AI virtual receptionist
for medical practices
The Duck never loses a patient. Or a document. Or an appointment.
Free · No commitment · 30 minutes
Industry Pain Points
The problem
PEC inbox that requires a medical degree to triage
Referrals, test results, insurance requests, administrative notices, all arriving in the same PEC inbox, all equally urgent-looking, none of it sorted. Your practice manager spends an hour every morning just reading and categorising.
Patient cases managed across email, paper and memory
A patient's full picture is split across incoming emails, printed referral letters, test results in one folder and follow-up notes in another. Assembling a complete case for a consultation means 20 minutes of hunting.
Appointment scheduling still running on callbacks and Post-its
Patient calls, leaves a message, your receptionist calls back, plays phone tag for two days. Meanwhile the slot sits empty and another patient couldn't get in. You lose consultations to administrative friction.
Capabilities
What your Duck does
PEC Intake Automation
Reads every incoming PEC, classifies it by type (referral, test result, insurance, administrative), extracts the patient reference and routes it to the correct case file or staff member instantly.
Case Lifecycle Management
Full patient case tracked from first contact to discharge: documents filed, timeline maintained, open actions flagged. Every consultation starts with a complete picture.
Appointment Scheduling
Online booking with real-time slot availability, automated confirmation and reminder messages, waitlist management. Eliminates phone tag and reduces no-shows by 30-40%.
Medical Report Generation
Drafts structured reports from consultation notes, anamnesis, findings, recommendations, in your practice's standard format. You review and sign. Drafting time drops from 20 minutes to 3.
Patient CRM
Full patient history, communication log, scheduled follow-ups, consent forms, all in one place, searchable in seconds. GDPR-compliant with automated retention management.
The Process
How it works
Analysis
We map your practice: PEC volume and types, patient case workflow, scheduling system, documentation standards. We identify the highest-friction points, typically PEC triage and case assembly.
Build
Il Polpo builds your Duck, connecting your PEC, scheduling platform, document storage and patient CRM into one intelligent system. 2 to 4 weeks, with particular attention to GDPR compliance.
Activation
Your Duck goes live with full GDPR documentation in place. Staff training, 30-day support. Your administrative team stops drowning in paper and your consultations start on time.
The Duck in Action
A medical-legal practice managing 5 case types across insurance claims, legal proceedings and clinical assessments. Before the Duck: manual PEC triage, cases spread across email threads, reports drafted from scratch. After 60 days:. Each agent is built for your industry.
FAQ
Frequently Asked Questions
What is a dedicated AI agent and how is it different from a chatbot?
A dedicated AI agent is an autonomous system built by Astra Digital around your business and the way you work. Unlike generic chatbots or ChatGPT wrappers, each agent has persistent memory, integrates with your existing tools (email, CRM, Google Drive, WhatsApp), learns your business context over time and works 24/7, while you keep the last word on messages and payments. Astra AI builds its agents on this principle.
Does the Duck handle patient data in compliance with GDPR and Italian health data regulations?
Yes. Health data receives the highest level of protection under our architecture, stored on European servers, processed in isolated per-patient pipelines, with explicit consent tracking and automated retention management. We provide full DPA documentation and a GDPR compliance report as part of the setup. For practices operating under specific regional or sector regulations, we map requirements during the analysis phase.
Can the Duck integrate with our existing EMR or practice management software?
We have integration patterns for major Italian practice management platforms including Dedalus, Zucchetti HC and similar. For non-standard systems, we typically use API, database connectors or structured export/import. The integration approach is assessed during the analysis phase before we commit to a timeline.
Is our patient data safe? Where is it stored?
All patient data stays on European servers (AWS eu-west-1 or Azure West Europe). We never send health records to American AI providers. Processing runs on isolated per-patient pipelines. Access is role-based, auditable and can be segregated by practitioner if you share a practice.
How long does it take to set up?
From signed contract to live Duck: 2 to 4 weeks. Medical practices typically require slightly more setup time due to GDPR documentation requirements and integration with practice management software. We account for this in the project plan.
Can I cancel if it doesn't work out?
Monthly subscription, cancel anytime with 30 days notice. No lock-in contracts. Data export in a standard format is provided on cancellation.
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