How Heliovia Medical
Reduced Admin Load by 70%
Their admin team was spending most of the working day on scheduling calls. A Voice AI agent now handles every inbound call, 24 hours a day, 7 days a week. The team does the work that actually requires them.
Industry
Healthcare / Medical Practice
Solution
Voice AI Receptionist
Live in production
3 weeks from kickoff
Primary Outcome
70%
Admin load reduced
Voice AI receptionist handling calls, booking, and CRM updates fully autonomously, 24 hours a day.
0%
Admin load reduced
Measured post-deployment
0
Missed after-hours calls
24/7 coverage
0 wks
Time to production
From kickoff to live
24/7
Agent uptime
No human required
A Team Doing
The Wrong Job.
Every call handled manually
Inbound calls routed by a person. Every appointment booked by a person. Simultaneous calls meant patients on hold.
After-hours calls went to voicemail
A significant portion of patients who called after hours never called back. Each missed call was a lost patient.
No-show rate eating into revenue
Appointment reminders were manual or non-existent. The practice had wanted a reminder system for years but had no bandwidth to build one.
A Voice Agent That
Never Clocks Out.
Built on Retell AI and integrated directly with Heliovia's existing calendar and CRM systems. Natural voice. Real-time booking. Zero human involvement for standard interactions.
24/7 Call Handling
Every inbound call answered immediately, during business hours and outside them. Appointment booking, prescription enquiries, and general information handled end-to-end. Complex clinical questions escalated to staff with full context.
Real-Time Appointment Booking
The agent checks live calendar availability, offers the patient appropriate slots, confirms the booking and sends a confirmation SMS, all within a single call. Appointment written directly to the calendar, CRM updated simultaneously.
Automated Reminder Sequences
Reminder calls triggered 48 hours and 2 hours before every appointment. Patients who need to reschedule can do so in the same interaction. No-show rate reduced within the first month of deployment.
Purpose-built on production-grade tools.
Every layer chosen for reliability in a live medical environment. No wrappers, no black boxes.
Measured Within
60 Days of Go-Live.
Zero missed after-hours calls
Every call that arrives outside business hours is handled. Patients book. Appointments fill. The practice no longer loses patients to unanswered voicemails.
Admin team fully redeployed
The hours recovered from manual call handling were reallocated to patient coordination tasks the team had been deprioritising for years due to time constraints.
No-show rate reduced
The automated reminder sequence cut no-shows within the first month. Something the practice had wanted to implement for years but never had the bandwidth to build.
Live in 3 weeks
The voice agent was in production within three weeks of the build starting. The admin team required minimal training because the agent handled its own category of work independently.
Working with Quixas was a game-changer. Their team not only delivered on time but the AI system they built reduced our admin load by 70%.
Heliovia Medical
AI Voice Receptionist Client
Running High Call Volume
With a Team That Should Be Doing Something Else?
We map the call flow in 30 minutes and show you exactly what an automated version would look like, before you commit to anything.