Your eye care practice receives calls for appointments, periodic vision check-ups, and diagnostic exams. Run2AI's Virtual Reception answers 24 hours a day, 7 days a week: managing the schedule, collecting patient information, and confirming appointments without overloading the front desk.
Tangible benefits for your eye care practice
The assistant books eye exams, vision check-ups, and diagnostic tests such as OCT, visual field, and topography, aligning with your practice's durations and resources.
Organises follow-ups and periodic vision check-ups, reducing no-shows and keeping the calendar up to date based on clinical guidance and practice policies.
The virtual assistant answers calls outside office hours, on weekends, and on public holidays. Patients can book or request information at any time.
By our estimates, an hour of calls handled by an operator costs €18-20 on average, while with AI the cost drops to about €6. Front desk staff are freed from repetitive tasks and can focus on in-person patient care.
Books eye exams directly in the management system calendar, checking availability in real time
Manages slots and requests for tests such as visual field, OCT, and topography, consistent with the practice's resources
Supports reminders and recalls for periodic check-ups and follow-ups, according to rules defined with your team
Works with VoIP and traditional PBX systems without changing your telephone infrastructure
Handles rescheduling and cancellations, automatically updating the calendar
Data encrypted and stored in Europe, no model training on conversations, and a retention period set by your facility
Experiences from eye care centers using Virtual Reception
The AI assistant gives us the ability to welcome our clients by phone 24/7, actively supporting our switchboard team during normal working hours.
We started our collaboration with Run2AI in September. From the very first months of setup, they proved to be serious, professional and very helpful. We've been operational since January and I must say that both the switchboard and the chatbot work great, offering patients the ability to make appointments 7 days a week, 24 hours a day. Truly congratulations!
The Virtual Reception is a real breakthrough for our front desk because, thanks to the callback function, every request is automatically tracked and no patient goes unanswered.
Overall, the feedback is undoubtedly positive. In these first weeks, the Virtual Reception has proved to be a valuable support in managing closing-hour periods.
The feedback is positive and, after the initial training, the Virtual Reception performs adequately.
We are very satisfied with our new virtual colleague Monica, who is giving us invaluable help in managing phone calls, both with the information she provides and with callback requests, because she summarizes the subject of the callback request very well.
The system is working. Operators daily check the bookings made during extended counter opening hours and have not found any issues so far. Thank you for your constant availability.
We started working with Run2 a while ago and were pleased to find competent people who are quick to respond and to adapt to our various needs. Favorable opinion.
We are enthusiastic about the potential of the “Virtual Reception” platform: in these first months of use we have seen a clear improvement in how patient contact is organized. Special thanks go to the Run2AI team for their constant availability, professionalism and the attention they have shown in meeting our customization needs.
“Virtual Reception” is proving to be a tool with enormous potential for optimizing the flow of contact with our patients. The experience so far has been extremely positive, thanks in part to the excellent work of the Run2AI team: impeccable support, great availability and genuine attentiveness in adapting the platform to our needs.
We introduced Run2AI's Virtual Reception at our polyclinic, Centro Salute Raimondi in Gorla Minore, run by ARGENTUM, with the aim of easing the workload of our front desk and improving how patient requests are handled. The results have been very positive. One of the problems we wanted to solve was missed calls at the busiest times: today, thanks to Virtual Reception, patients no longer find the lines busy and can easily get information about schedules, appointments and procedures. The change has been important for our staff too: many repetitive requests are handled automatically, leaving more time for situations that need attention and direct contact. We are very satisfied with our choice. Run2AI has allowed us to use artificial intelligence in a genuinely useful and practical way, improving a service that is essential for our patients.
Their “virtual reception” is a very useful tool for shortening patient waiting times, improving perceived quality and reducing workloads. We have successfully adopted it at our Metica Medical Centers. Excellent support from Run2AI at every stage of the project, from adoption and setup through to the ongoing maintenance and review of the service.
Before talking about the excellent product, I want to highlight how responsive the company is to its clients and their needs. The product is very versatile, configurable for different needs and well integrated with external management software. In just a few steps you get a precise virtual operator that gives users the right information and books appointments accurately in the external management software. The management dashboard also lets us win back even the more “hesitant” clients, by keeping track of conversations. If you struggle, for lack of time or staff, to manage your communication channels, whether phone, web or WhatsApp, this is the solution.
After an initial phase of setup and data entry, the program starts to show its full effectiveness. For Biomedica srl it is an essential tool, because it lets us manage and relieve the flow of incoming calls in an orderly way. Without this service we would have kept losing business because we couldn't handle all incoming phone requests. Excellent operational support.
Success story
Studio Oculistico Postorino-La Mattina runs Virtual Reception 24/7 for accessible phone support: a voice tuned for senior patients, Google Calendar integration, and Call Me Back for reception.
