Question 1

How quickly can we launch?

Accepted Answer

Most clinics go live in a few days. We load your services, hours, pricing ranges, and booking rules, connect your number (or a forwarding rule), and run a live test call before you flip it on. Larger multi-location rollouts take longer only because of routing and calendar mapping — not because the product needs weeks of custom build.

Question 2

What do you need from us to start?

Accepted Answer

A short clinic brief: services and typical price ranges, providers and hours, booking rules (buffers, appointment types, new vs returning), transfer destinations, and the number you want covered. Brand voice notes help — greeting style, words to avoid, and how you want escalations handled.

Question 3

Do we need to replace our booking platform?

Accepted Answer

No. Launch on zallo.ai scheduling with no PMS required. When you're ready, sync Google Calendar or Outlook so new bookings appear on the calendars your team already uses. Zenoti and Boulevard connectors are available to expand with your clinic.

Question 4

Can we keep our existing phone number?

Accepted Answer

Yes. Most clinics forward their main line (or overflow/after-hours rules) to zallo.ai. You can also launch on a zallo.ai number first, then cut over when you're confident. Your team stays reachable for warm transfers either way.

Question 5

Who trains the AI on our services?

Accepted Answer

We configure service FAQs, booking pathways, and scheduling logic from your materials. You approve tone and booking behavior on test calls. After go-live, you can refine answers and rules from the portal as menus and hours change.

Question 6

What can the AI actually do on a call?

Accepted Answer

Answer service and clinic FAQs, quote typical ranges when you’ve approved them, check live availability, book / cancel / reschedule, capture lead details into CRM, and transfer to your front desk or on-call line when rules say a human should own the conversation.

Question 7

What happens if a caller needs a human?

Accepted Answer

The AI transfers to your front desk, on-call line, or location fallbacks using rules you define. Anytime a caller asks for a person — or the request is too complex (medical advice, complaints, insurance edge cases) — we hand off instead of guessing.

Question 8

Does it sound robotic?

Accepted Answer

Conversation is tuned for appointment-based front desks — natural pacing, clinic-aware answers, and clear next steps. You set greeting style and escalation language. Transcripts and recordings let you audit tone after every call.

Question 9

Can it handle cancel and reschedule?

Accepted Answer

Yes on plans that include booking changes. Callers can move or cancel existing visits within your rules; confirmations update by SMS when messaging is enabled. Complex chart or clinical changes still transfer to staff.

Question 10

Do we get transcripts and call recordings?

Accepted Answer

Yes. Each handled call can include transcript, recording, and lightweight sentiment so managers can review quality, coach handoffs, and spot FAQ gaps without sitting on every ring.

Question 11

Can calls be routed by service, urgency, or hours?

Accepted Answer

Yes. You define transfer rules by service type (new patient vs follow-up), business hours, and escalation paths for urgent or complex requests. Overflow and after-hours calls can go to AI booking, voicemail, or a live line. Multi-location routing by number, ZIP, or caller preference is available on Enterprise.

Question 12

What lead details does the AI capture on a call?

Accepted Answer

Name, phone, service interest, preferred day or time, new vs returning, location when relevant, and notes that help your team follow up. Structured intake lands in CRM so the conversation is not just a message — it is a tracked opportunity.

Question 13

How do reminders and missed-call text-back work?

Accepted Answer

Confirmations and reminder SMS follow booking state so appointments stay confirmed. Automations also run missed-call text-back and cancel/no-show recovery with a clear booking path — so empty slots refill without staff sending each message by hand.

Question 14

Is messaging two-way?

Accepted Answer

Yes. Pro and above include a two-way SMS inbox. Staff can reply from the portal; opt-out (STOP / START) is handled to respect consent. Templates cover confirmations, reminders, and recovery without sounding like cold spam.

Question 15

What if someone texts after a missed ad call at 9pm?

Accepted Answer

Missed-call text-back can reply within moments with a short apology, clinic context, and a yes/book path — so evening interest still becomes a Thursday appointment instead of a dead lead.

Question 16

Do SMS and voice share one lead record?

Accepted Answer

On plans with CRM, yes. Call, text, and booking events attach to one pipeline record so your team sees the full path from first ring to confirmed visit.

Question 17

Is business texting compliant?

Accepted Answer

Yes. We support opt-out handling (STOP / START), consent-aware templates, and carrier registration for business texting. During onboarding we confirm your numbers are text-enabled and walk through delivery rules so reminders and missed-call text-back send reliably.

