AI front desk & workflow automation for healthcare

Your practice. Your workflows. Your AI front desk.

talkaFlow handles calls, email, web chat, check-in, texts and the repetitive front-desk work around the way your clinic actually operates, not a fixed workflow you have to work around.

Change a rule today. Test it today. Put it live today.

Book a demo See how it works

talkaVoice · talkaChat · talkaSMS · talkaCheckIn · talkaNotify · works with your clinic software

A modern clinic reception: a receptionist in a headset smiles at a screen showing talkaFlow, an older man and a young mother with her toddler wait on the bench, and a self check-in kiosk stands by the glass doors

Watch it work

See Talka at the front desk

Answering, booking, handing over and keeping every call on record, in under a minute.

One platform

One front desk. Every front door.

The same AI agent answers your phone line, web calls and website chat, and replies to recall texts, working to the same clinic rules in the same clinic software. Your inbox and self check-in at the desk run on rules you set too.

  • Phone talkaVoice Answers every call
  • Website talkaChat Chat, link or QR code
  • Front door talkaCheckIn Self check-in
talkaFlow AI front desk
  • Writes to Your clinic software Bookings and arrivals · e.g. Best Practice
  • Hands off to Follow-ups Tasks for reception
  • Pops up on talkaNotify The reception screen

Your rules

Built around the way your clinic actually works

Every practice has different doctors, appointment rules, billing rules and escalation paths. talkaFlow is configured around those rules instead of forcing your team into a fixed workflow.

New patient

  1. 1 New patient
  2. 2 Register the patient
  3. 3 Appointment type
  4. 4 Doctor and time
  5. 5 Booking
  6. 6 Confirmation text and registration form
  7. 7 Staff follow-up if needed

ADHD appointment

  1. 1 ADHD request
  2. 2 Confirm patient type
  3. 3 Approved doctor
  4. 4 Appointment length
  5. 5 Billing rule
  6. 6 Booking
  7. 7 Required form or follow-up

After hours

  1. 1 After-hours call
  2. 2 Identify the request
  3. 3 Your urgent-call rule
  4. 4 Answers from your approved information
  5. 5 Follow-up logged in your portal
  6. 6 Your team emailed a summary
  7. 7 Staff call back next day

Three examples of rules a clinic can set. Yours are set up around your clinic.

Your clinic changes. Your automation should change with it.

Edit a workflow in draft, test it, and publish when you’re ready, without waiting on somebody else’s product roadmap. Roll back to any earlier version, and limit publishing rights to the staff you choose.

  1. Edit in draft
  2. Test
  3. Publish

Roll back any time

Works inside your real systems

It works inside your clinic software

Your AI front desk answers calls on talkaVoice and website chats on talkaChat, and works in the real appointment book your clinic already uses. Whatever it books is there for your team straight away.

  • Finds the patient and confirms who they are Before it touches a booking, it checks the patient in your clinic software, e.g. Best Practice.
  • Finds the right doctor and offers real free times Ask for a doctor by name, or take the earliest free time.
  • Books, moves and cancels Straight in your appointment book, with a confirmation text after a phone booking.
  • Updates contact details, with your OK A new mobile, email or address goes to your staff to approve before it’s written to the record.
  • Follows your booking rules How much notice a same-day booking needs, how many times to offer, how far ahead to look.
  • Answers from your clinic’s facts Hours, parking, services: it’s set up to answer from what you’ve written down, and to offer a callback from your staff when it doesn’t know.

Works with

  • Best Practice via Halo Connect
  • Cliniko
  • Tyro Health
  • Microsoft 365 or Gmail
  • Your SIP trunk or PBX (e.g. 3CX)
  • SMS
  • Your website

With Cliniko, it checks availability, books, reschedules and cancels, and finds existing patients by name and date of birth. Medicare and DVA eligibility checks via Tyro Health, set up when your clinic is connected.

