Clinic Front Desk Demo User Guide

This guide explains how to run the English-only voice receptionist demo, test appointment scheduling, review failed scheduling attempts, and handle pharmacy messages.

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Demo Rules

Scheduling

  • Business hours are Monday through Friday, 9:00 AM to 4:00 PM.
  • Every appointment is 45 minutes.
  • Supported appointment types are Physical exam and Medical visit.
  • Demo doctors are Dr. Michael Chen and Dr. Emily Patel.

Identity and Messages

  • New patients provide name, date of birth, phone, insurance status, doctor, type, and date/time.
  • Existing patient verification uses the caller's stated name, date of birth, and phone.
  • Caller ID is not used to verify identity or fill patient phone fields.
  • Pharmacy or refill messages require patient address and pharmacy name.

Start the Demo

  1. Open a terminal in voice-receptionist.
  2. Set the needed environment variables in .env, including OPENAI_API_KEY, OPENAI_WEBHOOK_SECRET, OPENAI_SIP_DESTINATION, ADMIN_TOKEN, and Telnyx settings if outbound calls or SMS are needed.
  3. Run npm install if dependencies are not installed.
  4. Run npm start.
  5. Open the admin dashboard at http://localhost:8787/voice-receptionist or the deployed public URL.

Telnyx Phone Number Setup

Use the Telnyx setup guide when connecting a real Telnyx number such as 9288860007 to this project.

Open full Telnyx setup guide

Business Accounts

Business users register and log in from one account page. Registration starts a 30-day free trial for the base plan.

Open business account

Admin Calendar

Use the Appointment System tab to view booked appointments, block provider time off, and manually book a demo appointment. Open working-hour times are generated automatically.

Willow Family Clinic Admin Voice receptionist and appointment operations Voice Receptionist Appointment System Calendar Booked appointments and provider time off. Working hours are Monday-Friday, 9:00 AM to 4:00 PM. Each appointment is 45 minutes. Wed, Aug 12 09:00 Dr. Michael Chen Physical exam booked 13:30 Dr. Emily Patel Medical visit Thu, Aug 13 10:30 Dr. Michael Chen Medical visit open

Voice Scheduling Flow

  1. Ava asks whether the caller is a new or existing patient.
  2. For new patients, Ava collects the required registration fields and asks which doctor the patient wants.
  3. For existing patients, Ava verifies identity before continuing.
  4. Ava checks the requested doctor, date, time, and appointment type.
  5. If the requested time is open, Ava confirms and books it.
  6. If the requested time is unavailable, Ava asks for scheduling preferences and offers three alternatives.
  7. If the caller rejects the alternatives, Ava follows the business-hours rule and records the attempt as completed N.
Scheduling Attempts Every voice scheduling attempt is recorded with completed Y/N. PATIENT REQUEST SUGGESTED COMPLETED FOLLOW UP Jordan Miller existing, +13125550111 Dr. Emily Patel 2026-08-14 09:00, Medical visit 2026-08-14 09:45; 10:30; 11:15 N Y pending Taylor Brooks new, +13125550112 Dr. Michael Chen 2026-08-13 10:30, Physical exam Selected requested time Y N none

Next Business Day Review

  1. Open Appointment System, then Attempts.
  2. Filter mentally for completed N and follow-up Y.
  3. If the reason is rejected alternatives or incomplete data, staff should contact the patient to finish scheduling.
  4. If system issue is Y, assign the issue for investigation before calling the patient back.

Pharmacy Messages

When the caller asks about a refill, pharmacy, or message request, Ava collects address and pharmacy name, then records the message for staff review.

Pharmacy Messages Refill or pharmacy-related messages collected by Ava. PATIENT ADDRESS PHARMACY MESSAGE STATUS Jordan Miller +13125550111 123 Main Street CVS Pharmacy Refill request pending