Voice Agent Configuration

Vapi.ai Assistant Setup and Tools

---

Assistant Overview

Setting	Value
Name	VitaraVox Medical Receptionist
Model	OpenAI GPT-4o
Temperature	0.7
Max Tokens	500
HIPAA Mode	Enabled
Recording	Enabled

---

Voice Configuration

English Voice

Setting	Value
Provider	Azure
Voice	en-CA-ClaraNeural
Locale	Canadian English
Speed	1.0x

Mandarin Voice

Setting	Value
Provider	Azure
Voice	zh-CN-XiaoxiaoNeural
Locale	Simplified Chinese
Speed	1.0x

---

Transcription

Setting	Value
Provider	Deepgram
Model	Nova-2
Language	Multilingual
Smart Format	Enabled
Punctuation	Enabled

---

Call Settings

Setting	Value
Silence Timeout	30 seconds
Max Duration	600 seconds (10 min)
Interruption	After 3 words
End Call Phrases	"goodbye", "thank you, bye"

---

System Prompt (v2.0)

Location: /opt/vitara-platform/vapi-config/system-prompt-v2.md

Identity Section

You are **Vitara**, a warm and professional medical clinic receptionist.
You help patients schedule, reschedule, cancel appointments, and register
new patients.

**Languages:** English and Mandarin Chinese. Detect automatically and
respond in the same language.

**Current Time:** {{now | date: "%B %d, %Y %I:%M %p", "America/Vancouver"}}

Core Behaviors

• Natural & Courteous: Warm, patient, says "please" and "thank you"
• One Question at a Time: Never overwhelm the caller
• Handle Delays: Say "Just one moment please..." if tool > 3 seconds
• Never Say: "function", "tool", "API", "database", technical jargon

Conversation Flows

Flow	Triggers
Booking	"book", "schedule", "appointment"
Reschedule	"change", "move", "reschedule"
Cancel	"cancel", "remove"
Registration	"new patient", "register", "first time"
Information	"hours", "location", "address"
Transfer	Medical questions, frustrated caller

---

Tools Definition (14 Tools)

Location: /opt/vitara-platform/vapi-config/tools-definition-v2.json

Patient Lookup Tools

search_patient_by_phone

{
  "name": "search_patient_by_phone",
  "description": "Search for a patient by their phone number",
  "parameters": {
    "type": "object",
    "properties": {
      "phone": {
        "type": "string",
        "description": "Phone number in E.164 format"
      }
    },
    "required": ["phone"]
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/search-patient-by-phone"
  }
}

search_patient

{
  "name": "search_patient",
  "description": "Search for a patient by name",
  "parameters": {
    "type": "object",
    "properties": {
      "firstName": { "type": "string" },
      "lastName": { "type": "string" }
    },
    "required": ["lastName"]
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/search-patient"
  }
}

get_patient

{
  "name": "get_patient",
  "description": "Get full patient details",
  "parameters": {
    "type": "object",
    "properties": {
      "demographicNo": { "type": "integer" }
    },
    "required": ["demographicNo"]
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/get-patient"
  }
}

Clinic Tools

get_clinic_info

{
  "name": "get_clinic_info",
  "description": "Get clinic information including hours and registration status",
  "parameters": {
    "type": "object",
    "properties": {
      "clinicId": { "type": "string" }
    }
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/get-clinic-info"
  }
}

get_providers

{
  "name": "get_providers",
  "description": "Get list of providers at the clinic",
  "parameters": {
    "type": "object",
    "properties": {
      "clinicId": { "type": "string" }
    }
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/get-providers"
  }
}

Appointment Tools

find_earliest_appointment

{
  "name": "find_earliest_appointment",
  "description": "Find the earliest available appointment slot",
  "parameters": {
    "type": "object",
    "properties": {
      "appointmentType": {
        "type": "string",
        "enum": ["B", "2", "3", "P"],
        "description": "B=15min follow-up, 2=30min new, 3=45min physical, P=phone"
      },
      "providerId": {
        "type": "string",
        "description": "Provider ID or 'any'"
      },
      "startDate": { "type": "string", "format": "date" }
    },
    "required": ["appointmentType"]
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/find-earliest-appointment"
  }
}

check_appointments

{
  "name": "check_appointments",
  "description": "Check available appointments or patient's existing appointments",
  "parameters": {
    "type": "object",
    "properties": {
      "demographicNo": { "type": "integer" },
      "providerId": { "type": "string" },
      "startDate": { "type": "string" },
      "endDate": { "type": "string" },
      "findAvailable": { "type": "boolean" }
    }
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/check-appointments"
  }
}