Harbourview Medical talkaVoice · call in progress
  1. Patient found in Best Practice Sam Taylor · date of birth confirmed
  2. Real free times offered Dr Nguyen · Fri 10:15 am or 11:40 am
  3. Appointment booked Fri 10:15 am with Dr Nguyen
  4. Confirmation text sent To the number the call came from
Written to your clinic software, e.g. Best Practice through Halo Connect

Doctors & Rooms

“Do you have a doctor who speaks Mandarin?”

Write each doctor’s profile once (languages, gender, services) and set the day’s rooms. The AI answers from the profiles you publish, shows doctor cards in web chat, and never recommends a doctor for a medical condition.

  • Only published profiles are used; drafts stay private
  • The doctor’s room for the day shows on the check-in screen

Languages

Localised, not just translated

Speaking a language is not enough for healthcare reception. talkaFlow is tuned for how patients actually give their names and ask for appointments, and each language your clinic needs is tuned as part of your setup.

We tune each language we support on its own, rather than bolting on another translation model.

Chinese names

  • Family name first or given name first: it finds the patient either way
  • Short Chinese and Vietnamese surnames aren’t mixed up with similar names

Arabic and Middle Eastern names

  • Multi-part and compound surnames (al, abu, bin, ibn…), however they’re spaced
  • Falls back to date of birth when a spelling differs

Patients and doctors

  • Matches patients with doctors who speak their language
  • Each language you switch on is tuned as part of your setup

Controlled AI

Controlled. Reviewable. Auditable.

We minimise AI hallucination by design: talkaFlow answers from your approved clinic information and live system data, acts only through the actions you’ve defined, and hands over to your team when a request falls outside the workflow.

If AI is speaking to your patients, you should always be able to see exactly what it said and what it did.

  • Every call recorded (you can switch it off), transcribed and summarised
  • A log of what the AI did on each call: bookings, transfers and follow-ups
  • When each call happened, and how it ended
  • Edit in draft, publish when ready, roll back to any earlier version; publishing can be limited to the staff you choose
  • Your line flagged red when transfers pass 30% or failed calls pass 10%

Patient privacy

Patient privacy, in plain words

What the platform does today, without the jargon.

Hosted in Australia

Your data is hosted locally in Australia with medical-grade protection, and patient data does not leave the country.

Cleared after 7 days

Patient details are cleared from chat records after 7 days.

No posing as a patient

Web chat checks a patient’s details before it shares anything from their record.

Texts to the real number

Confirmations and form links go only to the number the call came from.

Access by role

Staff see what their role allows, and changes are written to an audit log.

Nothing live until it’s published

Changes to your receptionist stay drafts until someone with publish rights publishes them.

Recording links that expire

Shared recording links expire after 30 days by default, and you can revoke them any time.

Discreet at the kiosk

The check-in screen shows an initial and surname, never a full name.

Want the detail? We’ll walk you through where each part runs and what it keeps. Ask us

New

Your inbox can become a workflow too

talkaFlow works your clinic inbox too: each email is understood and sorted, approved questions are answered, the right staff member is assigned and notified, and the follow-up is tracked until it’s done.

For requests like

  • Appointment requests
  • Patient enquiries
  • Referrals
  • Scripts
  • Forms
  • Records requests
  • Invoices
  • Billing enquiries

Connect your Microsoft 365 or Gmail inbox and we’ll set it up with you. Talk to us

  1. 1 Incoming email
  2. 2 Understand and classify the request
  3. 3 Answer approved questions
  4. 4 Assign and notify the right staff member
  5. 5 Track the follow-up

Check-in

Check-in, on your rules too

A free-standing talkaCheckIn kiosk in a clinic waiting room, beside the welcome screen with its language choices and the Medicare card screen

talkaCheckIn

Self check-in on your own iPad

Patients check themselves in and are marked arrived in your clinic software. Switch on the steps you want:

  • “New patient?” and “Appointment today?” questions up front
  • Finds the patient by mobile number and date of birth
  • Shows an initial and surname on screen, never the full name
  • A billing check: if the notes in your clinic software flag the patient, they’re asked to see reception first
  • The doctor’s room for the day on the arrival screen
  • Medicare and DVA eligibility checks via Tyro Health, set up when your clinic is connected
  • A bulk-billing workflow at check-in via Tyro Health

talkaCheckIn: your flow, your rules

Steps go on and off, move up and down, and every answer can carry on, go to reception, or stop there. You arrange it in the portal and publish; the next patient sees it. No two clinics end up with the same flow.

