Imagine a world where your chiropractic clinic never misses a beat, where appointments are effortlessly scheduled 24/7, and your human staff can focus on what truly matters: patient care. 💆♀️💆♂️ This is the power of an AI receptionist, and this guide will show you exactly how to build one using the combined might of HighLevel, VAPi, and Make.com.
🧲 1. The Power of Automation: Why Every Chiropractor Needs This
In the bustling world of healthcare, time is precious. Every minute spent on administrative tasks is a minute taken away from providing exceptional care. This AI receptionist solution automates the often tedious and time-consuming process of appointment booking, freeing up your staff and streamlining your operations.
⚙️ 2. Laying the Foundation: Setting Up HighLevel
- Calendar Creation: Begin by creating a dedicated calendar in HighLevel for free consultations (or any service you want to automate). Copy the unique Calendar ID, you’ll need it later!
- Unlocking the API: Navigate to ‘Private Integrations’ within HighLevel and create a new integration. Select all options related to “Calendars”. This generates a private API key – your key to seamless integration.
- Gathering Credentials: You’ll need three crucial pieces of information from HighLevel:
- Calendar ID: (From step 1)
- API Key: (From step 2)
- Location ID: Found in your HighLevel Business Profile settings.
🗣️ 3. Building Your AI Assistant: VAPi Takes Center Stage
- Crafting the Prompt: Head over to VAPi and create a new assistant. Use a prompt that clearly defines your AI receptionist’s role (e.g., “You are Mary, a friendly receptionist at Align Well Clinic”).
- Essential Information Gathering: Ensure your prompt instructs the AI to collect the following information:
- Caller’s Name
- Email Address
- Desired Appointment Date and Time
- Connecting to Make.com:
- Create a Webhook: In Make.com, set up a new webhook. Copy the webhook URL.
- VAPi Tool Creation: Back in VAPi, create a new tool of the ‘Make.com’ type. Paste the webhook URL and define variables to match the information you’re collecting (Name, Email, Booking Time).
🔗 4. The Magic of Make.com: Orchestrating the Booking Process
This is where the real magic happens! Make.com acts as the bridge between VAPi and HighLevel, ensuring a smooth booking experience.
- Scenario Breakdown: The Make.com scenario you’ll create involves several steps:
- Receiving Data: The webhook listens for data from VAPi (name, email, desired time).
- Checking for Existing Contacts: It searches HighLevel for the caller’s email.
- If Found: Retrieves the existing contact ID.
- If Not Found: Creates a new contact in HighLevel and then fetches the newly generated ID.
- Time Conversion: Converts user-friendly time requests (e.g., “Monday at 2 PM”) into HighLevel’s required format.
- Booking Attempt: Sends a booking request to HighLevel’s API using your API key, calendar ID, and contact ID.
- Confirmation or Alternatives:
- If Booking is Successful: Sends a confirmation message back to VAPi.
- If Booking Fails: Queries HighLevel for alternative time slots within a specified timeframe and sends these options back to VAPi.
🏆 5. A Seamless Patient Experience: Putting It All Together
With all the pieces in place, here’s how it all works seamlessly:
- A potential patient calls your dedicated AI receptionist number. 📞
- VAPi’s AI answers, gathers necessary information, and triggers the Make.com scenario.
- Make.com interacts with HighLevel, checks for existing contacts, handles time conversions, and attempts to book the appointment.
- VAPi receives confirmation or alternative suggestions from Make.com and communicates them back to the caller. 🗣️
🧰 Resource Toolbox: Tools to Empower Your AI Journey
- VAPi: Build and deploy AI-powered voice assistants.
- Make.com: Automate tasks and connect your favorite apps.
- HighLevel: All-in-one marketing and automation platform for businesses.
By following these steps and leveraging the power of these remarkable tools, you can create an AI receptionist that elevates your chiropractic practice, impresses your patients, and frees up your time to focus on what you do best. 🚀
