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Open Agents Builder

Streamlining Pre-Visit Inquiries with OpenAgentsBuilder

Today’s customers expect seamless, interactive, and efficient experiences—even before they step foot in your office. One of the best ways to deliver on that expectation is by automating your pre-visit inquiry or intake process with OpenAgentsBuilder. Below, I’ll walk you through how to set up a simple, AI-powered “Survey Agent” that collects user data, schedules appointments, and even sends email notifications—all from a single, user-friendly platform.

1. Getting Started: Create a New Agent

  1. Log In
    Once you log into OpenAgentsBuilder, click on New Agent to start creating your survey or intake form agent from scratch.

  2. Choose the Agent Type
    Select Survey Agent when prompted. This is a template optimized for gathering structured information—ideal for pre-visit inquiries, intake forms, and other data-collection scenarios.

  3. Name Your Agent & Welcome Message

    • Give it a descriptive name (e.g., “Little Brown Fox Physio Intake”).
    • Add a quick Welcome Message that users see right away, e.g., “Welcome to Little Brown Fox Physio! Please answer a few quick questions to help us prepare for your visit.”

  4. Optional Terms & Conditions

    • You can include any relevant legal disclaimers or GDPR-related text in the Terms and Conditions field.
    • If you enable the checkbox, the user must explicitly confirm they agree before proceeding.

2. Crafting the Agent’s Prompt

OpenAgentsBuilder uses AI to guide the conversation. Your prompt is the core instruction set for how the agent interacts with the user. For instance, you might say:

“You are a physiotherapy assistant helping users prepare for their visit. Please ask no more than five questions about their goals, current issues, health concerns, etc. Gather enough detail for a comprehensive pre-visit report.”

By setting these boundaries, the AI knows what to ask (e.g., main goal, problem areas, health issues) and can dynamically go deeper based on user responses.

3. Defining Tools and Events

One of OpenAgentsBuilder’s key strengths is its extensibility—allowing you to add “Tools” or “Events” that let your agent do more than just chat.

  • Tools
    For instance, you can enable:
    • Access Events Calendar: Allows the agent to check and display available appointment slots.
    • Schedule Events: Lets the agent schedule an appointment for a user once they confirm a date and time.
    • Send Emails: Triggers an email to you or your team if something urgent arises (e.g., user mentions severe pain).
  • Events
    Events are automated actions your agent takes under specific conditions. For example:
    • If the user mentions “urgent” or “severe pain,” automatically trigger an email notification to the care team.

4. Testing Your Agent

Every new agent gets its own unique URL. Once you’ve set up your agent:

  1. Click Preview to open a live chat window in your browser.
  2. Interact with Your Agent: Test out how it asks questions, records answers, and even schedules an appointment if prompted.
  3. Review the Data: Go to the admin panel to see user sessions, conversation transcripts, and any scheduled events or email triggers.

5. Viewing Results and Next Steps

In the admin panel, you’ll find a Results section that compiles user responses into either a JSON object (for easy integration into your CRM or database) or a markdown-based report (ideal for quick sharing with your team). These detailed summaries help your staff prepare thoroughly before the patient or client arrives.

Why OpenAgentsBuilder?

  • Efficiency: Automate repetitive tasks and data entry.
  • User Experience: Provide an interactive, conversational intake process rather than static forms.
  • Flexibility: Easily add or remove AI tools, create triggers, and customize prompts for your unique workflow.
  • Scalability: From a single intake form to multiple workflows, you can expand and adapt without reinventing the wheel each time.

Ready to Build Your Own Agent?

Whether you’re looking to enhance pre-visit inquiries for a physiotherapy clinic, a consulting service, or any other professional setting, OpenAgentsBuilder has you covered. Head over to openenginebuilder.com to get your free demo and start creating your own intelligent intake agents today.