Your front desk stops losing patients. Your practice starts earning more.

No. Ringostat runs in the cloud — no new hardware and no handsets to replace. You take calls however suits you: on a computer (with a headset) or on a mobile in the app. You either port your practice number or get a new Polish one. If you need it, we can set up the system across two or more locations.

Yes. On a mobile you answer regardless of the connection at the practice. The desktop version with a headset needs decent internet. During the 14-day trial you will see whether everything works properly at your end.

Yes. For the 14-day trial you get a new test number — you make calls, take calls and review MAIA reports without touching your front-desk number.

After the trial you choose: keep our number, or port your existing one to our VoIP partner (PL Fon). The number stays yours, and porting usually takes about 3 working days — like switching mobile operator, with no break in answering calls. If you would rather leave the number with your current operator, a small call-forwarding fee may apply. It is your call.

You fill in a short form on tamaia.pl. The same or the next working day we call you, create trial accounts and activate a new number. After about 3 days we meet online for no more than 30 minutes — we show you the dashboard, help install the app and hand logins to your team. The following week is for your front desk to test calmly: you listen back to calls, review MAIA’s recommendations and see how quickly this becomes part of the daily routine. We take care of all the technical configuration.

Very little, honestly. It helps to have the names and email addresses of the people who will use the phone system (besides the main administrator), plus a note on how your team takes calls — mobiles, a computer with a headset, or a VoIP handset. It is also worth deciding up front whether you will want to port your current number after the trial. If you want caller recognition from day one, prepare your patient database as a CSV (first name, surname, phone, optionally email) and your current price list (CSV or XLS) — that lets MAIA recognise returning patients and show the value of each call. We handle the rest of the configuration.

The minimum. On your side: filling in the form, providing user details, preparing a file with your patient database and price list, and naming one person responsible for the rollout. Nothing more — we configure the technical side, and our team supports you at every stage.

You can import it from a file (CSV, for example). Once consents are accepted and the origin of the data is confirmed, on every incoming call the receptionist immediately sees who is calling — first name, surname and patient history. The call then starts with “Good morning, Anna”, not with a search through the records.

Yes — and that works best. You record greetings and announcements in your own voice (yours or your team’s) and can swap them at any time in the dashboard. Patient calls are recorded (in line with GDPR) — that is what MAIA uses to review the call and suggest how to book more effectively.

We understand the concern — and the answer is no. MAIA does not rate people, it rates calls, and after each one it suggests what to do next time. It is a tool for development, not control: the receptionist gets a concrete tip instead of waiting for a quarterly comment from a manager. Teams working with it say it takes the stress out — you know what works, and uncertain situations stop hanging in the air.

In practice: call recording is standard in telephony (Ringostat, like any phone system). The difference is that instead of a dead archive you get support that genuinely helps book more appointments. We recommend telling your team openly that calls are summarised by AI — transparency builds trust, and GDPR requires it anyway (we also inform callers that calls are recorded).

In short: the goal is more booked appointments and a calmer front desk — not catching people out.

The system has two parts. (1) The Excellent Reception scripts — model call scenarios (greeting, needs assessment, presenting prices, booking the appointment) that are loaded into the AI as a benchmark. (2) The AI phone system launch — modern Ringostat telephony with an AI assistant (MAIA) that reviews every call against those scripts. You pay for everything on a single invoice (gross, 23% VAT) — we pass a share on to Ringostat.

Important: the subscription does not include the formal training course. The in-person “Excellent Reception” course in Warsaw (taught by Michał Katarzyński himself) is a separate service, delivered in Polish. Annual subscribers get preferential rates on it.

Three plans. All prices are gross, including 23% VAT (what you see on the invoice), on an annual subscription paid up front, as a single invoice.

• Excellent Reception Plus — telephony + full MAIA AI: from PLN 599/month for a team of 3, each additional person +PLN 100/month
• Excellent Reception Pro — adds Calendar, CRM, SMS and prepayments: from PLN 799/month for a team of 3, each additional person +PLN 100/month
• Excellent Reception Premium — everything in Pro plus 1 hour a month with Michał Katarzyński: from PLN 1,499/month for a team of 3

Over a year (a team of 3, paid up front, one invoice): Plus from PLN 7,188 · Pro from PLN 9,588 · Premium from PLN 17,988 gross. You know the annual figure up front — no surprises when you order.

Work out the exact price for your own team in the calculator in the pricing section ↑.

Yes, because MAIA is not a “mystery patient” or someone watching over their shoulder. The receptionist sees their own result first, before the owner does, and gets a concrete tip (“next time, offer a slot straight away”) rather than a verdict. Patients want to talk to people — MAIA supports the team so they can be proud of their work. That is why our rollouts stick: the front desk feels that MAIA genuinely helps them.

Ringostat hosts data in the EU and has a signed DPA. We provide a GDPR policy template plus an announcement script for call recording. Recordings are encrypted (AES-256) and available only to authorised staff at the practice — via signed, expiring URLs. All traffic runs over HTTPS, and we process data in the EU.

Usually a few days. Day 1: sign-up on the site and a short onboarding call. Days 2–4: we create logins and — if you want — import your patient database and price list. Around day 4 you make your first calls on the new number, and days 5–14 are for testing and deciding whether to carry on. Setup and onboarding are free. Porting your number after the trial takes about 3 days — during which your existing system keeps running, with no break in patient service.

Launching an AI phone system is a significant decision — you port your practice number, we connect the system to your patient management software, tune the AI scripts to how you work, and show your team online how to use the system and the reports. That takes a full cycle of work on both sides. An annual subscription gives you stability and gives us the room to genuinely tailor the system to your practice.

Most importantly — you bear no setup costs. Ringostat technical preparation, the connection to your patient management system, loading the scripts, kick-off training for the team — all free. You pay only for the monthly service.

That is why you get 14 days to decide with full information (on the “14-day trial” mode, with no card details). During that time you test the full system, review the AI reports and ask questions by email. You decide only once you see the value.

Nothing automatically. You do not give card details for the trial — so nothing can be charged. After 14 days you have 2 options: (1) pick a plan and we issue an invoice, or (2) cancel — no cost, no questions. All recordings and reports from the trial are deleted.