A hack to get more appointments in 5 mins

Hey friends - Chris here, founder of Aeva AI Receptionist for Cliniko.

I’m writing this weeks update and reflecting on how far Aeva has come. I’ve been thinking a lot about how our customers are actually using Aeva day to day, call to call.

We’ve come a long way from just answering phones. Aeva’s becoming the first impression, the safety net, and in some cases, the most reliable part of the front desk.

What follows are three real stories smart moves, surprising reactions, and the kind of feedback that reminds me we’re on the right path.

This one came from a clinic owner who hasn’t even pulled the trigger on this yet. But when I heard it, I thought: everyone needs to know about this.

Here’s the idea:

They’re planning to update their business hours on Google Maps to say they’re open from 6am to 10pm. Not because their team works those hours. But because Aeva does.

And they’re right. Since we answer calls 24/7, why not show up as open when people are searching?

Imagine someone Googling “physio near me” at 9:15pm. Every other clinic shows as closed. But yours? “Open.” That means you get the call. You get the booking. Even if the appointment itself happens the next day.

The clinic will clarify in their AI’s FAQ knowledge: “Phone service hours are 24/7. Treatment hours are from 9am-4pm.” No misleading anyone, just smart positioning.

They haven’t rolled it out yet, but I’m already obsessed with this. It’s the kind of thing that doesn’t cost a cent but can completely change your visibility.

If you’re running Aeva, try this. I think it’s a bloody good idea. I’d love to hear how it goes for you.

We’ve changed her name for storytelling purposes, but this call really happened and it’s been on my mind all week.

Eleanor is 86 years old. A returning patient at a new clinic who has recently set up Aeva AI Receptionist at their practice. Eleanor picked up the phone to make an appointment, like she’s done dozens of times before.

But this time, something was different.

When she called, she was met with an AI receptionist who answered the phone and greeted her by name:
“Hi Eleanor, thanks for calling, I’m Ava an AI receptionist from X clinic. how can I help you today?”

She said she’d like to make an appointment.

Then Aeva asked:
“Great, would you like to see the same practitioner as last time?”

Eleanor said yes.

Naturally, she expected the usual back-and-forth that comes next. Confirming her name, spelling it out, repeating her phone number, re-explaining everything from scratch.

But instead, Aeva asked:
“Will this appointment be for yourself Eleanor?”

She paused, surprised. “Yes,” she said.

And when she offered her phone number just to be safe, Aeva responded:
“That won’t be necessary, I already have all your details on file.”

That moment landed hard for her.

When she came into the clinic, she couldn’t stop raving to the staff about how impressed she was with their AI receptionist and how much of pleasant and efficient experience it was.

She was amazed. Not just because it worked, but because it felt easy. It felt like someone had paid attention. It felt personal.

And this was Eleanor’s first time ever speaking with AI.

She didn’t talk about how “real” it sounded. She didn’t comment on the tech. What she remembered was how smooth it was. How thoughtful. How human it felt.

That’s the goal.

Not to impress people with how clever our AI is. But to make someone like Eleanor (someone who didn’t expect much more than a voicemail) walk away feeling taken care of.

We build for that moment. Every time.

One of the most interesting things I’ve been noticing lately is how differently our customers are choosing to use Aeva.

Some have gone all in making Aeva the first point of contact for every call. These range from solo practitioners who’ve never had a receptionist, all the way up to larger clinics with busy front desks and multiple staff.

For these teams, Aeva isn’t just a patch, it’s their front line. Calls come to Aeva first, always. And their human staff? They follow up when needed. They focus on face-to-face care. They grow the business. They don’t get yanked out of a conversation because a phone starts ringing.

It’s not just efficient. It’s deliberate. It says: we value uninterrupted care, and we trust our tech to triage the rest.

Then there’s the other 50% of clinics. They use Aeva a bit differently, and honestly, just as powerfully.

They don’t send every call to Aeva right away. But when they’re in a consult, or away from the desk, or slammed with admin work, Aeva steps in instead of voicemail.

No “sorry we missed you.” No generic “to book, please visit our website”

Just a polite, professional voice ready to help, every time.

It’s the kind of backup that never flakes, never clocks out, never drops the ball.

Whatever the setup, here’s the takeaway: Aeva isn’t a one-size-fits-all tool. She’s adaptable. She fits into your workflow, not the other way around.

That flexibility is what makes her work in real clinics, with real people, on real phones.

Every clinic I speak to uses Aeva a little differently. That’s the magic of it.

Some see it as their front desk. Others as their safety net. Some are getting clever with how they show up online. And then there are moments, like Eleanor’s call where AI doesn’t just work, it wows.

We’re not here to replace people. We’re here to take pressure off, make businesses run smoother, and create experiences that actually feel better.

If you’ve got a story about how Aeva is helping you show up stronger, I’d love to hear it.

Let’s keep building this together.


Keep innovating 💪,

Chris Baxter

co-founder, Aeva AI Receptionist for Cliniko
www.aevaai.com