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What Happens After You Submit Your Forms

Once you have submitted your onboarding form and CLOA, QuantumLoop AI takes over the next stages. This article explains exactly what happens, what your practice needs to do next, and how long each stage typically takes.

Purpose of This Article

Many practices submit their forms and then wonder what is happening next. This article removes that uncertainty by explaining exactly what QuantumLoop AI does after receiving your forms, what your practice needs to action, and what to expect in the weeks that follow.

Overview

Once both forms are received, your details are passed to the QuantumLoop AI porting team and configuration team simultaneously. Two workstreams begin in parallel:

  • Number porting — transferring your main surgery number so EMMA can answer calls
  • System configuration — building and testing your EMMA setup ready for go-live

Your practice does not need to manage these workstreams. Your account manager keeps you updated at each stage and contacts you when action is needed from your side.

What Happens With Your Onboarding Form

Your onboarding form is passed to the QuantumLoop AI configuration team. They use the information to:

  • Set up your EMMA call flows and conversation structure
  • Integrate EMMA with your online consultation system (Accurx, eConsult, Anima, or AskMyGP)
  • Configure your operating hours and practice-specific settings
  • Set up SOFIA for SMS follow-up
  • Begin NINA setup if applicable

If any information in your form is unclear, or if additional details are needed, the configuration team will contact you. Responding promptly to any requests for clarification keeps your setup on track.

Once configuration is complete, internal testing is carried out by QuantumLoop AI before anything is connected to your live phone number or consultation system. You will be informed when testing is complete and your setup is ready.

What Happens With Your CLOA Form

Your CLOA is passed to the QuantumLoop AI porting team, who submit a port request to the telephony provider on your behalf.

The porting process involves three key actions, one of which requires input from your practice:

1. Port request submitted (QuantumLoop AI action) QuantumLoop AI submits the port request to the provider. You will receive an email update confirming this has been done.

2. Validation email from your current provider (your action required) Your current telephony provider will send you an email asking you to validate and approve the port request. You must approve this promptly. Delays in approval push back your porting date and, in turn, your go-live date.

3. Port acceptance confirmed (provider action) Once approved, the provider confirms an acceptance date. Receiving this date typically takes two to four weeks from submission, though this varies by provider and is outside QuantumLoop AI's control. Your account manager will share the acceptance date with you as soon as it is confirmed.

Once porting is accepted, go-live can happen within two days of the acceptance date. Your account manager will agree the timing with you.

What to Expect in the Weeks After Submission

The following gives a general picture of how the post-submission period typically unfolds. Exact timelines vary depending on your telephony provider.

Days 1 to 3 QuantumLoop AI confirms receipt of your forms and passes them to the porting and configuration teams. You receive an update email. Configuration work begins.

Week 1 to 2 Porting request submitted. Configuration progresses. You may receive a request for clarification from the configuration team if additional information is needed.

Week 2 to 4 Validation email arrives from your current telephony provider. You approve it. Configuration continues. Your account manager provides updates on porting progress.

Week 2 to 5 (varies) Port acceptance date confirmed. Your account manager contacts you to agree your go-live timeline and begin preparation for bedding-in.

In parallel throughout This is the ideal time for your practice to complete the preparation steps in Stage 4 of the onboarding journey: staff training, dashboard access, and patient communications. See: Understanding Your Onboarding Journey (article 1.7).

Communications You Will Receive

During the post-submission period, you can expect the following communications from QuantumLoop AI:

  • Confirmation that your forms have been received and the next stages have begun
  • An update when your porting request has been submitted with the provider
  • An estimated porting timeline once available
  • Any requests for additional configuration information
  • An update when configuration is complete and testing has passed
  • Confirmation of your port acceptance date
  • A pre-go-live call invitation to begin bedding-in planning

If you have not heard from your account manager within a few working days of submitting your forms, contact support@quantumloopai.com.

Step-by-Step Instructions

Your practice actions after submitting the forms:

  1. Watch your inbox for a confirmation email from QuantumLoop AI confirming receipt of your forms.
  2. Watch your inbox for a validation email from your current telephony provider. When it arrives, approve it promptly.
  3. Respond quickly to any requests from QuantumLoop AI for additional configuration information.
  4. While porting and configuration are in progress, use this time to complete your internal preparation: enrol staff in training, log in to the dashboard, and review patient communications materials.
  5. Attend your pre-go-live call when invited by your account manager.
  6. Confirm your preferred bedding-in start date.

Troubleshooting

We submitted our forms but have not received a confirmation email. Check your spam or junk folder. If nothing has arrived within two working days, contact your account manager or email support@quantumloopai.com to confirm receipt.

We have not received the validation email from our current telephony provider. Check your spam or junk folder first. If it has still not arrived after a few days, contact your current provider directly and ask them to resend it. Your account manager can also chase on your behalf.

We are not sure if our CLOA details were correct. If you have any concern about the accuracy of the details you submitted, contact your account manager immediately. Errors caught early cause less disruption than those discovered when the port is rejected.

Configuration seems to be taking a long time and we have not heard anything. Contact your account manager for an update. Configuration timelines can vary, particularly for practices with more complex call flows or consultation system integrations.

Porting is taking longer than expected. Porting timelines depend on your current telephony provider and are outside QuantumLoop AI's control. Your account manager will keep you updated. Contact support@quantumloopai.com if you have specific concerns.

FAQs

Do both forms need to be submitted together? They are sent together and you are asked to submit both within 48 hours. However, the configuration team can begin work on the onboarding form immediately even if the CLOA follows shortly after. Submitting both as close together as possible keeps things moving.

What if some of our information changes after submission? Contact your account manager with updated details as soon as possible. Neither form can be edited once submitted, but the QuantumLoop AI team can update the information on their end with no issues.

Will we be charged during this waiting period? No. Charges begin only after your practice goes live. There are no charges during onboarding or the porting period.

Can we do anything to speed up porting? The main thing your practice can do to avoid delays is to approve the validation email from your current provider promptly when it arrives. Beyond that, timelines are in the hands of your telephony provider.

What if our current provider raises a problem with the port? Your account manager will contact you immediately if any issue arises and will guide you through the steps to resolve it. Port rejections are usually caused by a mismatch in address or postcode details and can be corrected and resubmitted.

Can we still use NINA while porting is in progress? Yes. NINA can be set up independently of the porting process as it runs on your website rather than your phone line. Speak to your account manager if you would like to progress NINA setup during the porting period.