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.
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.
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.
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).
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.
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.
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.
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.
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.
From https://usecasy.com/use-case/grokbot-clinic-front-desk/ · Guide checked 21 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).