The Voice AI Agents feature in Aesthetix CRM brings intelligent, automated phone answering to your practice. Designed to work like a highly-trained front desk assistant, Voice AI can handle inbound calls, provide information from your knowledge base, and transfer conversations to your team when needed. This article walks through setup, customization, and best practices.
To get started:
Go to the AI Agents menu.
Click Voice AI.
Here, you’ll see:
Global dashboard with call summaries, recordings, ratings, and performance insights.
The ability to filter calls by specific agent or date range.
Monitoring these dashboards regularly ensures your Voice AI is representing your practice the way you want.
From the Agent List, select the Voice AI agent you want to configure.
Key settings:
Business Name & Language – Define how the agent identifies your practice.
Time Zone – Essential for scheduling availability and follow-ups.
Call Direction – Currently inbound only; outbound support is planned for the future.
Consent Requirements – Outbound calls will require strict opt-in compliance to avoid legal issues.
Call Time Limit – Default is 10 minutes (maximum 15 minutes).
Response Speed – Choose Normal or Brisk for quicker replies.
Voice Selection – Default is Hope, a friendly and professional voice. A redesigned voice selection UI is coming soon.
Knowledge Base – Connect one knowledge base per Voice AI agent (consider consolidating content so both Voice and Chat AI share the same data).
Agent Goals & Prompt – Optimized out of the box for natural voice interaction. Changes are only recommended for experienced voice AI prompt writers.
Voice AI supports during-call and after-call actions.
During-call examples:
Human Call Transfer – Routes the caller to your office line if they request a human.
Appointment Interest Handling – Sends online booking links or advises follow-up for more complex scheduling.
After-call examples:
No default actions set, but you can configure workflow triggers or email notifications after each call.
Number Assignment – One agent answers one phone number.
Number Pools – Compatible with call tracking pools for Google Ads or other campaigns.
Backup Mode – AI can answer if no one picks up.
Working Hours Settings – We recommend starting with Voice AI handling non-office hours first to reduce stress and maximize value. This ensures unanswered calls get handled instead of going to voicemail.
From the agent settings:
Enter your phone number.
Click Call Me.
Test the Voice AI’s responses in real time.
Review agent-specific logs and dashboards regularly.
Listen to call recordings and rate conversations to improve accuracy.
Watch for upcoming UI improvements that will make configuration faster and more intuitive.
Start with after-hours deployment before moving to full-time use.
Keep your knowledge base comprehensive yet consolidated.
Regularly review call logs to refine scripts, prompts, and actions.
Use human transfer actions to ensure callers feel supported.
The Voice AI Agents feature is a major step forward in patient communication. By combining natural conversation, automation, and smart routing, it can help you capture more leads, answer common questions instantly, and free your staff to focus on in-person care.
