Offer · The right department, doctor or appointment, without queuing at the front desk
KaizoReception
A patient or client reports their matter by phone, kiosk or chat and is directed to the right department or doctor without waiting at reception. Routing is administrative only (department, doctor, appointment, documents): the system does not assess symptoms. Medical data stays on site, on your own hardware.
For whom
Private clinics and medical practices first, where the owner decides quickly, then medical networks. Public offices later, as they buy through public tenders.
Runs on
AI Office Box Start or Pro; the cheapest start is a 16 GB RTX PRO 2000 card. Compare AI Box packages →
System diagram
Inputs, outputs and interfaces
What goes into the AI Office Box in your clinic, what comes out, and through which interface. Conversations and patient data are processed on site.
Your network: your data stays here
Inputs
Phone calls
Patients call your usual number; the assistant answers, also when registration is busy.
SIP trunk from your phone systemKiosk at the entrance
The patient states their matter by voice or on the touch screen.
Kiosk in your LANWebsite chat
The same answers and bookings, at any time.
Chat widget on your websiteYour schedule and documents
Departments, doctors, rooms, opening hours, documents to bring and free appointment slots.
Registration system API, document import
AI Office Box Start / Pro in your clinic
- 1Speech to text (Whisper)
- 2Polish language model (Bielik 11B) with your routing rules
- 3Search in your documents
- 4Rule check: administrative routing only, no assessment of symptoms
- 5Text to speech
Outputs
Directions
The right department, doctor or room, and the documents to bring.
Voice, kiosk screen or chatAppointment booked
Booked, moved or cancelled directly in your schedule.
Registration system APIReminders
Appointment reminders with easy cancellation, to cut no-shows.
SMSHandover to staff
Anything outside the rules goes to a person, with the matter already summarised.
Call transfer or registration screenKPI report
Waiting time, unanswered calls, misrouted matters and no-shows.
Web dashboard in your LAN
Interfaces
| Interface | Direction | Protocol / format | What passes |
|---|---|---|---|
| Phone | Caller ↔ AI Box | SIP trunk or SIP extension on your phone system | Voice calls; transfers to registration |
| Kiosk | Patient ↔ AI Box | Touch screen and microphone, HTTPS in your LAN | Voice or touch input; directions and documents on screen |
| Website chat | Patient ↔ AI Box | Chat widget on your website, HTTPS | Questions, answers and bookings |
| Registration system | AI Box ↔ your system | The API of your registration or booking system | Free slots, bookings, changes and cancellations |
| SMS | AI Box → patient | SMS gateway | Reminders and cancellation links |
| Remote service | Our team ↔ AI Box | VPN, under the SLA | Updates, monitoring, support |
How it works
One assistant for phone, kiosk and chat
Phone
A voice assistant takes calls, including when registration is busy, and directs the caller to the right department, doctor or appointment.
Kiosk
At the entrance, the patient states their matter and gets directions, the right room or the documents to bring.
Chat
On your website: the same answers and bookings, at any time.
Local models
Speech to text (Whisper), a Polish language model (Bielik 11B), text to speech and search in your documents all run on the AI Box in your clinic.
What we measure
KPIs that show the effect
| KPI | How it turns into money |
|---|---|
| Average waiting time at reception or on the phone line | Patient satisfaction; patients lost to competitors |
| % unanswered calls | Lost visits × average visit value |
| Registration workload (FTE) | Cost of registration staff; more patients served without hiring |
| % misrouted matters | Staff time spent redirecting; frustrated patients |
| No-shows | Empty appointment slots; reminders and easy cancellation fill them |
Rules we keep
Safe for patients and compliant
Administrative routing only
The system directs to a department, doctor, appointment or documents. It does not assess symptoms, so it stays outside medical device regulation (MDR).
Medical data stays on site
Conversations and patient data are processed locally on your AI Box: a real advantage under GDPR.
One product, many sites
The same set-up works in every clinic, so a medical network can roll it out site by site.
All our offers run on the same on-premise platform: an AI Box in your local network with your own models. Your data does not leave the company, which matters for GDPR, trade secrets and medical data. We take care of the hardware, updates and secure remote service (VPN, SLA).
Start with KaizoReception
Book a short discovery call. We measure your baseline KPIs first, so the result can be proven in numbers.
Request MVP