The AI virtual receptionist for diagnostic centers

Yes. Run2AI's Virtual Reception is built for requests like "MRI of the right knee, high-field, without contrast", where body area, side, scanner and contrast medium all change the service to be booked. It asks the missing questions against your center's price list and books only once it has identified the right item.

It also recognises the synonyms and colloquial names you add to the documentation, so everyday wording such as "a scan" or "bloods" leads to the correct service. For exams that need an assessment before an appointment is set, you choose the To be handled mode: the assistant collects the complete request and your front desk finds it in the dashboard, ready to process.

Yes. The Virtual Reception reads the availability of your diagnostic center's calendars in real time, offers the actual free slots and inserts the appointment into your management system, which remains the master record. Services, prices, price lists and preparation instructions are imported with a single "sync" button, with no double entry, and the SMS or email reminders you already send still go out after booking.

Active integrations are Doctolib Vettore, Caremed (Innogea), Alfadocs, DBMedica, Medinformatica Medistudio, Multimedia Medica Siomed, Bollino IT, BCS, RB Software Center Ges.La.An., Google Calendar and Outlook Calendar. With closed-ecosystem platforms, or with Doctolib without Vettore, the assistant doesn't write to the calendar: it answers questions and collects the request for your staff, or points the patient to your online booking page.

Yes. The Virtual Reception reads each exam's preparation instructions before offering dates, so the patient knows straight away whether they need to fast, stop a medication as instructed by their doctor, or stay well hydrated before the exam. Instructions come from the services synced from your management system or from your center's documentation, and they are the same on phone, WhatsApp and web chat.

For blood draws without an appointment you use the Walk-in mode: the assistant doesn't book, it simply gives instructions, for example "blood tests Monday to Friday, 7:30 to 9:30 a.m., fasting". If your sites have different hours, the documentation can differ by site.

Yes, on the organisational side: report turnaround times, how to collect results and desk hours, even when they vary by site, are chapters in the documentation the assistant uses to answer at any hour. It is one of the most repeated questions in a diagnostic center, and your front desk no longer needs to be interrupted for it.

The Virtual Reception does not interpret reports or comment on clinical results, because it only deals with organisational and informational matters. If a patient wants clarification on the content, during opening hours it passes the call to a person, and when the center is closed it logs a callback request with name, number and summary.

Yes, where your center has an agreement: the SSN scheme is switched on only for accredited services and sites, and stays off for exams booked through the CUP booking centre. For SSN bookings the assistant collects the patient's tax code (codice fiscale) and the NRE number of the electronic prescription during the conversation, and your staff find them in the dashboard alongside the transcript.

When the month's SSN budget runs out, you switch the SSN scheme off and the assistant tells callers. How to set schemes and modes service by service is explained on the SSN booking page.

Yes, with the optional outbound calls module: a few days before, the Virtual Reception phones the patient ("You have a full abdominal ultrasound the day after tomorrow, can you confirm?") and records a confirmation, a reschedule or a cancellation. The outcome appears immediately in the dashboard and the freed slot can be given to another patient.

It is a real conversation, so the assistant also answers the patient's questions, for instance about preparation. After 2–3 unanswered attempts it can follow up with a WhatsApp message. Appointments come from your management system or from an imported file, for example only patients who didn't confirm by SMS. Find out more about AI outbound calls.

Yes. Data handled by the Virtual Reception stays in Europe on Google Cloud Platform, AI models run in Europe, and no model is trained on patient conversations. Data is encrypted at rest and readable in clear text only by people who log into the dashboard with their own credentials.

Your center decides how long conversations are kept (for example one, two or three months) and deletion is automatic when that period ends. Call recordings are used only for troubleshooting, kept for 7 days at most and accessible only to the authorised technical lead. The assistant always introduces itself as a virtual assistant and refers to the center's privacy notice; Run2AI signs on as your data processor and provides your DPO with a dedicated information pack and server documentation.

The Virtual Reception for the phone channel starts from €224 per month, excluding VAT, and usually goes live in 2–3 weeks. Cost is made up of a one-off setup fee, an annual or quarterly subscription, and usage beyond the 500 minutes of conversation included each month; you activate only the channels and modules you need, and integration with your management system is a flat fee.

For a diagnostic center the longest part of setup is content: price list, synonyms, preparations and report information, pre-filled by extracting them from your website and service charter. You usually start with a pilot on after-hours calls and on calls that arrive when every operator is busy, such as the morning opening rush. Meanwhile, you can call the demo number for free; more answers on pricing and trials are in the Run2AI FAQ.