AI Voice Agents for GP Surgeries
24/7 appointment scheduling and call management at 80% lower cost than traditional receptionists
Start Free TrialWhy GP Surgeries Struggle with Phone Calls
GP Surgeries across Ireland and Europe face mounting pressure from an ever-increasing volume of patient phone calls. During peak hours—typically between 8 AM and 10 AM when patients ring to book appointments—reception staff are overwhelmed, juggling multiple calls whilst managing in-person enquiries and administrative tasks.
This inevitably leads to missed calls, frustrated patients, and missed appointment opportunities that directly impact your surgery's revenue and reputation. Traditional staffing models require hiring multiple full-time receptionists to handle call volume, representing one of the largest operational expenses for any practice. Yet even with adequate staff, many surgeries struggle with after-hours calls, holiday cover, and sudden staffing absences.
Patients calling outside surgery hours receive voicemails or busy signals, leading to delayed responses, patient dissatisfaction, and potential loss of appointments to competitors. The core challenge is balancing cost-effective operations with exceptional patient experience. Missed calls don't just represent lost appointments—they damage patient trust, reduce appointment utilisation rates, and force your team to spend time returning calls rather than focusing on clinical care.
Common Pain Points:
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A common pain point for busy teams.
Missed calls often mean missed bookings.
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Automation reduces interruptions for your team.
VoiceFleet AI for GP Surgeries
VoiceFleet's AI voice agents are specifically designed to solve the unique challenges of GP Surgery phone management. Our intelligent agents answer every incoming call instantly, 24 hours a day, 7 days a week, eliminating missed calls entirely.
They efficiently handle your most time-consuming task: appointment scheduling and booking management. Patients can book, reschedule, or cancel appointments through natural conversation, with the AI seamlessly integrating with your practice management system to check availability and confirm bookings in real-time. Our AI agents understand the nuances of healthcare communication, asking appropriate follow-up questions, identifying urgent cases for immediate staff escalation, and maintaining complete GDPR compliance.
They handle routine enquiries independently—appointment bookings, repeat prescription requests, general surgery information—whilst intelligently routing complex cases or medical emergencies to your qualified staff. This means your reception team focuses exclusively on high-value interactions rather than repetitive call handling. With VoiceFleet, you'll operate at 80% lower cost than hiring traditional receptionists, whilst actually improving your patient experience through instant response times and zero missed calls.
The system learns your practice's unique patterns, peak hours, and specific requirements, becoming more efficient over time. Setup is straightforward, requiring just integration with your existing practice management system, and you can activate the service within days.
Key Benefits:
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Why GP Surgeries Professionals Choose VoiceFleet
Never Miss a Call
Your AI agent answers every call instantly, eliminating the frustration of unanswered phones. Even during peak morning hours or when staff are with patients, every caller reaches a professional, responsive agent. This dramatically increases your appointment booking rate and patient satisfaction scores.
80% Cost Savings
Replace multiple full-time receptionists with a single AI solution. An average GP Surgery receptionist costs €28,000–€32,000 annually in salary and benefits. VoiceFleet costs a fraction of that—typically €300–€600 monthly—whilst providing superior 24/7 coverage.
Instant Response
Patients receive immediate answers rather than waiting in a queue. Quick response times lead to better patient experiences, higher appointment confirmation rates, and reduced call abandonment. Your surgery becomes known for accessibility and efficiency.
Professional Service
Our AI maintains consistent, professional communication standards every single interaction. No tired staff, no gaps in training, no inconsistent messaging—just reliable, courteous handling of every patient enquiry.
Smart Integration
VoiceFleet integrates seamlessly with leading GP practice management systems (SystmOne, EMIS, Vision, etc.). Appointment availability is checked in real-time, bookings are automatically confirmed in your system, and your team stays fully informed.
Scalable Solution
Whether you run a single-handed practice or a large group surgery with multiple locations, VoiceFleet scales effortlessly. No need to hire additional staff as your patient base grows—the AI handles increased volume automatically.
Common Use Cases in GP Surgeries
Appointment Booking and Rescheduling
The primary use case for GP Surgeries. Your AI agent handles the majority of appointment-related calls independently. Patients call asking to book, reschedule, or cancel appointments. The agent checks real-time availability in your practice management system, confirms the booking, and provides the patient with details and reminders.
“Patient: 'I need an appointment with Dr. Murphy'. Agent: 'I can help with that. Are you a new patient or existing? What's the reason for your visit?' Patient: 'I'm existing, need a routine check-up'. Agent: 'Dr. Murphy has availability on Thursday at 2 PM or Friday at 10 AM. Which suits you?' Patient: 'Thursday at 2 PM, please'. Agent: 'Perfect, I've booked you with Dr. Murphy this Thursday at 2 PM. You'll receive an SMS reminder 24 hours before.'”
Emergency and Urgent Call Routing
Your AI agent quickly identifies urgent or emergency situations and immediately escalates them to your reception staff or clinical team. The agent gathers essential information (symptoms, severity, patient history) whilst ensuring no critical calls are delayed.
“Patient: 'My child has a very high fever and is unresponsive'. Agent: 'That sounds serious. I'm connecting you to our team immediately. Please stay on the line.' [Call routed instantly to clinical staff who can assess and advise on emergency services if needed].”
After-Hours Call Management
Many patients call outside surgery hours. Instead of a voicemail, they reach your AI agent who can take urgent messages, provide emergency service information, and book appointments for the next available slots. This improves patient safety and reduces after-hours staff burden.
“Patient calls at 10 PM: 'I have severe chest pain'. Agent: 'This requires immediate medical attention. Please call 999 or go to your nearest emergency department. I'm also alerting our on-call doctor to your situation. Your details: [takes information]'.”
Repeat Prescriptions and General Enquiries
Patients frequently call requesting repeat prescriptions, asking about surgery hours, or seeking general health information. Your AI handles these routine enquiries, freeing your reception team for complex tasks and allowing pharmacists and clinical staff to focus on patient care.
“Patient: 'I need my blood pressure tablets repeated'. Agent: 'I can help arrange that. What's your date of birth and which medication? I'm sending that request to your GP now and you'll receive confirmation within 2 hours.'”
“Since implementing VoiceFleet, we've eliminated our 'unanswered calls' problem entirely. Our appointment booking rate increased by 34% in the first month because patients can actually reach us. We reduced our reception staffing costs significantly, allowing us to invest more directly in patient care. It's been transformative for our practice.”
Dr. Sinéad O'Sullivan
Frequently Asked Questions
Can VoiceFleet book appointments for gp surgeries?
Yes. VoiceFleet can capture the caller's intent and details, then book into your calendar or booking system (or take a structured booking request, depending on your setup).
What happens if the AI can't handle a call?
You control escalation: transfer to staff, take a detailed message, or flag urgent calls for immediate attention.
How do I start using VoiceFleet?
Most teams start by forwarding their existing phone number. You then configure greeting, booking fields, and business rules in the dashboard.
Does it integrate with calendars and booking tools?
Yes. VoiceFleet supports calendar and booking integrations so availability and bookings can sync with your existing tools.
Is VoiceFleet suitable for small teams?
Yes. It's designed for SMBs that need reliable phone coverage without adding headcount, while keeping control over what the AI says and does.
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