How it works
A calm, deliberate path to launch.
We do not flip a switch and hope. Soluna is designed, configured, and tested against your real front desk before a single patient hears it. Here is the full journey, stage by stage.
Six stages, one continuous conversation.
Each stage has a clear owner and a clear exit. You see the work, approve the scope, and stay in control from the first call to the first month of live traffic.
01
Discovery
Understand your clinic and your calls.
02
Design
Shape answers, tone, and boundaries.
03
Integration
Connect telephony, CRM, and scheduling.
04
Testing
Rehearse real scenarios, then approve.
05
Launch
Go live in a measured, limited way.
06
Optimization
Review, refine, and expand carefully.
Stage by stage
What actually happens at each stage.
Open any stage for the technical detail. The summary is for your director; the detail is for whoever owns your systems.
- 01
Discovery
We learn how your front desk really works: the calls you receive, the questions patients ask, the systems you run, and the moments you most often miss.
Technical detail
- A structured working session maps your call patterns, peak hours, and the administrative questions that repeat every day.
- We inventory the systems in scope: telephony or PBX, CRM, and any scheduling tool, along with who administers each one.
- We agree the scope of what the receptionist may and may not say, and where every conversation should hand off to a person.
- 02
Design and configuration
We write and configure the receptionist for your clinic: the approved answers, the tone, the bilingual behavior, and the safe boundaries around clinical questions.
Technical detail
- Approved responses are drafted for your administrative questions, reviewed with you, and locked so nothing is improvised.
- Language behavior is configured to detect the caller and respond in natural European Spanish or English.
- Conversation boundaries are defined so clinical judgment is never attempted and sensitive requests route to your team.
- 03
Integration
We connect Soluna to the systems you approved, using credentials that belong to your clinic and only the access each task genuinely needs.
Technical detail
- Connections to telephony, CRM, and scheduling are established with tenant-specific credentials provisioned for your clinic.
- Access is scoped to the minimum each function requires, rather than broad or shared permissions.
- Where a direct scheduling integration is not supported, the receptionist creates a structured request for a person to confirm.
- 04
Testing and approval
We rehearse real situations together, from routine questions to awkward edge cases, and you sign off before anything touches a live line.
Technical detail
- Scenario testing covers common requests, language switching, out-of-scope questions, and handoff to your staff.
- We review recordings and records with you to confirm answers, routing, and the data written to your systems.
- Nothing goes live until you have formally approved the behavior and the scope.
- 05
Controlled launch
We go live in a measured way, often starting with after-hours or overflow, so the first real calls are observed closely and nothing is left to chance.
Technical detail
- Initial traffic is limited by time window or call type so early performance is easy to observe and adjust.
- We monitor the first live conversations and the records they produce, and correct quickly where needed.
- Scope widens only once the controlled phase is behaving the way you approved.
- 06
Optimization
We keep improving: reviewing conversations, refining answers, and expanding scope only when the results justify it. This is an ongoing partnership, not a handover.
Technical detail
- Regular reviews look at how calls resolve, where patients hesitate, and which answers to sharpen.
- Refinements are agreed with you before they ship, so the receptionist stays aligned with how your clinic actually operates.
- New capabilities and integrations are added deliberately, when they are compatible and genuinely useful.
What to expect from us.
Honesty is part of the product. A few things we will and will not promise.
No invented deadlines
Timelines depend on your systems and the scope you choose. We will give you a realistic plan, not a number designed to win a signature.
You approve every step
Nothing reaches a patient without your sign-off. The scope is yours to set, narrow, or widen at any point.
We measure before we expand
We start small, watch the real calls, and grow the scope only when the evidence supports it.
See the first stage for your clinic.
A private demo is the simplest way to start discovery. Hear the receptionist, then tell us how your front desk really runs.