⚙️Operations & Admin · Step-by-step guide

A front-desk bot that reads every call, text and fax, and chases unsigned forms

A physiotherapy business owner uses Grok Bot as his front desk. It reads every call summary, text, voicemail, email and fax that comes in and only tells him about what needs him. A second bot keeps a list of patient care plans still waiting for a doctor's signature and tells his assistant exactly which offices to call, until each one is signed.

Created byDylan Normandin · YouTube (@dylannormandin)
📰 Read the original: I Gave My Business an AI Front Desk (Grok Bot Review) – Dylan Normandin ↗
⏱️ Half a day for the first bot; about 1 hour for the forms chaser🎯 Medium💵 Included in The X Subscription Premium (USD 30/month); fax and phone services are billed by their own providers📋 8 steps
🤖 Grok Bot🙋 Personal post
🎯 What you'll have at the endYou'll have a front-desk bot that reads everything coming into your business and sends you a short 'needs you' list, plus a second bot that chases unsigned forms until they're done.

👀 What you'll get

Example

Here's the kind of thing you'll have at the end:

💬 ChatSlack · #front-desk
Front DeskMorning Aisyah. 3 offices to call today, oldest first:
Front Desk1. Klinik Seri Murni, 03-7781 2200: care plan for patient P-114, 12 days waiting
Front Desk2. Dr Lim's practice, 03-2201 8890: care plan for P-121, 8 days
Front Desk3. Harbour Medical, 03-5512 4410: discharge form for P-097, 5 days
AisyahCalled 1 and 2. Seri Murni says signed and faxed back.
Front DeskThanks. P-114 marked signed. P-121 marked chased today, so it's back on tomorrow's list if still unsigned.

🧪 Made-up sample to show the kind of result. Your output will vary.

💸 What will this really cost me?

Prices checked 21 Oct 2026
🧪 To try it once
Free trial credit for new Grok Bot accounts (it runs out by how much work the bot does, within 7 days). After that you need The X Subscription Premium at USD 30 (MYR 122) a month.
🔁 To keep it running
Included in Premium: USD 30 (MYR 122) a month, or USD 25 (MYR 102) a month paid yearly. Super (USD 100 / MYR 408) and Ultra (USD 200 / MYR 816) give bigger weekly allowances.
⚠️ Watch out for
Timed routines use your allowance even when nothing has arrived; triggers are cheaper. Online fax and phone-transcript services charge separately: check the provider's pricing page. Bots share one weekly allowance; past it, extra work is paid from prepaid credit, so set a monthly limit. The Plus plan (USD 8 / MYR 33) doesn't include Grok Bot.

🔗 Official pricing: The X Subscription pricing · Grok Bot plans & usage

Prices change often, so check the links before you pay. Amounts exclude tax. MYR at USD 1 = MYR 4.08 (Bank Negara Malaysia, 19 Oct 2026).

🧾 Which plan do I need?

🪙 Small upgrade · MYR 122/mo

Grok Bot runs in The X Subscription Premium (the trial credit lasts up to 7 days).

Tick what you already pay for:

🪙 Small = up to MYR 250 a month more · 💎 Big = over MYR 250 a month more · prices from each provider's pricing page, checked 21 Oct 2026.
ℹ️ How we work this outPrices come from each provider's own pricing page (checked 21 Oct 2026; amounts exclude tax; USD 1 = MYR 4.08, Bank Negara Malaysia 19 Oct 2026). Small upgrade = up to MYR 250 a month more than you pay now. Big upgrade = more than MYR 250 a month more. Check pricing = the provider doesn't publish a price we could confirm. Each guide's needs come from its own "What will this really cost me?" box. Your ticks stay in this browser only (no account, nothing sent to us).
Tick all your plans on the home page →

⚡ One-click install

Checked install pages (app stores, official sites and template pages): tap to get it straight away.

⬇️ Get Grok Bot on iPhoneApp Store⬇️ Get Grok Bot on AndroidGoogle Play⬇️ Download for desktopOfficial download page

🧰 Before you start

⏱️ Time neededHalf a day for the first bot; about 1 hour for the forms chaser
💵 Rough costIncluded in The X Subscription Premium (USD 30/month); fax and phone services are billed by their own providers

🪜 Step by step

🐣 Beginner mode: showing the 7 essential steps only. Extra steps are hidden; tap 🚀 Advanced at the top to see all 8.
✅ 0 of 8 steps done 📄 Printable page
  1. 1
    ☐

    Set a spending cap first

    Install Grok Bot (buttons below) and sign in. In Settings, look for Usage & Billing and set a monthly spending limit, so extra usage can't run away. Dylan capped his at USD 200.

