Patient enquiry
Phone or website
DATA HANDLING
Clear information.
Before patient data.
Understand the records, providers and access arrangements involved in a practice reception service.
THE PROPOSED SERVICE / INFORMATION FLOW
From a question to the people who need it.
Alice & providers
Conversation processing
Practice record
Agreed storage & access
Your reception team
Review and follow-up
A proposed deployment flow. The public website chat and dashboard use fictional records in browser memory. They are not a patient-record service.
WHAT THE SERVICE MAY RECORD
Only the information the workflow needs.
Enquiry details
Name, contact method, question, callback preference and follow-up status.
Conversation records
Recordings or transcripts where agreed, with the appropriate caller information.
Operational information
Call times, delivery status and technical logs needed to operate the service.
STORAGE, PROCESSING & ACCESS
Three questions. Three separate answers.
PRACTICE RECORDS
UK storage is the specified arrangement.
The production setup must identify the UK hosting region for patient records and document who can access them. This website prototype does not verify a production database.
A UK storage location does not establish where all voice, AI processing, provider logs or support access occur.
BEFORE ACTIVATION
Check the complete provider chain.
- Telephone and website providers
- Voice, transcription and AI processing
- Record storage, backups and retention
- Named access, support access and recipients
- Applicable international transfer arrangements
Vapi distinguishes customer call artifacts from internal operational logs; custom storage does not move every category of data. Vapi’s data-flow documentation
YOUR DEPLOYMENT RECORD
What we confirm with your practice.
Who controls and processes patient information?
Your practice normally determines the purposes and instructions for patient records. The service roles, providers and processing instructions are documented in the applicable data processing agreement before live use.
Who can see summaries and full conversations?
Agree named recipients and user roles. The intended dashboard requires authenticated access; the public sample has no patient data and is not a secure production workspace. Full recordings should not be copied into routine email summaries.
How long are records retained?
Your retention, deletion, backup and end-of-contract return arrangements must be specified and tested for the chosen systems. The public demo retention policy is separate from your patient-record policy.
Does working remotely mean accessing patient data from China?
Operating location alone does not establish data access. Any actual support or administrative access must be documented separately, with the appropriate controls and transfer arrangements.
What can we review before going live?
The service scope, provider and location list, processing terms, access roles, retention instructions, recording notices and the results of handover and fallback tests.
For the public website, voice demonstration and business enquiries, read our Privacy notice.
BUILT AROUND YOUR PRACTICE