Dispatch Triage Protocol for HVAC Contractors

Dispatch Triage Protocol for HVAC Contractors

Missed calls aren’t about headcount. They’re about diagnostic silence. When a homeowner says, “My AC won’t turn on,” and the dispatcher logs only ‘no cooling,’ the system discards 70% of the variables needed to separate capacitor failure from thermostat wiring error. That gap is where the next section starts.

A residential HVAC contractor managing three trucks loses 45 minutes of billable technician time per false-positive emergency dispatch. This is time spent driving, diagnosing on-site, then walking away from a non-billable event. Standard intake scripts capture only 30% of the technical variables required to distinguish compressor burnout from a tripped breaker. This isn’t noise. It’s predictable, preventable revenue leakage.

getminions.ai treats phone intake as a deterministic diagnostic workflow: symptom to logic gate to validation to dispatch decision. Not probabilistic multi-turn chat, but single-turn execution against refrigerant pressure thresholds, voltage checks, and airflow symptom trees. Each call routes through explicit technical gates before assigning a truck. That precision is what makes the next layer possible.

Every intake call triggers a structured triage engine that maps spoken symptoms to field-validated mechanical logic. ‘No power at outdoor unit’ branches to voltage test prompts. ‘Clicking but no start’ routes to capacitor and contactor diagnostics. It doesn’t transcribe. It validates. It doesn’t summarize. It filters. No voice latency tolerance needed. Decisions execute in under 1.2 seconds using preloaded trade-specific symptom trees, not LLM inference.