  2. 2
    ☐

    Create a 'Front Desk' bot

    Choose New, then Create new Bot. Call it Front Desk and give it one job: read everything that comes in and tell me only what needs action.

  3. 3
    ☐

    Connect the places messages arrive

    Connect your business email. Most online fax and phone services can email each fax, voicemail or call summary to an address, so forward those to the same inbox. Connect Slack if your assistant works there.

  4. 4
    ☐

    Give it its rules

    Paste the 'Front desk rules' prompt below and fill in your business details: what counts as urgent, who handles what, and what it must never do (such as reply to patients).

  5. 5
    ☐

    Correct it in plain English

    For the first week, read its list each day. When it flags something you didn't need, say so in the same chat ('stop flagging marketing emails'). It keeps that rule from then on.

  6. 6
    ☐

    Make the forms tracking sheet

    Create a sheet with columns: patient reference (not full names if you can avoid it), form, sent to, date sent, signed yes/no, last chased.

  7. 7
    ☐

    Create a 'Signatures' bot

    Create a second bot and paste the 'Unsigned forms chaser' prompt. It reads the sheet each morning and messages your assistant in Slack with exactly which offices to call.

  8. 8
    ☐

    Optional: use triggers instead of timers

    A routine wakes the bot on a timer even when nothing has arrived, which uses allowance. Ask Grok Bot to help you set up a webhook (a ping from your email or fax service when something new arrives) so it only works when there's work.

    ➕ Extra step: hidden in 🐣 Beginner mode

💬 Copy-paste prompts

Tap Copy prompt, paste it into your AI (Grok, ChatGPT, Claude or Gemini), then replace the [yellow bits] with your own details.

💬 Front desk rules
You are the front desk for [business name], a [type of business, e.g. physiotherapy clinic] in [city].
Every time a new email, fax, voicemail transcript, call summary or text arrives in [inbox], read it and sort it:
1. NEEDS ME: anything about [e.g. new referrals, complaints, payments, legal or insurance letters, a patient who is unwell].
2. FOR [assistant's name]: bookings, rescheduling, missing paperwork, routine questions.
3. IGNORE: marketing, newsletters, spam.
Once a day at [time and time zone], send me one short list of NEEDS ME items: who, what they want, and the one action I should take. Send [assistant's name] their list in Slack channel [#channel].
Never reply to a patient or customer yourself, never forward health details outside these two lists, and never delete anything. If you're unsure where something goes, put it under NEEDS ME.
💬 Unsigned forms chaser
Every weekday at [9am, time zone], open the sheet [sheet name].
Find every row where Signed = no.
For each, work out how long it has been since it was sent and since it was last chased.
Send [assistant's name] one Slack message in [#channel] listing which offices to call today, oldest first: office name, phone number from the sheet, which form, days waiting.
When [assistant's name] replies 'signed' or 'chased' for a row, update the sheet.
If any form has waited more than [10] days, add it to my daily NEEDS ME list.
Do not contact any doctor's office yourself.

⚠️ Tips & common mistakes

🌟 Why it's worth it

💡 Why it mattersSmall clinics and offices lose hours a day sorting messages and chasing paperwork. A bot that filters out the noise and keeps a running 'still waiting' list means fewer missed referrals and faster sign-offs, without another hire.
🏷️ Real exampleDylan Normandin, who runs a physical therapy company in Los Angeles, showed his set-up in an October 2026 video. His front-desk bot flags only items that need action and stopped flagging marketing emails after he told it once. His plan-of-care bot messages his assistant in Slack with which doctors' offices to call and follows up until each plan is signed. He set a USD 200 spending cap and uses webhooks (a ping when something arrives) instead of timed checks to keep costs down.
🔌 Connects to:EmailCall transcripts from your phone systemOnline fax inboxSlackA tracking spreadsheet
🙋 Proof level: Personal postOne person's own account on X, Reddit, YouTube or a blog. Nobody has checked it: treat any numbers as their results, not a promise.
📰 Found via YouTube: I Gave My Business an AI Front Desk (Grok Bot Review) – Dylan Normandin ↗

🔗 Helpful links

🔗 Dylan Normandin: I Gave My Business an AI Front Desk (source video) ↗🔗 Grok Bot docs: get started ↗🔗 Grok Bot docs: create and manage bots ↗

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