The Intake Pain
Frontline teams spend too much time on verification before meaningful work can begin. Calls stretch longer than they should. Errors slip in when staff rush through data entry. And because intake consumes so much bandwidth, customers wait longer for the help they really need.
A Hybrid Intake Flow That Works
The solution is simple: keep the human hello, then automate the grind.
- A human greets the caller, sets the tone, and explains what comes next.
- With consent, a voice agent captures standardized details like ID, coverage checks, service area, availability, and caregiver contacts.
- The AI caller writes directly into your CRM, EMR, or scheduling system, producing a clean one-screen summary.
- The human returns for exceptions, emotions, or final commitments.
This balance preserves human warmth while eliminating wasted minutes on tasks software handles better.
What Callers Experience
A sample handoff makes it clear:
Human: “Hi , thanks for calling. I’ll confirm a few details, then our assistant will gather the quick checklist so I can schedule you faster.”
Agent: “With your permission, I’ll verify your info. Is this still your preferred phone number ending in 4821?”
The caller stays engaged, not rushed. The staff member remains available for the moments that matter.
Proof of Impact
Organizations piloting this workflow have seen:
- Shorter average handle times
- Higher first-contact resolution
- Fewer data entry errors
The results are consistent across healthcare intake, financial account verification, insurance eligibility checks, and logistics scheduling.
Why Fluents Is Built for Intake
Fluents.ai was designed for workflows like this. Our AI callers handle structured questions with sub-20 millisecond latency, multilingual voices, and natural conversation flow. They integrate directly with your CRM, EMR, or OMS, updating systems in real time. And when escalation is needed, they hand off instantly to a human with full context.
Unlike generic bots, Fluents doesn’t require costly migrations or heavy customization. You can launch in one intake queue and expand as results prove themselves.
How to Get Started
- Map your top intake questions
- Define the stage gates where humans return
- Connect Fluents to your existing systems
- Pilot with one queue or time window and measure the results
