Genesis Flow Labs, for Legacy OB/GYN

Nubia

Looks after the phone system

She keeps the practice reachable. She knows the phone tree, the bill, and which phones are working, and she answers when you ask.

Signs every message Nubia, so you always know it is not Shafen typing.

16phone seats, all in use
7practice numbers
44,469calls answered so far this year
Dec 13when the contract ends

Who she is

An assistant for the phone system, not for patients

Nubia works inside Streams, the phone system the practice already uses. She does not answer patient calls and she does not appear anywhere a patient can see. She is there so that when something about the phones needs changing, checking or explaining, there is someone who already knows the account and can act on it the same day.

She is the first of a small team Genesis Flow Labs is building for the practice. Each one looks after a single system properly rather than all of them vaguely.

What she looks after

Four things, and only these four

The phone system

Streams by PanTerra, account 19400, main line (972) 731-6565. Sixteen seats and seven numbers.

The phone tree

The greeting callers hear, which option sends them where, and the handoff to the voice assistant.

The bill and the contract

What the practice pays each month, whether the invoice arrived, and how long is left on the term.

Whether it is actually working

How many calls came in, how many were missed, and whether every phone in the office is online.

What she can do

Capabilities

Change

  • Rewrite the greeting callers hear
  • Renumber the menu options
  • Send a menu option somewhere new
  • Add, move or retire an extension

Find

  • Pull any monthly invoice
  • Report call volume for any period
  • Show missed calls and average call length
  • List which phones are online

Watch

  • Check weekly that every phone is registered
  • Notice when an invoice does not arrive
  • Warn before the contract renewal window closes
  • Flag if the phone tree changes unexpectedly

Answer

  • Reply by text when you ask her something
  • Explain what a change will do before making it
  • Tell you plainly when something is not her call

How she stays safe to use

The rules she cannot break

These are not preferences. They are built into how she works, and they hold whether or not anyone is watching.

  1. She never listens to calls Call recordings are closed to her. She sees only the record of a call: the number, the time, how long it lasted, and where it was routed. Never a word of what was said.
  2. She has no access to patient charts She cannot open Athena and cannot reach any clinical system. The phone system is the only place she works.
  3. She never speaks to a patient She can change what the recording says. She can never pick up a call or answer one.
  4. Anything a patient hears needs your approval first She will not change a greeting or reroute a menu option until you have approved the exact wording.
  5. Routing changes happen after hours Unless you ask her to do it live, she makes routing changes outside eight to five, so a mistake can never land in the middle of clinic.
  6. Every change is written down What it looked like before, what it looks like now, when it happened, and who asked. If anything needs undoing, there is a record to undo it from.
  7. She never sends email as anyone Email is always written for a person to read and send themselves. There is no exception to this and there never will be.
  8. She never quotes a number from memory Every figure she gives you is read from the system in the same moment she tells you, so it cannot be stale and cannot be invented.

Worth being clear about

Her first job

The change you asked for

"I want to change option 1 to 2 and option 2 to 3. And make option 1 just for general info like address, fax number, etc. so the intro message isn't so long. And also, when they press 2, it goes to a voice AI that gathers info but there is a short pause before the voice AI starts talking so we want to warn them about the short pause."

  1. Move clinical questions from option 1 to option 2, and the office from option 2 to option 3.
  2. Add a new option 1 for general information, address and fax, so that detail comes out of the opening greeting and the greeting gets shorter.
  3. Add a line warning callers about the short pause before the voice assistant starts speaking.

She needs one thing from you to start: the current greeting, exactly as it is worded today. Once she has it, she will write the new version and show it to you before anything changes.

What we are asking

Say yes, and she starts with your phone tree

Nothing changes without your approval, and nothing she does is hidden from you. If at any point she is more trouble than she is worth, she stops and no part of the practice depends on her.

Built by Genesis Flow Labs, August 2026. Questions go to Shafen.