AI phone assistant: answers, asks, hands over.
As of November 2026: MVXIM offers the setup to businesses. MVXIM's own number is not connected to an assistant yet.
What is an AI phone assistant?
An AI phone assistant is a voice AI that answers incoming calls for a business, says at the start that it is an AI, captures the request and, if the caller wishes, a callback number, and passes both to a person by fixed rules. Unlike an answering machine, which only records a message, it holds a short conversation, says that it is an AI and captures the request. Number, telephony and AI provider, hours and routing are set up for each business.
Who an AI phone assistant is for
- Businesses that miss calls because everyone is with a customer or on site
- Medical, dental and therapy practices with many appointment calls
- Law and advisory firms with many similar requests
- Companies that want to take requests outside business hours
- Teams that collect callback requests on paper today
What usually goes wrong
Missed calls
People who can't get through often try elsewhere.
Incomplete notes
Callback requests without a number or a request cost twice the time.
Unclear rules
Without defined routing, urgent calls reach the wrong person or nobody.
The call script in six steps
This is how a call with the assistant runs. We adapt the example sentences to your business.
Greeting with AI disclosure
The assistant names your business and says straight away that an AI is speaking.
"Hello, you've reached [your company]. I'm the AI phone assistant. I'll note what you need and, if you like, a callback number. How can I help?"
Request
One short follow-up is allowed when it is needed to understand the request. Nothing sensitive is asked.
"What would you like to achieve, or what do you need help with?"
Name
Only the name is asked for: no address, email or budget.
"What name should I note down?"
Confirm the callback number
The number is optional. It is read back slowly in blocks; if it is unclear, nothing is guessed.
"I didn't catch the number clearly. Would you like to repeat it, or continue without a callback number?"
Summarise
Name, number and request are read back and confirmed. After a correction, the assistant reads everything back again.
"I have noted: [name], callback number [number], request [short summary]. Is that right?"
Handover or close
Calls are connected only when forwarding is set up and works. Otherwise the call ends politely, without promising a callback time.
"Thank you. I have noted your request. I can't promise a fixed callback time. Goodbye."
What we set up for your business
| Area | What we agree with you | What it depends on |
|---|---|---|
| Phone number | Your existing number with call forwarding, or a new number | Your phone provider and plan |
| Telephony provider | Which service carries the calls, with a new or a ported number | Availability of numbers in the required country, costs and contract documents |
| AI provider | Which voice service holds the conversation | Call quality in testing, data protection documents and storage locations |
| Hours | Whether the assistant always answers or only when the line is busy or nobody picks up | Your business hours and who covers for you |
| Routing | Who may take calls, on which number, and what happens when nobody is available | Whether a handover to a person is set up and works in testing |
| Summary | How name, number and request reach you | The tools you already use, such as your inbox or CRM |
| Data protection | Recording and transcription stay off; the privacy notice is prepared | Provider, retention periods and the legal review |
Phone number
- Your existing number with call forwarding, or a new number
- Your phone provider and plan
Telephony provider
- Which service carries the calls, with a new or a ported number
- Availability of numbers in the required country, costs and contract documents
AI provider
- Which voice service holds the conversation
- Call quality in testing, data protection documents and storage locations
Hours
- Whether the assistant always answers or only when the line is busy or nobody picks up
- Your business hours and who covers for you
Routing
- Who may take calls, on which number, and what happens when nobody is available
- Whether a handover to a person is set up and works in testing
Summary
- How name, number and request reach you
- The tools you already use, such as your inbox or CRM
Data protection
- Recording and transcription stay off; the privacy notice is prepared
- Provider, retention periods and the legal review
Provider subscription or done for you?
| Criterion | Subscription, set up yourself | Set up by MVXIM |
|---|---|---|
| Call script | Usually a provider template, adapted by you | Written for your business, with the AI notice and your rules |
| Number and forwarding | You set them up | Agreed with you and set up |
| Testing before go-live | Your job | Test log: unclear numbers, silence, hang-ups, price questions, forwarding |
| Privacy information | Your job | Checklist with provider, purpose, retention periods and recipients |
Call script
- Usually a provider template, adapted by you
- Written for your business, with the AI notice and your rules
Number and forwarding
- You set them up
- Agreed with you and set up
Testing before go-live
- Your job
- Test log: unclear numbers, silence, hang-ups, price questions, forwarding
Privacy information
- Your job
- Checklist with provider, purpose, retention periods and recipients
Criteria, not prices.
How the setup works
Settle number and provider
Your existing number with call forwarding or a new number; we compare availability, costs and data protection documents.
Write the call script
Greeting with AI disclosure, questions, summary and close, following your rules.
Test with a test number
Unclear numbers, silence, hang-ups, price questions and routing are tested before a real call comes through.
Go live with a fallback
We switch over only once callbacks and handover to a person work, with a fallback to voicemail or a person.
What you get
- Call script with AI disclosure
- Number or call forwarding set up
- Rules for routing and callbacks
- Test log before go-live
- Checklist for the privacy notice
What the assistant does not do
- No promises on prices, appointments or contracts
- No orders accepted
- No sensitive data requested
- Never claims to be a person
- Never promises a callback time
- No recording or transcription until data protection and consent are settled
Data protection and AI disclosure
The assistant says at the very start that an AI is speaking. The EU AI Act (Art. 50) requires this too. Recording and transcription stay switched off until data protection and consent are settled. For your privacy notice you receive a checklist covering provider, purpose, retention periods and recipients.
AI phone assistant: frequently asked questions
Can the phone assistant answer calls 24/7?
Hours and availability depend on the selected telephony and provider setup. Continuous availability is not automatically included.
How are calls routed?
We agree which requests to capture and which people or teams should receive them. The implementation depends on the phone number and providers.
Will AI talk to our customers?
A phone assistant can answer calls and capture requests under rules you approve. We agree on the scope and providers before implementation.
Is it GDPR-compliant?
Compliance depends on your setup and contracts. We design for data minimisation and document which services process which data, so your data protection review has what it needs.
Does the caller hear that they are talking to an AI?
Yes. The assistant says at the very start that an AI is speaking. The EU AI Act (Art. 50) requires this too.
What does an AI phone assistant cost?
It depends on the provider, per-minute rates and scope. We don't publish fixed prices at the moment. After a conversation you receive a written scope with a quote.
Is an AI phone assistant suitable for a medical practice?
For recurring requests such as appointment wishes and callback requests, yes, provided the rules are narrow. The assistant gives no medical information and asks for no health details, only the caller's name, callback number and a short note of the request. Because practices handle specially protected data (Art. 9 GDPR), check providers, contracts and storage locations with your data protection officer before going live.
Can the assistant book appointments?
It makes no appointment commitments on the call; it records the appointment request as a note. Booking into your calendar can be set up as a separate automation project, following your rules.
Not answered here?
Talk to us about your project.
Write a few lines in the form or send an email. Not sure yet what you need? The project check asks five questions.
- You send the briefA few lines are enough to start.
- We read it properlyAnd reply with questions or a proposal for a first call.
- You get a clear scopeWhat we'd build, how long it takes and what it costs.
Not sure yet what you need? Take the project check