Product docs
What Intavia does
Workflows are the jobs Intavia does for your practice. Capabilities are how it does them. Each page sets out the facts: what it does, how it works, what you control and when your team takes over.
Workflows
Inbound
- 24/7 call answeringInbound calls answered with a natural conversation, day or night.
- After-hours & missed callsCalls answered and enquiries moving outside reception hours, including bank holidays.
- Overflow call handlingIntavia picks up the calls your team can't, so callers still get help.
- Urgent & emergency callsUrgent calls recognised early and routed, advised or booked the way your practice decides.
Outbound
- Appointment remindersReminders that confirm attendance and handle changes in the same conversation.
- Appointment rebookingPatients who cancelled are contacted and helped to book again.
- Waitlist fillingShort-notice gaps offered to people waiting for an earlier appointment.
- Patient recallPatients who are due or overdue are contacted and booked back in.
- Lead follow-upNew enquiries are contacted quickly and helped to book while they're still interested.
- Post-treatment follow-upsAftercare check-ins after appointments, with anything that needs a clinician passed to your team.
- Review requestsPatients are asked for a review at the right moment, with your review link sent to them.
- Visit preparationPatients get the instructions they need before they arrive.
- Payment remindersPolite reminders about outstanding balances, so your team chases less.
- No-show follow-upPatients who missed an appointment are contacted and helped to rebook.
Capabilities
Conversation
- Natural conversationWarm, responsive calls that cope with interruptions, corrections and background voices.
- Voices & languagesA voice chosen for your practice, and conversations in more than one language.
- Practice knowledge & pricing answersClear answers about your services, prices and practice, from information you approve.
Scheduling & practice rules
- Appointment booking, changes & cancellationsAppointments booked, moved and cancelled during the call, directly in your system.
- Practice rules & policiesYour booking rules, cancellation policy and hand-off rules, followed on every call.
- New patient registrationNew patients registered and booked in one call.
- Multi-site practicesOne receptionist that books at the right location.
Callers & records
Routing & hand-off
Channels
- Multi-channel communicationConversations with patients by phone, text, email, WhatsApp and your website, inbound and outbound.
- Outbound callingThe shared rules for every outbound call: who is contacted, when, and how often.
- Texts to callersBooking links, confirmations and useful information sent by text during or after a call.
- Website widgetVisitors talk or chat with your receptionist directly from your website.
Systems & visibility
- PMS & booking system integrationLive information from your practice system and appointments handled directly in it.
- CRM integrationLeads and call outcomes kept up to date in your CRM.
- Dashboard, recordings & analyticsEvery call's summary and transcript, recordings where available, and analytics across calls and tasks.