Meet Doctena’s Virtual Assistant

Never miss a call. Reduce administrative workload. Stay in control.

Every day, medical and healthcare practices receive a high volume of phone calls. Even offering online booking, many patients still prefer to call, creating additional workload.

The solution: Doctena’s Virtual Assistant is a smart, human-sounding voice assistant designed for solo practices, group practices and multidisciplinary centres.

What happens when a patient calls your practice?

Press play to hear how the Doctena Virtual Assistant responds

Designed for peace of mind

Flexible activation feature
natural voice and multiple languages feature
secure and compliant feature

Real impact for practices

Practices that already tested it report that 60 to 80% of the incoming calls are now handled automatically, significantly reducing their administrative workload.

Real case example: One practice received around 300 phone calls per day. Despite having three secretaries, approximately 80 calls went unanswered during peak hours (e.g., Monday mornings). Since using Doctena’s Virtual Assistant, no calls are missed anymore and the secretarial team is supported exactly when demand is highest.

Image of doctena virtual assistant

With Doctena’s Virtual Assistant, you get

  • Books appointments directly in your Doctena agenda, based on your availability.
  • Direct integration by being directly synched with your Doctena Pro agenda.
  • Patient guidance by sharing predefined basic information, like opening hours.
  • Stay informed with clear call summaries (e.g., prescription requests, cancellations requests, …).

What it is not

  • It does not replace your medical or administrative staff.

  • It does not make medical decisions or provide medical advice.

  • It does not operate outside the practice’s rules and supervision.

Easy setup – Direct integration with Doctena – No technical expertise required
It’s all simple ✔

Launch offer pricing

Ready for a smarter way to handle calls in your practice?

Contact us to explore how Doctena’s Virtual Assistant could fit into your workflow or to benefit from the launch offer.

Our Account Management team is happy to help you explore how the Virtual Assistant fits into your practice and workflow. The onboarding and setup are fully supported by the Doctena team.

Customer feedback

“By having the Virtual Assistant asking targeted questions, the return calls from our team have become more efficient and structured. Also, patients now receive an answer via phone even after opening hours.”

Dr. Schöllchen, mkg Bremen

Customer feedback

“By having the Virtual Assistant asking targeted questions, the return calls from our team have become more efficient and structured. Also, patients now receive an answer via phone even after opening hours.”

Dr. Schöllchen, mkg Bremen

Our most popular FAQs

Doctena’s Virtual Assistant is an automated medical answering solution that handles your practice’s calls 24/7.

Unlike a traditional telesecretary, it is directly integrated into your Doctena Pro calendar. It can book appointments in real time without human intervention.

It provides a professional phone reception, automatically detects the caller’s language, and strictly follows the rules defined by your practice.

When a patient calls, the AI assistant:

  • Identifies the patient’s request
  • Books an appointment directly in your calendar
  • Answers common questions such as opening hours or preparation instructions
  • Asks targeted follow up questions when necessary
  • Transfers the call to your team if required

You choose when to activate the solution: continuously, outside opening hours, during peak times, or after a certain number of unanswered rings.

Yes. You can set up call handling rules directly in your Doctena Pro environment.
This means the assistant can:

  • Ask patients the reason for their visit
  • Direct them to the right type of appointment
  • Guide urgent cases according to your internal emergency protocol
  • Provide specific instructions when certain keywords are mentioned

The assistant does not make medical decisions. It simply follows the exact rules you define to ensure patients are directed correctly and urgent situations are handled appropriately.

Yes. The phone assistant is designed for general practitioners, specialists, dentists, physiotherapists, and other healthcare professionals.

It helps to:

  • Reduce interruptions during consultations
  • Prevent front desk overload
  • Improve practice accessibility
  • Provide a consistent and professional phone experience

Even practices receiving several hundred calls per day can eliminate missed calls.

Yes. Data protection is a top priority.

Doctena’s AI call assistant is fully GDPR compliant, uses encrypted connections, and relies on secure hosting in Europe.

All patient data and call logs are processed according to the strictest medical data security standards.

The call assistant is available as an add on for 89 € per month, with no installation fees as part of the launch offer.

The first 100 call minutes are included. Additional minutes are billed at a fixed rate.

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