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Build a bilingual AI receptionist for a solo practice that answers calls, books into Google Calendar and emails the confirmation
Yu-Kuang (Eric) Wu, PT, PhD, founder and sole physical therapist of YW Physical Therapy in Midtown Manhattan, on LinkedIn
Over a few weeks he built his own AI receptionist. The clinic's business number is hosted on Hushed, which forwards every call to a Vapi voice agent. The agent detects English or Chinese automatically, answers common questions, collects patient information, checks his availability and books the appointment straight into Google Calendar during the call. Zapier watches the calendar and sends each new patient a confirmation email with the appointment details and any instructions.
Zapier Professional $19.99/mo billed annually ($29.99 monthly) for 750 tasks; free plan with 100 tasks/mo · Vapi, Hushed and Google Calendar not priced here (not checked).
Advanced · or we set it up for $197
Zapier, Vapi, Hushed, Google Calendar
The problem
Running a solo physical therapy practice, he didn't want to interrupt a session to answer the phone, and he didn't want potential patients to reach voicemail either.
What happened
No results figures yet; the post describes a new build. In his words: "As a clinician, this means I can stay focused on the patient in front of me instead of worrying about missing the next one." Next on his list: insurance verification, a CRM, call prioritization, intake forms and visit summaries. Owner-told.
Quoted in the source: Yu-Kuang (Eric) Wu, founder, YW Physical Therapy. Source: Yu-Kuang Wu on LinkedIn: the AI receptionist he built for his solo PT clinic (2026-06-27) · Added 2026-10-31.
How to set it up yourself
- What YW Physical Therapy built: calls to the clinic number (on Hushed) forward to a Vapi voice agent that answers in English or Chinese, collects patient details and books into Google Calendar; Zapier then emails the confirmation.
- Write the agent's script first with the prompt below: your services, hours, location, insurance answers, what details to collect, and when to say a person will call back.
- Connect the voice agent to the one calendar you actually book from, so it can only offer times that are really open.
- In Zapier, trigger on a new Google Calendar event and send the patient a confirmation email with the time, address and what to bring.
- Call it yourself in each language you support, with pauses and odd questions, and listen to the first two weeks of calls before you trust it.
Copy-paste prompt
You are the phone receptionist for {PRACTICE NAME}, a {TYPE} practice at {ADDRESS}. Hours: {HOURS}. Services: {SERVICES}. Insurance we take: {INSURANCE}. Answer in the caller's language ({LANGUAGES}). Collect: full name, phone, email, reason for visit, and preferred times. Only offer times that are free on the calendar. Never give medical advice; for anything clinical or urgent, say {OWNER} will call back and take a message. Keep answers short and friendly, and confirm the booking details back to the caller before ending the call.We set up one AI automation in your tools, live within 48 hours of getting access, for $197. No call needed. Founding price for our first 10 customers (regular $297).
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Tools used
Zapier
Connects apps and automates workflows, with AI steps and agents.
From Professional $19.99/mo billed annually ($29.99 monthly) for 750 tasks; free plan with 100 tasks/mo (checked 2026-11-03)
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Checked prices: Zapier: from Professional $19.99/mo billed annually ($29.99 monthly) for 750 tasks; free plan with 100 tasks/mo (verified 2026-11-03)
Rather not do it yourself?
The $197 Quick-Win: we set up one AI automation that saves you hours each week, in accounts you own, live within 48 hours of getting access. No call needed. Refund if it isn't live in 48 hours or isn't doing its job in the first 14 days. Founding price for our first 10 customers (regular $297). Terms.
See the $197 Quick-WinNeed more than one automation or ongoing care? Bigger setups: $149/mo with setup included (6-month minimum), or $497 pay-once. Satisfaction guarantee: we'll fix it until it works. Pay-once setups: or we refund your setup fee. $149/mo plan: cancel in the first 30 days and we refund your first month. We reply within 1 business day.
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