Question 1

How long does deployment take?

Accepted Answer

Most deployments are configured and live within 2–4 weeks. Timelines depend on integration complexity and the number of intake types being automated — simpler single-questionnaire deployments can go live sooner. We work to your timeline, not ours.

Question 2

What deployment models do you offer?

Accepted Answer

Vokalith offers two deployment models. Fully hosted: we operate the platform end-to-end on our infrastructure so your team can go live without managing servers. BYOK (client-hosted): you host the platform on your own servers so intake workflows and data remain in your environment. Both models deliver the same Aeris interview and reporting capabilities — choose based on your security, data residency, and operational requirements.

Question 3

How does the implementation process work?

Accepted Answer

We start with a discovery session to map your existing pre-evaluation or clinic intake workflows, then configure questionnaires, report templates, Aeris call windows, and integrations, and run a validation period before go-live. You define how your processes work — we build around them.

Question 4

Do we need technical resources on our side?

Accepted Answer

No engineering team is required. We handle configuration and integration end-to-end. You'll need a point of contact who understands your current intake workflows and can review outputs during validation.

Question 5

Can we run a pilot before full deployment?

Accepted Answer

Yes. We offer structured pilots scoped to a single intake type or evaluation office. Pilots are designed to validate performance against your actual patient data before any broader rollout commitment.

Question 6

Is Vokalith suitable for smaller organisations, or only large ones?

Accepted Answer

Vokalith is built to scale with you — from a small evaluation office or clinic processing dozens of intakes a week to an insurance partner or TPA handling thousands. Pricing and configuration are scoped to your volume, not to a minimum headcount or company size.

Question 7

What ongoing support is included after go-live?

Accepted Answer

Every deployment includes a dedicated onboarding period with direct access to our team. Post-launch, we provide ongoing support through a named account contact, defined response SLAs, and regular check-ins to monitor performance and iterate on questionnaires and reports.

Question 8

How is our data secured?

Accepted Answer

Vokalith treats voice AI interview content, medical documents, and claim reports as sensitive health information. PHI is encrypted in transit and at rest. We maintain administrative, technical, and physical safeguards appropriate to our role as a technology vendor, including role-based access controls and full audit logging. Every intake session, workflow trigger, and system action is recorded and accessible through the operations dashboard.

Question 9

Who is responsible for healthcare and regulatory compliance?

Accepted Answer

Vokalith provides a HIPAA-ready voice AI intake platform built for healthcare workflows — encryption, access controls, and audit logging — with BAAs available for partners who need them. Clients remain responsible for their healthcare compliance programs and regulated data governance. Vokalith provides the technical safeguards and executes the responsibilities defined in the agreement, including a Business Associate Agreement when required.

Question 10

Does Vokalith have a HIPAA-ready architecture?

Accepted Answer

Yes. Vokalith voice AI intake is HIPAA-ready: BAAs are available, PHI is encrypted in transit and at rest, and audit logging is built in. We offer a Business Associate Agreement (BAA) for customers who require one, and we work under BAAs with key processors that handle PHI (including our cloud and voice providers).

Question 11

What about IME / evaluation-office workflows — do those require HIPAA?

Accepted Answer

Independent medical examinations ordered for workers' compensation or disability purposes can sit in a gray area. When Vokalith handles pre-evaluation medical-history voice AI intake for an insurer or TPA, that is often insurance claims processing, not healthcare treatment. However, if the evaluation provider is a covered entity under HIPAA and shares protected health information with Vokalith, a Business Associate Agreement (BAA) is available and can be executed as part of onboarding.

Question 12

Do you offer a Business Associate Agreement (BAA)?

Accepted Answer

Yes. We offer a Business Associate Agreement (BAA) for customers who require one. We also work under BAAs with key processors that handle PHI, including our cloud and voice providers.

Question 13

Is the platform suitable for insurance partner and TPA environments?

Accepted Answer

Yes. The platform is built with the data sensitivity of insurance partner and TPA operations in mind — PHI encrypted in transit and at rest, structured audit trails, access controls, and BAAs available when partners need them.

Question 14

Where is our data stored?

