Honest comparison
CAi vs Receptionist
Cost, availability, integrations and ROI. Everything you need to decide which option is right for your clinic.
€199
CAi / month (all inclusive)
€2,000+
receptionist / month (salary + SS)
Feature comparison
| Feature | CAi | Receptionist |
|---|---|---|
| Monthly cost | ✓ €199/month (all inclusive) | — €1,800–2,400/month (salary + SS + sick leave) |
| Availability | ✓ 24/7, including public holidays and vacations | — 8–9 working hours, Mon–Fri |
| Simultaneous calls | ✓ Unlimited (no waiting) | — 1 at a time (others wait or hang up) |
| Response time | ✓ Instant | — 30–90 seconds average wait |
| Calendar integration | ✓ Automatic (PracticeHub, Cliniko, etc.) | — Manual, possible errors |
| Automatic reminders | ✓ WhatsApp + SMS automatic | — Manual, time-consuming |
| Natural conversation and empathy | ≈ High (conversational voice, no rigid scripts) | ≈ Very high (real human connection) |
| Complex case management | — Escalates to human team if needed | ✓ Own flexibility and judgement |
| Sick leave, holidays, turnover | ✓ Never | — Frequent — requires cover or missed calls |
| Onboarding | ✓ 48h to be operational | — 2–4 weeks to full productivity |
| Scalability (more locations) | ✓ Immediate, same cost per location | — Requires hiring per location |
| Metrics and transcriptions | ✓ Full dashboard: all calls recorded | — No automatic visibility |
When to choose each option?
CAi is better if...
- ✓ You receive calls outside opening hours
- ✓ Your budget for reception is under €500/month
- ✓ You want 24/7 coverage without overtime
- ✓ You have or plan to have multiple locations
- ✓ You want automatic metrics and transcriptions
- ✓ You have high no-show rate (CAi sends automatic reminders)
The receptionist is better if...
- → Your clinic handles many complex cases requiring human judgement
- → The receptionist also performs administrative tasks in person
- → Very high call volume with unusual questions
- → Your patients specifically prefer human interaction and you can afford it
The real cost of a receptionist
The salary on the payslip is just part of it. The true employer cost includes:
| Item | Monthly cost |
|---|---|
| Base salary | €1,400 – €1,700/month |
| Social security (employer) | €490 – €595/month |
| Holiday replacement | ~€200/month average |
| Training and onboarding | €100/month amortised |
| Absences and sick leave | €140/month average |
| True total (employer cost) | €2,330 – €2,890/month |
| CAi (all inclusive) | €199/month |
Potential savings: €2,100 – €2,700/month if you replace or reduce the receptionist.
Frequently asked questions
Does CAi completely replace a receptionist? ↓
In most clinics (1–3 treatment rooms), yes. CAi handles 80–90% of inbound calls: bookings, cancellations, rescheduling, information queries. For clinics with very high administrative complexity, CAi reduces the receptionist's workload but may not fully replace them.
What happens if a patient calls with an emergency? ↓
CAi detects the urgency and immediately redirects to the human team or emergency services if configured. No patient is left without guidance. You can set up escalation rules for specific situations.
Does CAi really integrate with my appointment calendar? ↓
Yes. CAi integrates with PracticeHub, Cliniko, Jane App and other software. It checks your real availability in real time and books, modifies or cancels appointments without needing you to intervene. We manage the full technical integration during onboarding.
Can I have both CAi and a part-time receptionist? ↓
Yes. The most common combination is CAi for all off-hours calls + a part-time receptionist for in-person administrative tasks. This reduces total cost by 60–70% compared to a full-time receptionist while maintaining human capacity for complex cases.
What if my patients are not comfortable with AI? ↓
CAi uses a natural, friendly voice — not a robotic one. Most patients do not realise they are talking to an AI until told. If a patient insists on speaking to a person, CAi immediately escalates the call. In practice, acceptance is very high even among older patients.
See for yourself before deciding
Try CAi for free. No credit card. No commitment. CAi reads your clinic's website and calls you in 30 seconds.
The demo is free.