What the agent handles
- Books tours and lunch visits
- Explains suites and care levels
- Takes waitlist enquiries
- Relays messages to residents
- Emails suite and service details
Health and wellness
AI receptionist for retirement residences
Books tours for families looking at senior living, answers questions on suites, care levels and meals, and connects residents' families with the right staff.
CallerWe're looking at places for my father. Can we come see a suite this weekend?
CallerDoes your residence have memory care or is it just independent living?
CallerI've been trying to reach my aunt in two-fourteen, her phone isn't picking up.
Where calls go
Sales and toursResident careNursingDiningReception
Warm transfer: When a family member can't reach a resident and is worried, the agent warm-transfers to the care desk so staff can check on them.
What it books
Tours and move-in consultations
Why retirement residences miss calls, and what an AI receptionist changes
Retirement residence calls come from two very different groups. Adult children researching senior living, usually after work or on the weekend, want to know about suites, care levels and whether there's a waitlist. Families of current residents call reception all day to reach a parent whose phone isn't picking up, pass on a message about a doctor's appointment or ask the care desk a question. Reception is also greeting visitors and signing in contractors, and the person who books tours is often walking another family through a model suite.
A RealVoice AI receptionist answers both kinds of call. For prospective families, it explains your suite types, independent and assisted living, memory care if you offer it, meal plans, activities and what the monthly fee includes, from your own information, then books a tour or a lunch visit and emails the suite and service details. It takes waitlist enquiries with the move-in timing and care needs, so your sales team calls back with what matters. For families of residents, it takes messages for reception to deliver and routes care questions to the right desk.
As part of setup, the team connects it to your suite availability list, so it can tell a family which suite types are open right now. It won't hold a suite, quote a rate you haven't given it or say whether a resident's care needs can be met; those belong to your sales and care teams. When a family member can't reach a resident and is worried, it warm-transfers to the care desk so staff can go and check, with a private summary of who's calling and why.
Example call, start to finish
- CallerHi, we're looking at places for my father. Could we come and see a suite this weekend?
- AI receptionistOf course. We have tours Saturday at 11:00 and 2:00, and the 11:00 tour can include lunch in the dining room if you'd like to try the food. How many will be coming?
- CallerThree of us, plus Dad. The 11 with lunch sounds good. Does he need to be fully independent? He's starting to forget things.
- AI receptionistThanks for telling me. We offer independent and assisted living here, and our care team meets each person before move-in to talk about their needs. I'll note the memory concerns so Heather, who leads tours, can bring our care manager into the conversation on Saturday.
- CallerThat would help. Is there a waitlist?
- AI receptionistRight now there's a one-bedroom open in assisted living and a short waitlist for studios, and Heather will go over both with you. You're booked Saturday at 11:00 with lunch for four, and I'll email you the floor plans and our care level guide now.
After the call: The tour is in the RealVoice schedule with the party size, the lunch and the memory concerns noted. Heather gets a text and email so she can bring the care manager, the family has a confirmation text and the emailed floor plans, and the call summary and recording are in the portal.
How it fits your day
- Weekend tour requests
- Families do their research on Saturday and Sunday. Tours and lunch visits are booked then, not left for Monday's voicemail.
- Calls for residents
- Messages for residents are taken and passed to reception, and a family that can't reach a parent and is worried is put through to the care desk.
- Waitlist enquiries
- Callers planning a move in six months or a year are taken through your waitlist questions, so sales calls back with the right suite and care level in mind.
- After a hospital stay
- Families needing a short respite stay or a quick move after a hospital discharge are flagged as urgent for the sales and care teams.
Your software
Today it books tours, lunch visits and move-in consultations into the RealVoice schedule in the portal, keeps every resident message and family enquiry there, and texts confirmations. If your residence runs PointClickCare, Yardi Voyager Senior Housing, Eldermark or MatrixCare, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
A suite, once filled, stays filled for years, so one family who tours with you and moves in is worth years of monthly fees. Families often tour several residences before deciding, and the ones they can't reach on a Saturday tend to come off the list. If one tour request a week goes unanswered and even a few of those would have moved in, the cost shows up as empty suites, not missed calls. Use the missed-call calculator on our homepage with your residence's suite fees and tour numbers.
Questions retirement residences ask
Can it book tours and lunch visits?
Yes. It books into the tour times you set, notes who's coming and what they're interested in, and texts and emails the family a confirmation with directions and parking.
Can it explain independent living, assisted living and memory care?
It explains what each level means at your residence, using your descriptions, and what the monthly fee includes if you share it. Whether a particular person fits a care level is left to your care team's assessment.
How do families reach residents?
It takes the message and passes it to reception for delivery, or transfers to the resident's floor if you allow it. Worried callers who can't reach a resident are put through to the care desk.
Will it tell callers about vacancies?
Yes. Once your availability list is connected during setup, it tells callers which suite types are open now and which have a waitlist. It doesn't hold or promise a particular suite; it books a tour or takes a waitlist enquiry so your sales team can follow up.
Is it patient with older callers?
Yes. Many callers are residents or their spouses. It speaks clearly, repeats details when asked and never hurries anyone off the line.
Hear it as your own retirement residence's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.