs answers about direct billing, first visits and parking, plus a firm line on clinical questions; our page on the AI receptionist for chiropractors goes deeper. A physiotherapy or physical therapy clinic fields questions about referrals and insurance. An HVAC company in January needs fast triage of no-heat calls, and a plumber needs to know the difference between a slow drain and water coming through a ceiling. The setup is different for each, which is why we write it with you rather than switching on a template.
If you mainly lose calls during the day while your team is busy, start with missed call text back. It is simpler, and it is often where the AI receptionist grows from.
Questions
Frequently asked questions
What is an AI receptionist?
An AI receptionist is software that answers your phone calls and website chats in natural language. It answers common questions, collects caller details, sends booking links and passes calls to a person when needed. Unlike a voicemail box, the caller gets help straight away. Unlike a call centre, it knows your services, hours and booking rules because they were written into it.
How much does an AI receptionist cost?
We price after a free audit call. The main drivers are whether you need voice, chat or both, how many calls it will handle, how many handoff and urgency rules your business needs, and whether it books into an existing system such as Jane or a field-service calendar. You get a written scope before anything is set up.
Can an AI receptionist book appointments?
Yes. The simplest and most reliable approach is for it to text or show the caller a link to your existing booking page, so the appointment goes into the system your team already uses. Where the calendar allows it, it can also offer open times directly. Either way, the booking never lives in a separate system.
Will my customers know they are talking to AI?
They should, and we set it up to say so. People are comfortable with an automated assistant that answers quickly and accurately, and they can ask for a person at any point. Hiding it tends to backfire when a caller realizes later.
Is an AI receptionist safe for a chiropractic or physiotherapy clinic?
It can be, with firm limits. Ours never gives clinical advice, never comments on symptoms, and directs anyone describing an emergency to call 911. It handles booking, hours, billing and logistics questions, and it collects only what is needed to book. You approve the knowledge base and the scripts before it goes live.
What happens if the AI receptionist gets something wrong?
Every conversation is logged with a transcript and summary. In the first weeks we review them closely, correct wrong answers in the knowledge base and add questions it did not handle. Because MoFluent runs the setup, fixing it is our job, not a support ticket you have to file.
Do you set up AI receptionists outside Ontario?
Yes. We are based in Toronto and set up AI receptionists for small businesses across Canada and in the United States, all remotely. The setup is the same wherever you are: we learn what your callers ask, write the answers and handoff rules with you, connect your booking page, and test on real calls before launch.
Related
Related
AI receptionist for chiropractors
How it answers patient calls, handles direct-billing questions and books visits after hours.
Missed call text back
The simpler first step: every unanswered call gets a text with a way to book.
AI automation
Follow-up, reminders, reviews and reporting around the receptionist.
Next step
Hear what your callers would get
Book a free audit call. We look at what your callers ask, where calls go unanswered, and whether an AI receptionist or a simpler fix is the right start.