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:The preset greeting says right at the start that an AI is speaking. If a transfer number is on file, the agent hands callers over to a person on request.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.
Servers in Germany · no US corporations
Stored in Germany. Processed in the EU, without US providers.
GDPR-compliant on EU servers
Many host in the EU and still send the data to US corporations like OpenAI. We don't. Calls, transcripts and knowledge data sit on servers in Germany, and the AI processing runs with European providers in the EU. A DPA under Art. 28 GDPR is in place.
Hosting in Germany, in data centres with ISO 27001 certification
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: 90 days by default, adjustable from 7 days
AI Act Art. 50: AI notice on by default
Since 2 August 2026, people must be told no later than first contact that they are talking or writing to an AI. With rinqo this notice is on by default in every channel.
Phone: the preset greeting says it is an AI; calls the agent places itself always open with it
Chat: notice always visible in the window. Email: notice below every reply from the agent
Generated images: AI label in the metadata, plus a visible label that is on by default
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 under § 37(3) SGB XI must be coordinated every six months, or every three months on request for care levels 4 and 5
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 callers (relatives / care insurance fund / medical practice), clarifies the care level and scope of care with relatives (basic care, medical treatment care, household help) and books the initial consultation. For care insurance fund enquiries it captures the insured person's details and forwards them to the responsible care service manager. With doctor calls (prescriptions, acute care) it puts the caller through to the on-call care team's number you have set, and after the call an email with all details also goes to your team.
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 answers calls around the clock. At night, at weekends too.
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
Main language from 17+ languages
Answers from your website and documents
Honest answers to real concerns.
The questions that come up before the 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?
You set up terms such as “just discharged” or “can't be alone” for forwarding. If one of them comes up, the agent puts the call straight through to the care manager, without asking for details first.
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. After the call, your team also receives an email. If there is an acute risk to life, callers are asked to call 112 themselves.
If the caller asks to speak to a person, or mentions a term you have set up for forwarding, the agent puts the call through to the configured contact. It does not assess the person.
Multi-channel for your industry
rinqo for Care services, all channels
Telephone, chat and email from one platform: business case, ROI, GDPR and integrations.
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.