Check-in Flow

Harbourview Medical · Published

Publish

No AI anywhere

  1. 1 Emergency question Yes → emergency message
  2. 2 New patient? Yes → see reception
  3. 3 Appointment today? No → carry on
  4. 4 Find by Medicare number
  5. 5 Find by mobile + date of birth
  6. 6 Confirm identity
  7. 7 Appointment time 15 min early · 10 min late
  8. 8 Billing check outstanding, owes
  9. 9 Check in Always last

Every clinic runs its own flow. You add steps, switch them off, set the order and choose what each answer does — in the portal, live for the next patient.

One clinic’s flow, end to end

Diagram of an example talkaCheckIn flow in ten steps: is this an emergency, new patient, appointment today, find by Medicare number (a match skips to step 6), find by mobile and date of birth, confirm it’s you, appointment time, billing check, an optional nurse question, and check in. Each step shows when the patient is sent to reception, and the flow ends checked in, with the doctor, time and room on screen.
An example: one clinic’s ten steps, and where each answer leads. Yours is whatever you arrange in the portal — anything unusual goes to reception, and only the last step writes to your clinic software.

Texts

Texts that save a phone call

When the AI books over the phone, the patient gets a confirmation text. New patients also get a link to your registration form, so their details are in your clinic software before they walk in.

  • Texts go only to the number the call came from, never to one someone reads out
  • Recall texts to a group of patients from your clinic software, e.g. Best Practice: we set them up with you
Two-way texting? See talkaSMS

Human handover

Context-aware handover

When a caller needs a person, the AI transfers the call, and your reception screen shows who is calling, why, and a summary as the call comes through. If nobody picks up, it takes a callback request that lands in your Follow-ups list with the caller’s details and a summary, so reception knows exactly who to call back, and why.

  • A caller card on the reception screen: name, number, reason and summary
  • Transfers to a number or an extension, with ringback while it connects
  • Follow-ups by channel, Phone and Web chat, each with its open count
  • An optional email to reception for every new follow-up
Explore talkaNotify

After hours

Closed for the night, still answering

After hours, talkaFlow still answers. When it can’t resolve a request, it logs a follow-up in your portal and emails your team a summary, so staff can call back the next day.

The same reception after closing: lights dimmed, a lamp on, a tablet on the desk showing talkaFlow, and evening street lights through the glass doors

Fast onboarding

We get you live, then keep refining

You don’t configure it alone. We build it with you around the way your clinic already works, and it only goes live when you publish it.

  1. 1

    Connect

    Your clinic software (Best Practice through Halo Connect, or Cliniko), your phone line (SIP trunk or PBX such as 3CX, or a talkaFlow number) and your website.

  2. 2

    Configure

    Your doctors, hours, booking rules and escalation paths.

  3. 3

    Test

    Try it yourself, the way a patient would.

  4. 4

    Review

    Go through the test calls and the flow with your team.

  5. 5

    Publish

    Publishing can be limited to the staff you choose.

  6. 6

    Go live

    Point your line at it, then keep refining, or roll back, as your clinic changes.

Pricing

A low-cost entry point for a fully integrated clinic workflow platform

From

A$99 /month + GST

300 minutes included

Book a demo Or talk to the GP demo agent

What’s included

  • An English-speaking AI front desk on your phone line, 24/7
  • Connected to your clinic software
  • Follow-ups, call recordings, transcripts and summaries in your portal
  • Set up with you, around your clinic

Starter plan, in Australian dollars, excluding GST. Multilingual front desks are on higher plans. Ask us about check-in, SMS and multi-site clinics.

Show us how your front desk works. We’ll show you how much of it can be automated.

Book a demo and we’ll walk through your calls, your rules and your systems, then show the AI front desk booking into a demo clinic system.

Talk to us +61 2 5602 8888