create_appointment

{
  "name": "create_appointment",
  "description": "Book a new appointment",
  "parameters": {
    "type": "object",
    "properties": {
      "demographicNo": { "type": "integer" },
      "providerNo": { "type": "string" },
      "date": { "type": "string" },
      "startTime": { "type": "string" },
      "duration": { "type": "integer" },
      "appointmentType": { "type": "string" },
      "reason": { "type": "string" }
    },
    "required": ["demographicNo", "providerNo", "date", "startTime", "appointmentType"]
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/create-appointment"
  }
}

update_appointment

{
  "name": "update_appointment",
  "description": "Reschedule an existing appointment",
  "parameters": {
    "type": "object",
    "properties": {
      "appointmentNo": { "type": "integer" },
      "newDate": { "type": "string" },
      "newStartTime": { "type": "string" }
    },
    "required": ["appointmentNo"]
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/update-appointment"
  }
}

cancel_appointment

{
  "name": "cancel_appointment",
  "description": "Cancel an appointment",
  "parameters": {
    "type": "object",
    "properties": {
      "appointmentNo": { "type": "integer" },
      "reason": { "type": "string" }
    },
    "required": ["appointmentNo"]
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/cancel-appointment"
  }
}

Registration Tools

register_new_patient

{
  "name": "register_new_patient",
  "description": "Register a new patient in the EMR",
  "parameters": {
    "type": "object",
    "properties": {
      "firstName": { "type": "string" },
      "lastName": { "type": "string" },
      "dateOfBirth": { "type": "string" },
      "sex": { "type": "string", "enum": ["M", "F", "O"] },
      "hin": { "type": "string", "description": "BC PHN (10 digits)" },
      "phone": { "type": "string" },
      "email": { "type": "string" },
      "address": {
        "type": "object",
        "properties": {
          "street": { "type": "string" },
          "city": { "type": "string" },
          "province": { "type": "string" },
          "postalCode": { "type": "string" }
        }
      }
    },
    "required": ["firstName", "lastName", "dateOfBirth", "phone"]
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/register-new-patient"
  }
}

add_to_waitlist

{
  "name": "add_to_waitlist",
  "description": "Add a patient to the new patient waitlist",
  "parameters": {
    "type": "object",
    "properties": {
      "clinicId": { "type": "string" },
      "firstName": { "type": "string" },
      "lastName": { "type": "string" },
      "phone": { "type": "string" },
      "email": { "type": "string" },
      "notes": { "type": "string" }
    },
    "required": ["firstName", "lastName", "phone"]
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/add-to-waitlist"
  }
}

Call Management Tools

transfer_call

{
  "name": "transfer_call",
  "description": "Transfer call to clinic staff",
  "parameters": {
    "type": "object",
    "properties": {
      "reason": {
        "type": "string",
        "enum": ["medical_question", "billing", "frustrated", "registration_error", "patient_request"]
      },
      "context": { "type": "string" }
    },
    "required": ["reason"]
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/transfer-call"
  }
}

log_call_metadata

{
  "name": "log_call_metadata",
  "description": "Log call outcome for analytics",
  "parameters": {
    "type": "object",
    "properties": {
      "clinicId": { "type": "string" },
      "vapiCallId": { "type": "string" },
      "callerPhone": { "type": "string" },
      "demographicId": { "type": "integer" },
      "language": { "type": "string" },
      "intent": { "type": "string" },
      "outcome": { "type": "string" },
      "appointmentId": { "type": "integer" },
      "durationSeconds": { "type": "integer" },
      "transferredToStaff": { "type": "boolean" },
      "transferReason": { "type": "string" }
    }
  },
  "server": {
    "url": "https://api.vitaravox.ca:9443/api/vapi/log-call"
  }
}

---

Appointment Type Mapping

Patient Says	Type Code	Duration
"refill", "follow-up", "quick question"	B	15 min
"new concern", "checkup", "symptom"	2	30 min
"physical", "annual", "comprehensive"	3	45 min
"phone call", "virtual"	P	15 min

---

Vapi Dashboard Setup

Step 1: Create Assistant

1. Go to dashboard.vapi.ai
2. Click Create Assistant
3. Name: "VitaraVox Medical Receptionist"
4. Model: GPT-4o

Step 2: Configure System Prompt

1. Copy content from system-prompt-v2.md
2. Paste into System Prompt field

Step 3: Add Tools

1. Go to Tools section
2. Click Add Tool for each of the 14 tools
3. Configure server URL for each

Step 4: Configure Voice

1. Voice Provider: Azure
2. Voice: en-CA-ClaraNeural
3. Enable multilingual support

Step 5: Assign Phone Number

1. Go to Phone Numbers
2. Assign number to assistant
3. Update Vitara DB with number

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Testing

Test Call Flow

# 1. Call the Vapi number
# 2. Say "I'd like to book an appointment"
# 3. Verify patient lookup works
# 4. Complete booking
# 5. Verify in OSCAR EMR

Test Webhook

curl -X POST https://api.vitaravox.ca:9443/api/vapi/health

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Next Steps

• Deployment →
• Quick Reference →