Question 18

Where do bookings live if we don’t use a PMS?

Accepted Answer

zallo.ai scheduling holds services, providers, and hours so you can launch immediately. Public booking links work for ads and SMS. When you’re ready, sync Google Calendar or Outlook so the team’s day view stays familiar.

Question 19

Can we use booking links without voice?

Accepted Answer

Yes. Shareable booking pages are useful for ads, website CTAs, and SMS recovery. Voice still drives most high-intent conversion — links catch people who prefer to self-serve.

Question 20

How are no-shows reduced?

Accepted Answer

Confirmations go out at booking, reminders follow your cadence, and cancel/no-show recovery can offer open slots back into the queue. Combined, practices typically see fewer empty appointments without adding reminder admin hours.

Question 21

Multi-location — how does routing work?

Accepted Answer

Enterprise supports multi-location routing: callers can be routed by number, ZIP, or preference, with per-location calendars, hours, and transfer destinations. Scale covers high volume at fewer sites; Enterprise is built for groups and franchises.

Question 22

What should we track after launch?

Accepted Answer

Focus on five metrics: missed call rate, recovery rate (missed calls that become conversations), call-to-booking rate, after-hours capture, and first-response time. These show whether coverage is actually converting demand — not just answering rings.

Question 23

What does the reporting dashboard show?

Accepted Answer

Call volume, handled vs missed, bookings from voice and SMS, pipeline movement, and activity by time of day. Pro adds advanced reporting for outreach and sequence performance. We review baseline numbers on your demo so you know what to expect before go-live.

Question 24

Can we see which calls turned into bookings?

Accepted Answer

Yes. Each call links to its CRM record with transcript, booking outcome, and follow-up history. You can trace a Thursday appointment back to a Tuesday missed call and text-back — not just a row in a call log.

Question 25

What is the most important feature to look for?

Accepted Answer

No single feature wins alone. Prioritize missed-call recovery, smart routing, structured intake, booking flow, and follow-up automation. A natural voice is nice — but workflow quality matters more for clinics that live on appointments.

Question 26

Is a natural AI voice enough to justify buying?

Accepted Answer

No. Voice quality matters, but it does not replace routing, lead capture, scheduling, or recovery. Test the full journey: a live call, a missed call, an after-hours inquiry, a text reply, and a booking handoff.

Question 27

Do we really need workflow automation?

Accepted Answer

Yes, if your team cannot manually chase every missed call, reminder, and cancel. Automation handles missed-call text-back, confirmations, nurture sequences, and recovery — so nothing depends on someone remembering after a busy shift.

Question 28

What is the biggest buying mistake?

Accepted Answer

Choosing based on demo appeal instead of daily workflow. Ask what happens at 2 PM on a busy Saturday and at 9 PM after hours. If the tool cannot route, capture, book, and follow up in those moments, the voice demo does not matter.

Question 29

Should scheduling integration be on our checklist?

Accepted Answer

Absolutely — for any practice that books by appointment. If booking is disconnected from the call, your team still does manual scheduling work. zallo.ai books live on the call and syncs to your calendar.

Question 30

What should we ask about pricing before signing?

Accepted Answer

Confirm monthly platform cost, setup fees, call volume limits, carrier voice and SMS usage, phone number costs, and which features require an upgrade. Flat platform pricing with metered carrier usage is usually easier to forecast than per-minute AI fees.

Question 31

How do you handle privacy?

Accepted Answer

Encryption in transit and at rest, tenant isolation, role-based access, audit trails, and retention/erasure controls. Access is scoped per clinic — staff only see their location’s data. Business Associate Agreements are available on request.

Question 32

Who can listen to recordings?

Accepted Answer

Only roles you authorize in the portal. Permissions are role-based so front-desk staff, managers, and owners see the right slice of call history — not an open tape for everyone.

Question 33

Can we delete or retain data on a schedule?

Accepted Answer

Yes. Retention and erasure controls let you align with your clinic policy. Ask during onboarding if you need a formal schedule documented in your BAA package.

Question 34

Is zallo.ai a medical advice bot?

Accepted Answer

No. It handles front-desk tasks — FAQs, scheduling, intake, and transfers. Clinical questions outside your approved scripts escalate to a human. We don’t diagnose or prescribe.

Question 35

Does the AI give medical or dental advice?

Accepted Answer

No. It handles scheduling, intake, and FAQs only. Clinical questions escalate to your staff or on-call line.