Five months in: +60% calls handled within three months, automated bookings from 30 to 120 per month, and a lean setup synced with each specialist's Google Calendar.
Read the full storyYes. One of Run2AI's first clients is an eye clinic specialising in cataract surgery, with a very elderly patient base, and the Virtual Reception has proved just as effective there as with younger patients. There are no "press 1" menus: patients talk as they would to your receptionist, can interrupt and change topic, and the voice speed is tuned to be clear even for your oldest patients.
We estimate that conversations run smoothly in 95–98% of cases. In the 1–2% of difficult calls, which would be hard for a human operator too, the assistant notices that the conversation isn't progressing and hands it over to a person.
Yes. The Virtual Reception books eye exams, periodic check-ups, follow-ups and instrumental tests such as OCT, visual field and corneal topography, respecting the durations and resources your practice has set in its management system. If the patient asks for an ophthalmologist by name it searches only that doctor's calendars; otherwise it offers the earliest availability across all doctors who perform that service.
When a request is vague ("I need my eyes checked"), the assistant asks the questions needed to reach the right item on your price list, and colloquial names for tests can be added as synonyms. Services you prefer to manage yourself stay in To be handled mode: the assistant collects the request and your front desk calls back.
The Virtual Reception integrates with Doctolib Vettore, Caremed (Innogea), Alfadocs, DBMedica, Medinformatica Medistudio, Multimedia Medica Siomed, Bollino IT, BCS and RB Software Center Ges.La.An.; a practice without management software, even one using a paper diary, can start from Google Calendar or Outlook Calendar. Either way, the assistant reads availability in real time and writes the appointment, and if your management system sends SMS or email reminders, they keep going out.
The Postorino-La Mattina eye clinic, for example, works with each doctor's Google Calendar: doctors keep updating their calendars as they always have, and the assistant books directly into them. With Doctolib without Vettore, on the other hand, the assistant collects the request for your front desk or sends the patient to your online booking page.
Yes. The Virtual Reception reads the preparation instructions linked to each service before offering dates, so the patient hears them before choosing a day. They are the instructions your practice sets, for example coming with someone, bringing current glasses or reports from previous visits, and they come from the services synced from your management system or from your documentation.
The same information applies on phone, WhatsApp and web chat, and you update it in one place. If a preparation step requires a doctor's judgement, such as pausing a treatment, the assistant doesn't decide it: it repeats only what is written and passes any doubts to your front desk.
For a procedure that needs several calendars to line up, such as surgeon and anaesthetist, the Virtual Reception uses the To be handled mode: it collects the patient's details, the requested service and their preferences, and creates a request your front desk finds in the dashboard. Scheduling stays in your staff's hands, while the assistant takes care of gathering the information.
Requests work like a lightweight ticketing system: yellow for those to be handled, green for those already called back, with a record of who called back and when. Simpler visits and tests can stay in Integrated mode, with direct booking into the calendar.
The Virtual Reception gives no clinical advice and doesn't discuss symptoms, but it recognises signs of urgency in what the patient says (for example "I had surgery and I need to come in right now, something serious has happened"): it then stops the routine booking flow, advises going to the emergency department, calling the emergency services (118 in Italy) or coming to your clinic, according to the rules you set, and, if configured, triggers an alert or hands the call straight to a staff member.
Like a human operator, it cannot guess an urgency the patient doesn't express. If a photo of an eye arrives on WhatsApp, the assistant doesn't analyse it: it stops, and your reception gets an email notification so a person can reply. Learn more about the WhatsApp AI bot for medical clinics.
Yes. With the Virtual Reception, patient data stays in Europe on Google Cloud Platform, AI models run in Europe, data is encrypted at rest, and no model is trained on conversations. The assistant always says it is a virtual assistant and refers to your clinic's privacy notice.
You choose how long conversations are kept, with automatic deletion when the period ends (for example after one or two months); data is visible in clear text only to people who log into the dashboard with their own credentials. Run2AI signs on as your data processor and provides your DPO with the information pack and server documentation; call recordings serve only for troubleshooting, are deleted within 7 days and can be heard only by the authorised technical lead.
For an eye clinic, the Virtual Reception starts from €224 per month, excluding VAT, for the phone channel, with 500 minutes of conversation included each month; on top of that there is a one-off setup fee and, beyond the allowance, per-minute usage. You can start with the phone only and add WhatsApp, web chat or outbound calls later, and the subscription can also be paid quarterly.
Setup usually takes 2–3 weeks, staff training included. Before deciding, you can call the demo number on our website and let colleagues and partners try it too; after the demo there is a test environment where you watch test calls in real time in the dashboard. More answers in the Virtual Reception FAQ.
Book a free demo and discover how the Virtual Reception can transform call management at your eye care practice.
Book free demoSee the full product overview: Run2AI’s AI virtual receptionist.