No fluff, no mystery box. Here's exactly what happens from the moment the phone rings to the moment a qualified lead lands in your CRM.
Vocetica isn't a black box. Sophie runs on a managed pipeline of enterprise-grade voice AI infrastructure — the same stack that powers AI voice agents inside Fortune 500 customer service teams — configured for UK regulated service use cases.
Twilio and Telnyx carrier-grade SIP trunks. 99.9% voice uptime. Sub-2-second pickup time. UK and US numbers, call recording and forwarding built in.
Vapi-managed orchestration on top of enterprise LLMs (OpenAI GPT-4 class) with ElevenLabs voice synthesis. Sophie's voice is consistent, warm, and indistinguishable from a senior receptionist.
Cloudflare Workers UK/EU edge processing for call metadata. Recordings encrypted at rest, processed in UK/EU regions only, GDPR-native sub-processor stack.
Leads push into your LEAP / Proclaim / Clio / Actionstep / Dentally / SOE EXACT / iSmile workflow via API, webhook, or email+SMS if you prefer simple.
Identical architecture for both verticals. Industry-specific script content.
No rings. No voicemail. No "please hold." Sub-2-second pickup, every time — 6am or midnight, Monday or Christmas Day. If Twilio ever fails, calls fail over to a backup SIP route within 150ms.
"Good morning, thank you for calling [Your Firm Name]. You've reached our [claims/new patient] line. My name's Sophie — I'm here to help." Professional, warm, and scripted to your firm's tone — not a generic "How may I direct your call?"
Law: RTA, slip & fall, workplace, clinical negligence, other. Dental: new patient, existing patient, dental emergency, cosmetic enquiry, hygienist. Sophie identifies the thread and adapts the rest of the conversation.
Law: limitation check, liability, injury, medical treatment, existing representation. Dental: urgency triage, treatment type, cost expectations, finance need. Sophie adapts her empathy and pace to the caller — nervous caller gets slower pace and more reassurance, confident caller gets straight to booking.
"I'm not sure it's worth it." "Is this going to cost me anything?" "I already have a solicitor." Sophie has a calibrated response for every common objection, written by industry specialists. No hard sell — honest, evidence-based reassurance or graceful exit.
Full name, phone, email, preferred callback time, and every qualification field your intake would capture. Confirmed back to the caller for accuracy before she proceeds.
If your calendar/diary is connected (Calendly, Google Calendar, Dentally diary, LEAP diary), Sophie books directly. If not, she schedules a fee-earner/clinician callback for a specific window — "Someone will ring you between 9 and 11 tomorrow morning. Does that work?"
SMS confirmation to the caller with details. Lead pushed into your CRM/practice management system with all qualification fields. Recording and transcript saved. You get a notification. Your fee earner or clinician rings a warm, pre-qualified lead.
Different scripts, different objection handlers, different qualification flows. Same core voice AI.
Within 30 seconds of hanging up, the lead lands in your case management or practice management system with all intake fields populated. No data entry, no transcription delay, no waiting for tomorrow morning.
Caller receives an automated SMS confirming what was agreed, the callback window or appointment, and a direct line if they need to reach you sooner. Builds confidence, reduces no-shows, gets you in their phone as a saved contact.
Your nominated fee earner, clinician, or intake manager gets a notification — email, SMS, Slack, MS Teams, or straight into your CMS, your choice. High-value calls (e.g. clinical negligence, Invisalign, implants) can be flagged as priority.
Full call recording and written transcript available in your monthly report (or live in your admin dashboard if you opt in). Encrypted at rest, retained per your data policy, deletable on DSAR request.
Every 30 days we review Sophie's performance on your calls and tune her prompts — better objection handling where conversion's weak, tighter qualification where you're getting time-wasters, new FAQ coverage based on the questions your callers actually ask.
90 seconds. No obligation. Pretend you're a real enquiry.