Question 36

Can it handle new vs returning patients?

Accepted Answer

Yes. The AI asks whether the caller is new or returning and routes intake questions accordingly before booking.

Question 37

How does insurance collection work?

Accepted Answer

The AI can collect carrier and member ID during intake. Verification happens at the visit — we don't process claims on the call.

Question 38

What about emergencies?

Accepted Answer

For life-threatening emergencies the AI directs callers to 911. For urgent dental or after-hours medical issues it transfers to your on-call line or books the earliest emergency slot.

Question 39

Is HIPAA supported?

Accepted Answer

BAA available on request. Encryption, tenant isolation, retention controls, consent tracking, and subprocessors with BAAs are documented in our compliance package.

Question 40

What's different across Starter, Pro, and Scale?

Accepted Answer

Starter handles 24/7 voice and live booking (~250 calls). Pro adds SMS recovery, cancel/reschedule, CRM pipeline, automations, outbound sequences, and priority phone support (~1,000 calls). Scale adds a dedicated account manager and the highest call volume (~2,000 calls).

Question 41

Who should pick Scale vs Enterprise?

Accepted Answer

Scale ($1,299/mo) is for high-volume single or few locations that need ~2,000 calls, a dedicated account manager, and a priority SLA. Enterprise is custom for groups and franchises with 11+ locations, EMR needs, and volume discounts.

Question 42

Are there per-minute fees?

Accepted Answer

No. Plans are flat monthly for the platform, billed per location. Carrier voice and SMS usage is metered separately at cost.

Question 43

Is there a setup fee or contract?

Accepted Answer

No setup fee on Starter, Pro, and Scale. Month-to-month billing — move up when you need more volume, outreach, or dedicated support.

Question 44

Can we start on Starter and upgrade later?

Accepted Answer

Yes. Many clinics launch on Starter for nights and overflow, then move to Pro for SMS recovery and outreach — or Scale as call volume grows.

Question 45

What’s included in carrier usage?

Accepted Answer

Platform plans are flat monthly per location. Carrier voice minutes and SMS segments are metered separately at cost so you’re not surprise-billed on artificial per-minute AI fees. We’ll estimate usage from your call history on the demo.

Question 46

Do you offer trials?

Accepted Answer

We prefer a live demo and a short pilot path over a vague free trial. You’ll hear an appointment booking end-to-end, then we map a plan to your volume before you commit month-to-month.

Launch

Voice & handoff

SMS & recovery

Booking & calendar

Reporting & results

Choosing software

Privacy & security

Dental & medical

Plans & billing

Everything to know before you go live.

Launch

01How quickly can we launch?

02What do you need from us to start?

03Do we need to replace our booking platform?

04Can we keep our existing phone number?

05Who trains the AI on our services?

Voice & handoff

01What can the AI actually do on a call?

02What happens if a caller needs a human?

03Does it sound robotic?

04Can it handle cancel and reschedule?

05Do we get transcripts and call recordings?

06Can calls be routed by service, urgency, or hours?

07What lead details does the AI capture on a call?

SMS & recovery

01How do reminders and missed-call text-back work?

02Is messaging two-way?

03What if someone texts after a missed ad call at 9pm?

04Do SMS and voice share one lead record?

05Is business texting compliant?

Booking & calendar

01Where do bookings live if we don’t use a PMS?

02Can we use booking links without voice?

03How are no-shows reduced?

04Multi-location — how does routing work?

Reporting & results

01What should we track after launch?

02What does the reporting dashboard show?

03Can we see which calls turned into bookings?

Choosing software

01What is the most important feature to look for?

02Is a natural AI voice enough to justify buying?

03Do we really need workflow automation?

04What is the biggest buying mistake?

05Should scheduling integration be on our checklist?

06What should we ask about pricing before signing?

Privacy & security

01How do you handle privacy?

02Who can listen to recordings?

03Can we delete or retain data on a schedule?

04Is zallo.ai a medical advice bot?

Dental & medical

01Does the AI give medical or dental advice?

02Can it handle new vs returning patients?

03How does insurance collection work?

04What about emergencies?

05Is HIPAA supported?

Plans & billing

01What's different across Starter, Pro, and Scale?

02Who should pick Scale vs Enterprise?

03Are there per-minute fees?

04Is there a setup fee or contract?

05Can we start on Starter and upgrade later?

06What’s included in carrier usage?

07Do you offer trials?