Letting your AI agent read your clinic documents

• Add your documents first, on the Knowledge Base page, and wait until they’re ready. See Adding a clinic document. Only ready documents can be picked.
• Any member of your clinic’s account can do these steps.
• You choose which documents your AI agent can read on the RAG page, under Tools & Actions in the menu. Each item on that page is a document list.
• Most clinics need only one document list, with all the documents patients ask about.

1. In the menu on the left, click Tools & Actions, then RAG.
2. Click + RAG at the top of the list. A new item, New RAG Tool, opens. If your clinic has no list yet, it opens by itself.
3. In Tool Name, type a short name with no spaces or accents. Use _ between words, for example clinic_info.
4. In Description, write when the agent should look in these documents. Your AI agent reads this to decide when to search. For example: “Look here when a patient asks about our services, opening hours, address, parking, directions or what to bring to an appointment.”
5. Under Knowledge Bases, a box is ready for your documents. Give it a Name (letters, numbers and _ only, for example clinic_documents) and a short Description, such as “Services, hours and parking”. These two are only for you: the agent doesn’t read them.
6. Under Files, click Search files... and tick each document the agent should read. Each one you pick shows above the button.
7. Click Save Settings at the bottom right.

1. In the menu on the left, click Voice Agents, then click your AI agent in the My Agents list.
2. Click the Tools & Actions tab.
3. Under Available Tools, find your document list by its name. It has a RAG label. If the list is long, use the search box.
4. Turn on its switch.
5. Click Save Settings at the bottom right. The agent doesn’t use the documents until you save.

If your clinic has several AI agents, turn the list on for each agent that should read these documents.

1. Click Speak with Agent.
2. Ask a question that only your document answers, such as “Where can I park?” or “Do you give flu shots?”
3. Check that the answer matches your document. The agent answers in its own words.

Use Speak with Agent, not Chat: Chat may not use your documents. See Trying your AI agent yourself.

Deleting a document doesn’t stop your AI agent from using it while it’s still in a document list. Always switch the list to the new version first. Delete the old one last.

1. Add the new version on the Knowledge Base page and wait until it’s ready. See Replacing a document with a newer version.
2. In the menu on the left, click Tools & Actions, then RAG, then the document list that has the old version.
3. Under Files, click Search files... and tick the new version.
4. Remove the old version: click the small × next to its name, above the button.
5. Click Save Settings. Calls that start after this use the new version. You don’t need to change anything on the agent.
6. Only now, delete the old version on the Knowledge Base page. See Finding, renaming and deleting documents.
7. Click Speak with Agent and ask about what changed.

• A document isn’t in the Files list: it isn’t ready yet, or it couldn’t be prepared. Check it on the Knowledge Base page. See Adding a clinic document.
• A message appears at the top right when you save: something is missing or a name isn’t allowed. Check that Tool Name and the box’s Name have no spaces or accents, that both Description boxes are filled in, and that at least one document is picked.
• The agent doesn’t use the documents: on the agent’s Tools & Actions tab, check that the list’s switch is on and that you clicked Save Settings. Then make the list’s Description clearer about which questions the documents answer.
• The agent gives old information: the old version may still be in the list, even if you don’t see it. Under the box’s name, it says how many files are selected. If that number is higher than the documents you see, a deleted document is still there. Click Add Knowledge Base, fill in the new box and pick the right documents again, then delete the old box with its bin icon and click Save Settings.