AI Receptionist Provider Checklist

0 of 15 answered in writing

Data and compliance

Do you sign a BAA, and when?It should cover every subprocessor, and be signed before the first live call.
Is our call data used to train your models?The answer should be written into the agreement, not only the privacy policy.
Where is our data stored?Country of storage named in the contract (for example, United States or Canada).
Who can access recordings and transcripts?Role-based access, every access logged, audit log exportable.
How long is call audio kept, and can deletion be verified?A retention period you choose, encryption at rest, verifiable deletion.
What happens to our data if we leave?A complete export in a usable format, then deletion with written confirmation.

Pricing

Is billing per second, or rounded up per minute?Rounding adds cost to every short call.
What is not included in the rate?Setup, phone numbers, integrations, transfers, analytics and support are often extra.
Is there a contract, minimum or overage fee?Ask for the total cost at your real call volume.

Setup and integrations

Can it book directly into our system?Live availability, appointment types and write-back — no parallel calendar.
Does connecting our software need the vendor’s approval?Open APIs you authorize yourself avoid partner-program delays.
How long until we’re live, and can we test first?You should approve the agent before any real caller reaches it.

Caller experience

Does it say it’s an AI?Disclosure in the first sentence, and a person available on request.
How are urgent calls escalated?Your rules, your people, with the caller’s details passed along.
What happens when it doesn’t know an answer?It should take a message or route the call — never guess.

Our answers

We publish our answers to the most important questions on our security page.

Why get answers in writing?

Privacy policies can change. Commitments in your agreement can’t change without you.

What’s the most important question for healthcare?

Whether the vendor signs a BAA covering every subprocessor — and when.

What should I ask about pricing?

Whether billing is per second, what isn’t included in the rate, and the total cost at your real volume.

What should I ask about integrations?

Whether it books into your actual system, and whether connecting it needs your software vendor’s approval.

How should a provider handle urgent calls?

With your written rules and your people, passing the caller’s details along, with a backup if nobody answers.

Should the AI say it’s an AI?

Yes. Disclosure up front and a person on request are signs of a responsible provider.

Does the checklist save my answers?

No. It runs in your browser. Use “Copy open questions” to keep a list.

Can I see 365vox’s answers?