Eva AI Implementation Guide: What to Expect

Implementing new technology can feel daunting. This guide walks you through exactly what to expect when you start with Eva AI, from signup to going live.

Implementation Timeline

Most practices go from signup to live in 5-7 business days:

Day	Activity	Time Required
1	Kickoff call and configuration	30-45 minutes
2-3	Eva AI setup (we do this)	0 minutes (your time)
4	Review and testing	20-30 minutes
5	Staff training	15-20 minutes
6-7	Soft launch (after-hours only)	Monitoring
8+	Full deployment	Live!

Total time investment: ~90 minutes of your time over one week

Day 1: Kickoff Call

Your implementation specialist will walk you through:

Information We'll Gather

• Practice basics: Name, location(s), hours, contact info
• Services offered: Menu of treatments, pricing, duration
• Booking rules: Which services can be booked directly vs. require consultation
• Calendar system: Google Calendar, Outlook, or practice management software
• Staff/providers: Who can be booked, their specialties
• Common questions: FAQs patients ask, your standard answers

What to Have Ready

• Service menu with prices
• Business hours (regular and holiday)
• Calendar login credentials
• List of providers/staff who see patients
• Any booking restrictions or rules

Days 2-3: Configuration

Our team configures Eva AI while you focus on your practice:

What We Set Up

• Voice personality: Friendly, professional tone matching your brand
• Knowledge base: Your services, pricing, policies, FAQs
• Calendar integration: Real-time sync with your scheduling system
• Booking logic: Duration per service, buffer times, provider matching
• Confirmation messages: SMS and email templates
• Escalation rules: When to transfer to human staff

Customization Options

• AI voice and speaking style
• Greeting and sign-off scripts
• Hours and availability messaging
• Deposit requirements
• Cancellation policy communication

Day 4: Review and Testing

Before going live, you'll test everything:

Testing Scenarios

1. New patient booking: Call and book an appointment from scratch
2. Service questions: Ask about pricing, what's included
3. Schedule inquiries: "What times do you have available Thursday?"
4. Edge cases: Requests outside business hours, fully booked days
5. Cancellation/reschedule: Modify an existing appointment

What to Look For

• Does AI sound natural and on-brand?
• Are answers accurate?
• Does booking work correctly?
• Do confirmations send properly?

Refinements

Based on testing, we'll adjust:

• Wording and phrasing
• Knowledge base gaps
• Booking logic tweaks
• Any edge cases discovered

Day 5: Staff Training

Brief training ensures your team knows how to work alongside Eva AI:

Training Covers

• Dashboard overview: Where to see calls, bookings, and analytics
• Handling escalations: When AI transfers to human, what info is provided
• Monitoring: How to spot-check AI performance
• Feedback loop: How to report issues or request changes

Staff Concerns We Address

• "Will AI replace me?" — No, it handles routine calls so you can focus on patients
• "What if it makes mistakes?" — You can review all interactions and we fix issues quickly
• "Can I still take calls?" — Yes, AI handles overflow and after-hours; you take calls when available

Days 6-7: Soft Launch

We recommend starting with after-hours only:

Soft Launch Approach

• Phase 1: Eva AI answers all calls outside business hours
• Phase 2: Add overflow handling during busy periods
• Phase 3: Full deployment for all calls (if desired)

Why Soft Launch Works

• Low risk—your staff handles daytime calls normally
• Immediate value—captures after-hours bookings (previously lost)
• Builds confidence before full rollout
• Identifies any remaining issues in low-stakes environment

Day 8+: Full Deployment

After successful soft launch, expand to full operation:

Deployment Options

• After-hours only: AI handles evenings, weekends, holidays
• Overflow: AI picks up when staff is busy with patients
• Primary: AI handles all calls, staff focuses on in-person care
• Hybrid: Combination based on your preference

Ongoing Optimization

After go-live, we continuously improve:

• Weekly check-ins for the first month
• Performance reviews and adjustments
• New FAQ additions based on real calls
• Seasonal updates (holiday hours, promotions)

Technical Requirements

What you need for Eva AI to work:

• Phone system: Any system that supports call forwarding (most do)
• Calendar: Google Calendar, Microsoft Outlook, or compatible system
• Internet: Stable internet connection for dashboard access
• That's it. No hardware, no software installation, no IT required.

Ongoing Support

After implementation, you're not alone:

• Email support: Response within 24 hours
• Priority support: Same-day response (Professional plan)
• Knowledge base updates: Request changes anytime
• Performance reports: Monthly insights and recommendations

Ready to Get Started?

Implementation is easier than you think. In less than 2 hours of your time spread over a week, you'll have 24/7 AI coverage for your phones.

1. Book your demo to see Eva AI in action
2. Choose your plan and sign up
3. Schedule your kickoff call
4. Go live within a week

Most practices wonder why they waited so long to make the switch. Check our pricing breakdown or use our ROI calculator to see what you could gain.