✨ When You Need This Guide
Charlie AI is your always-on, never-sleeps virtual receptionist that transforms how your practice handles calls. This guide is perfect if you're:
New to Charlie AI and want to understand what it does
Ready to set up your AI receptionist for the first time
Looking to forward calls from your office line to Charlie
Want to know how Charlie works with your Aloha system
Need help managing your virtual receptionist features
Curious about what Charlie can and can't handle for your practice
You'll need: Your Aloha login credentials and access to your office phone system
What This Covers: Complete Charlie AI setup, daily management, and best practices for getting the most from your AI receptionist
What It Doesn't Cover: Advanced phone system configurations (we can connect you with your phone provider for complex setups)
🚀 What Charlie AI Does for Your Practice
Charlie AI is designed to handle your front desk tasks around the clock, so you never miss important patient calls.
Charlie excels at:
Appointment scheduling - Books, confirms, and reschedules patient appointments
Answering common questions - Provides your hours, location, and practice information
Capturing messages - Records detailed voicemails when patients need to speak with staff
Follow-up communication - Sends follow-up texts through your answering service
Staff notifications - Alerts your team about new messages in Conversations and Mission Control
What makes Charlie special: Unlike traditional answering services, Charlie learns your practice's specific needs and handles calls with consistent, professional service 24/7.
✅ Getting Charlie AI Up and Running
Setting up Charlie takes about 10-15 minutes and involves connecting your office phone to your AI receptionist.
Step 1: Access Your Aloha Account
Go to app.getaloha.com This is your main dashboard for managing Charlie AI.
Log in with your credentials Use the username and password from your onboarding email.
Locate Charlie's phone number You'll find this in your account settings - you'll need it for call forwarding.
Step 2: Set Up Call Forwarding
Choose your forwarding option: For all calls to go to Charlie immediately:
Dial ∗72 + Charlie's Number
This sends every call straight to your AI receptionist
For calls to ring your office first, then forward:
Dial ∗71 + Charlie's Number
Calls ring 3-6 times before Charlie answers
Test the setup Call your office number to make sure Charlie answers appropriately.
💡 Pro tip: Most practices prefer the ∗71 option so urgent calls can still reach staff directly during business hours.
Step 3: Customize Charlie's Settings
Access Charlie's configuration at app.getaloha.com Adjust how Charlie introduces your practice and handles different call types.
Set up your practice information Make sure Charlie has current hours, location, and key details about your services.
📋 Daily Management Best Practices
Even though Charlie works automatically, a few minutes of daily check-ins keep everything running smoothly.
Morning Routine (5 minutes)
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
Using Your Dashboard
Monitor call trends:
Track call volume and peak times
Review appointment booking patterns
Identify common questions patients ask
Stay connected:
Check the Conversations page for new messages
Review Mission Control alerts from Charlie
💡 If Things Aren't Working
What You Might Notice | What To Check | Next Steps |
Charlie isn't answering calls | Call forwarding active | Redial ∗72 or ∗71 + Charlie's number |
Calls going to old voicemail | Phone provider settings | Contact your phone company to verify forwarding |
Charlie missing appointment details | Practice information updated | Check settings at app.getaloha.com |
No call recordings showing | Login credentials | Verify you're in the correct Aloha account |
Common question: "How do I turn Charlie off temporarily?" Dial ∗73 to disable call forwarding - Charlie will take a break until you turn forwarding back on.
Another common question: "Can I listen to how Charlie handled specific calls?" Yes! Every call is recorded and available in your Call Log for review and feedback.
🎯 Getting the Most from Charlie AI
Provide feedback to improve Charlie:
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
Best practices for success:
Review and update your practice information monthly
Listen to a few calls weekly to understand patient needs
Use the chat bubble on the Aloha website for immediate support questions
🔄 What You'll Still Use Aloha For
While Charlie handles calls brilliantly, continue using the Aloha platform for:
Day-to-day management - Texts, intake forms, patient birthdays, and leads in Mission Control
Review responses - Respond to online customer reviews
Advanced reporting - Access detailed practice analytics and insights
🎉 You'll Know Charlie is Working When:
Patients can reach your practice 24/7, even after hours
Call recordings show professional, consistent interactions
Patients mention positive phone experiences
You spend less time managing front desk calls
What to expect: Within the first week, you'll notice fewer missed calls and more consistent patient communication, even during your busiest days.
💬 Need Help? We're Here!
Charlie AI questions? Our support team responds within 2 hours during business hours and can help with everything from setup to advanced customization.
Contact us if:
Call forwarding isn't working with your phone provider
Charlie needs adjustments for your specific practice needs
You want to customize how Charlie handles certain types of calls
You need help interpreting call reports and trends
Quick support: Click the chat bubble on the bottom right of the Aloha website for immediate assistance.