Secure Intake Assistant (AI Voice Receptionist)

Secure Intake Assistant (AI Voice Receptionist)

Phone calls remain a critical intake channel — and one of the least controlled.

Missed messages, inconsistent information, undocumented promises, and reliance on memory or handwritten notes introduce operational, security, and reputational risk.

The Secure Intake Assistant replaces voicemail and manual call handling with a governed, AI-assisted voice intake workflow that feeds directly into defined processes.

This is not a novelty chatbot.
It is a controlled front door to your workflows.

What This Replaces

• Voicemail inboxes no one owns

• Ad-hoc call handling dependent on staff availability

• Inconsistent intake questions

• Unlogged verbal commitments

• Follow-ups based on memory rather than system state

What It Does

• Answers incoming calls consistently and professionally

• Guides callers through structured intake based on your rules

• Captures intent, context, and required information

• Routes requests into the correct workflow or team

• Logs interactions for visibility, traceability, and follow-up

• Reduces dependency on individual staff availability

Every call becomes actionable data, not tribal knowledge.

Why It Matters

Voice interactions are often the easiest place for:

• Requests to be lost

• Information to be misinterpreted

• Social engineering to succeed

• Accountability to disappear

The Secure Intake Assistant introduces:

• Consistent data capture from the first interaction

• Clear boundaries around what can and cannot be promised

• Reduced exposure to manipulation or misdirection

• A verifiable record of what was said and routed

Control begins at intake — not after the fact.

How AI Is Used (Responsibly)

• To guide conversations, not make decisions

• To collect and structure information, not act independently

• To support workflows, not bypass governance

• To operate within defined scripts and permissions

Human judgment remains where it belongs.

Where This Fits

The Secure Intake Assistant is deployed only when:

• The intake workflow is defined

• Routing and ownership are clear

• Visibility and reporting are required

It integrates with Customer Chat & Digital Intake and Appointment & Request Intake as part of a unified intake system.

Organizations we’ve worked with: