Outpatient care services have constant inquiries, from relatives, care funds, family doctors. Your agent takes them all, qualifies by care level and books the first conversation.
Notice under EU AI Act Article 50:On the first ring, the agent says clearly: you're talking to an AI. Just ask, and the agent connects you to a human.How we use AI
What does the AI phone assistant do for care services?
The AI phone assistant for outpatient care services takes inquiries from relatives, care funds and family doctors, clarifies care level and care scope and books the first conversation per SGB XI § 37.3.
EU-Sovereign · GDPR · AI Act
Made in Germany. Hosted in Europe. The AI processing stays in the EU too, without US providers.
GDPR-compliant on EU servers
All calls, transcripts and knowledge data are processed encrypted on Hetzner Cloud in Falkenstein and Nuremberg, with data processing in the EU. A DPA under Art. 28 GDPR is in place.
Hosting: Hetzner Online GmbH, Germany, ISO 27001:2022 certified (Falkenstein, Nuremberg)
AI processing runs with European providers in the EU, not with US corporations like OpenAI, Google or Amazon. No training on your data.
Speech recognition with EU processing and speech synthesis from a German provider, customers receive the named provider list in the dashboard.
Auto-deletion: 30 days default, adjustable up to 365 days depending on your package
AI Act Art. 50, met by default
From 2 August 2026 every AI system must disclose to end users at the start of the conversation that it is AI-based. rinqo makes this the default setting in every channel, from first contact.
Voice: mandatory disclosure as first audio frame, before any answer
Chat/Email: AI label in footer and subject
Synthetic audio will be machine-watermarked once Code-of-Practice (June 2026) ships
Penalty: up to €15M or 3 % global annual turnover, the lower amount for SMEs
Sources: GDPR Art. 28 + 32 · EU AI Act Regulation 2024/1689 · DSK guidance on artificial intelligence and data protection (German data protection conference, 2024). This overview does not constitute legal advice.
Why care services need an AI agent.
Outpatient care services have three caller groups with different requirements: relatives, care funds, family doctors. Calls come distributed throughout the day, often evenings after hospital discharges. First contact decides whether the family chooses your care service.
Caller groups need different responses
Care level clarification on phone takes time
Hospital discharges often evenings, nobody can phone
Consulting visits per SGB XI § 37.3 must be coordinated quarterly
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When a son calls at nine in the evening because his mother is coming home from hospital and needs care, 'please call back tomorrow' doesn't help. By then he's already found the competition.
How the phone agent works for care services.
Your agent classifies the caller, clarifies care level and care scope, books first conversation. With care fund inquiries forwards to care service management. With doctor calls (prescriptions, acute care) it puts the caller straight through to the on-call care team; outside office hours it also sends an SMS to the on-call team after the call.
Move the sliders. The starting values are rough orientation, not a measurement — put your own numbers in.
100
25%
€250
30%
~108Missed calls per month
€8,063Lost revenue per month
€96,756Lost revenue per year
rinqo picks up every call. At night, on weekends, always.
What your agent does for care services
Caller classification (relatives / care fund / doctor)
Care level and care scope capture
First conversation per SGB XI § 37.3 booking
Family doctor prescriptions immediate escalation
MDK assessment process explanation
What the Phone Agent can do
Answers common questions automatically
Books appointments directly in your calendar
Qualifies inquiries and captures contact details
Routes complex cases to your team
Speaks 17+ languages
Learns from your website and documents
Honest answers to real concerns.
The four questions every practice owner asks us before they start.
Care level clarification on the phone, does that really work?
Yes, through structured questioning: does the person needing care already have a care level? Which one? Is there an MDK assessment on file? In unclear cases the agent explains the application process (MDK assessment, medical certificate) and books the consulting conversation.
What if relatives are very emotional?
The agent recognizes keywords (mother, just discharged, cannot be alone) and immediately escalates to care service management. Structured intake of key details only after initial reassurance.
GDPR for care data, how is that handled?
Care data falls under special categories per Art. 9 GDPR. rinqo runs on Hetzner DE, LLM processing in the EU, DPA automatic. The agent captures minimal data (care level, care scope wish) and escalates to you for detailed data.
Frequently asked questions for care services.
No. Tour planning is care service management task. The agent only coordinates first conversations and consulting visits.
In emergencies (fall, acute deterioration) the agent puts the caller straight through to the on-call care management. Outside office hours the on-call team also receives an SMS after the call. Standard routine: callers are asked to call 112 in case of acute life threat.
Recognizes confusion or repetition and gently escalates, asks to put a relative on the phone, or puts the call straight through to the configured emergency contact. Dignified, without diagnosis.
Founder of rinqo. Builds a company memory where an organisation's knowledge comes together and stays available, and the AI agents that work from it: on the phone, in the inbox, in chat, in marketing and in further roles. Writes here about bringing AI into companies, about data protection, and about what holds up in daily operation. Developed in Germany, processed in the EU, no US providers.