Accepted Answer

In fully hosted deployments, data is stored in encrypted, access-controlled infrastructure operated by Vokalith. In BYOK deployments, the platform and data remain on your servers under your control. Data residency and retention requirements are confirmed during onboarding for either model.

Question 15

Who at Vokalith has access to our data?

Accepted Answer

Access to client data is restricted to authorised personnel on a strict need-to-know basis. All access is logged, role-controlled, and governed by internal data handling policies.

Question 16

What is Aeris?

Accepted Answer

Aeris is Vokalith's voice AI agent. Aeris interviews patients by phone or Aeris web call before a scheduled medical evaluation (or for pre-visit / post-visit intake when configured), collects structured medical history — conditions, treatment, limitations, employment, records, prep, and more — so the system can generate a report for the office or partner team.

Question 17

Which audiences does Vokalith support?

Accepted Answer

Vokalith is a HIPAA-ready voice AI intake platform for clinics, insurance partners, and evaluation offices — focused on pre-evaluation medical-history interviews. Pre-visit and post-visit voice interviews can also be configured when needed.

Question 18

How can intake interviews be held?

Accepted Answer

Three voice channels: (1) Outbound phone — within office call windows only; the scheduler auto-dials and Aeris conducts the interview (retries, max attempts, optional email reminders) — no staff dialing. (2) Inbound phone — the patient calls Aeris when ready; known patients continue or start the interview; unknown numbers get a polite redirect or transfer. (3) Aeris web call (via secure link) — consent, date of birth, then a live voice call with Aeris (not a form). Patients can use inbound or an Aeris web call on their schedule; outbound stays inside office hours.

Question 19

Can sessions be paused and resumed?

Accepted Answer

Yes. If a call is interrupted, Aeris calls back within about a minute. The patient can also call Aeris again anytime or finish on an Aeris web call via secure link. Progress continues from unanswered questions across channels (for example, start on phone, finish on an Aeris web call). Reports stitch transcripts from Aeris web call, outbound, and inbound.

Question 20

What is the intake lifecycle?

Accepted Answer

Typical flow: patient is created → intake is completed → report is generated and sent. Statuses move from pending → interviewed → report sent so your team always knows where each file stands.

Question 21

Are questionnaires, structured history, and reports configurable?

Accepted Answer

Yes. Questionnaires are dynamic — they can be generated or deleted for various intake types. The structured history Aeris collects and the reports Vokalith generates are both configurable to your requirements, including templates for clinics, insurance partners, and evaluation offices.

Question 22

Can staff upload medical documents?

Accepted Answer

Yes. Staff can upload medical documents into the patient file for reference. Evaluation-prep summaries are generated from the Aeris interview, not from the uploaded PDFs.

Question 23

Does Vokalith replace our existing EHR or claims system?

Accepted Answer

No. Vokalith integrates with your existing systems — EHR, claims platforms, scheduling, and case management — rather than replacing them. Structured intake data and reports flow into the tools your teams already use.

Question 24

Does the AI support multiple languages?

Accepted Answer

Yes. Aeris voice interviews can be conducted in multiple languages — useful for diverse patient populations. Structured output is produced in English regardless of the language the interview was conducted in.

Question 25

Can we access transcripts and records of all interactions?

Accepted Answer

Yes. Every voice AI intake interaction generates a structured record including a full transcript, extracted data fields, workflow outcomes, and timestamps. Multi-channel sessions are stitched into a single history. All records are accessible through the operations dashboard and can be exported.

Question 26

How is Vokalith priced?

Accepted Answer

Pricing is based on intake volume, number of workflows, and integration scope — not on company size. Small teams pay for what they use. Contact us for a quote specific to your organisation.

Question 27

Is there a minimum contract term?

Accepted Answer

Contract terms are discussed during the briefing based on your deployment size and requirements. We offer flexible arrangements for organisations starting with a single workflow pilot.

Question 28

Do you offer a free trial or pilot?

Accepted Answer

We offer structured pilot engagements rather than open-ended free trials — scoped to a specific workflow, with defined success criteria agreed upfront. This approach produces more useful results than a generic trial.

Voice AI intake FAQ

Implementation & Onboarding