🎉 CharlieAI Best Practices: Rock Your Reception Game!

Welcome to the world of Charlie AI —your 24/7, always-charming AI Receptionist! This guide provides best practices and tips to help you fine-tune how Charlie handles your front desk.

✨ When You Need This Guide

You are looking for tips on how to fine-tune Charlie AI after setup.
You want to know how to provide feedback on specific calls Charlie handles.
You need to quickly turn Charlie AI on or off using dial codes.
You want to know which tasks Charlie AI handles well (like scheduling and FAQs).
You are wondering what tasks you should still use the Review Wave platform for.

What This Covers (And What It Doesn't)

✅ This article covers: Essential tips for activating, managing, and checking in with Charlie AI. It details the tasks Charlie AI excels at, like 24/7 consistent, professional service, and the process for giving feedback.
❌ This article does not cover: Day-to-day management tasks like handling intake forms, responding to reviews, or editing campaign settings, which must still be done in the ALOHA or Review Wave platforms.

Prerequisites/You'll Need

Access to the ALOHA app at app.getaloha.com.
Your office line ready for forwarding.

Daily Management Best Practices (Morning Routine: 5 Minutes)

Even though Charlie works automatically, a few minutes of daily check-ins keep everything running smoothly.

Review the Call Log: Check overnight calls and messages. Look for any appointments Charlie scheduled. Note any calls that need follow-up.
Listen to Important Recordings: Focus on calls marked for staff attention. Check voicemails for urgent patient needs.
Stay Connected: Check the Conversations page and review Mission Control alerts from Charlie.

Giving Feedback to Improve Charlie AI

Your feedback helps us make Charlie AI even better.

Click on any specific call in your Call Log.
Select "Share Feedback".
Choose “Handled Great” or “Needs Work”.
Add specific comments about what worked or what could improve.
Click Submit 🚀 – your feedback goes directly to our development team.

💡 Common Questions

What You Might Notice	Why It's Happening	What to Do
I don't know how to start Charlie AI.	Charlie AI starts when your phone line is forwarded to its unique number.	*Dial 72 + Charlie’s Number to forward all calls immediately, or Dial 71 + Charlie’s Number* to forward calls after several rings. Click Here for the Charlie Set-up Guide.
I need to turn Charlie AI off for a while.	You need to turn off the call forwarding on your office line.	*Dial 73** to turn off call forwarding and have Charlie AI take a break.
I can't find where to listen to recorded calls.	Call recordings and logs are stored in a specific area of the app.	You can listen to recorded calls in the Call Log section of the app.

🎉 You'll Know It's Working When

Patients can reach your practice 24/7, even after hours.
Call recordings show professional, consistent interactions.
You spend less time managing front desk calls.
Callers mention positive phone experiences.

💬 Need Help? We're Here!

If you have questions during the use of Charlie AI, our support team is ready to help.