Where consistency becomes growth
Katexs
AGENT BUILD · MEDICAL · PALM BEACH FL

Reyes Family Medical Group

How Dr. Sofia Reyes stopped losing new patients to voicemail in 3 days.

40%
More new patient bookings
3 days
Build to live
Dr. Sofia Reyes — Physician
Dr. Sofia Reyes — Physician
Reyes Family Medical Group
★★★★★
The Problem

What was costing them before Katexs.

  • Front desk handling 60 plus calls per day with only 2 staff members — calls constantly missed.
  • New patients calling after 5pm hitting voicemail and never calling back.
  • Existing patients frustrated by long hold times — leaving for other practices.
“We were spending money on Google ads to get new patients and then losing them to voicemail. It was like filling a bucket with a hole in it.”
The Katexs Build

What we built — step by step.

We deployed a bilingual AI receptionist — fluent in English and Spanish — that answers every call to Reyes Family Medical Group within 2 seconds. The agent greets callers by practice name, handles new patient inquiries, answers common questions about services and hours, and books appointments directly into the practice calendar. Existing patients can request prescription refills and appointment confirmations without waiting on hold.

VapiElevenLabsClaudeGHLTwilio
  1. 1
    Day 1
    Call flow design and bilingual script written for medical intake.
  2. 2
    Day 2
    Vapi agent configured with ElevenLabs professional medical voice.
  3. 3
    Day 3
    GHL connected, calendar integrated, tested and live.
Workflow Diagrams

The actual build.

Live, draggable node diagrams — drag any node, watch the data flow.

NEW PATIENT INTAKE FLOW
1
Inbound Call
step 01
2
AI Answers in 2s
step 02
3
New or Existing Patient
step 03
4
Intake Questions
step 04
5
Appointment Booked
step 05
APPOINTMENT BOOKING
1
Appointment Requested
step 01
2
Calendar Checked
step 02
3
Slot Confirmed
step 03
4
SMS Confirmation
step 04
5
Reminder Sent 24hrs
step 05
EXISTING PATIENT FLOW
1
Existing Patient Calls
step 01
2
Account Identified
step 02
3
Request Type
step 03
4
Refill or Reschedule
step 04
5
Handled Automatically
step 05
AFTER HOURS HANDLING
1
After Hours Call
step 01
2
AI Answers
step 02
3
Urgent or Non-Urgent
step 03
4
Urgent Routed
step 04
5
Non-Urgent Scheduled AM
step 05
Verified Katexs Build
Every workflow shown is a real deployed system.
Built in 3 days
From brief submitted to client live.
NDA Protected
Client details shared with permission only.
The Results

What changed after going live.

40%
Increase in new patient bookings
0
Missed calls since deployment
3 days
Brief to live
“I was skeptical that an AI could handle medical calls professionally enough. Within the first week I had patients complimenting how smooth the booking process was. Nobody even knew it was AI. It is the best investment I have made in the practice.”
Dr. Sofia Reyes — Physician
Dr. Sofia Reyes — Physician
Reyes Family Medical Group
★★★★★

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