Automation for clinics and appointment-based centres
In a clinic, admin work arrives through three channels at once: phone, WhatsApp and the website form. Nearly all of it is the same handful of tasks: booking, rescheduling, asking about prices and confirming tomorrow’s appointment. We build assistants that handle them against your real diary and leave reception only what needs a person.
Signs you need this
- At 10:00 two lines ring at once and at lunchtime nobody picks up.
- Slots stay empty every day because someone cancelled late and nobody was moved in.
- Reception answers the same WhatsApp questions between one patient and the next.
What we automate in this sector
The catalogue processes that come up most often here. Each card links to the full spec.
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Appointments and reminders
The calendar fills and confirms itself, with far fewer wasted slots.
- In
- Appointment requests by web, WhatsApp, phone or email.
- Out
- Appointment in the calendar, confirmed, reminder sent, and the slot released if it is cancelled.
Outcome: Fewer no-shows and slots that get offered again instead of sitting empty.
See the full spec : Appointments and reminders -
AI phone agents
The phone always gets answered, understands what the caller needs and gets it done.
- In
- A phone call.
- Out
- A booking, a support case, a lead, or the call transferred to the right person.
Outcome: No missed calls at peak times, over lunch or out of hours.
See the full spec : AI phone agents -
Web and WhatsApp support
An assistant that answers with your company’s real information and books, at any hour.
- In
- Customer questions in your website chat or over WhatsApp.
- Out
- An instant answer, a booked appointment, or the enquiry handed to a person with the whole conversation.
Outcome: Most repeat questions get resolved without interrupting anyone on the team.
See the full spec : Web and WhatsApp support -
Surveys and reviews
You ask for feedback at the right moment and turn the good feedback into public reviews.
- In
- A finished job, a delivered order or a closed incident.
- Out
- More Google reviews, and complaints caught before they get published.
Outcome: More recent reviews — the factor that weighs most in local search.
See the full spec : Surveys and reviews
A typical scenario
Example scenario, not a client: a dental clinic with two chairs and one person at reception.
- Situation
- Calls pile up at peak times, reminders go out by hand when there is a spare moment and a share of patients simply do not show up.
- What we build
- A phone and WhatsApp agent that checks the diary, books, reschedules and sends reminders with confirmation. Anything that is not a diary task goes to reception with the conversation summarised.
- What changes
- Reception looks after the people in the clinic, reminders always go out and cancelled slots are offered to the waiting list.
What we get asked in this sector
- Does it work with my practice management software?
- We start from whatever you already use. If it has an API we connect to it; if not, there are other ways to read and write the diary. We check this during the diagnosis, before proposing anything.
- What about patient data?
- The AI only touches what the task needs (diary and contact details), with GDPR-compliant providers and a written note of which data is processed and where. Clinical records stay out of the flow unless you decide otherwise.
Does any of this sound familiar?
Tell us the one that takes most of your time. The diagnosis is free and in writing, with a fixed scope and price. If automating it does not pay off, we will tell you.
Scenarios are illustrative examples, not clients. The concrete target for your process is set after the diagnosis, in writing.