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Front-desk staff juggling calls
Phones ring while patients wait at the counter, and routine questions about hours, fees and preparation take up the day.
Clinics & medical practices
AI automation for healthcare
Give clinic teams more time for patients, not admin.
We help clinics automate routine enquiries, scheduling, reminders and administrative hand-offs. The AI handles admin only: clinical questions go to your staff, and it gives no medical advice.
No upfront consultation fee. Free discovery and a free tailored proposal.
Appointment requestExample run
- WhatsApp enquiryPatient asks for a check-up slot
- Availability checkedOpen slots read from the clinic calendar
- Booking confirmedSlot booked, confirmation sent
- Clinical questionPassed to clinic staff, no AI advice
Where this helps
The clinic is full. The front desk can't be everywhere.
Clinic teams lose hours to calls, confirmations and forms that follow the same pattern each day. That admin is what we automate. Clinical work stays with your staff.
See what changes for each team ↓
02
Clinic managers chasing confirmations
Reminder calls, reschedules and late cancellations are handled by hand, and empty slots are hard to refill.
03
Out-of-hours messages left waiting
Patients message in the evening or at weekends, and replies wait until the clinic opens.
04
Admin staff re-keying intake forms
Paper and online forms are typed into several tools, so details are missed or entered twice.
Workflows we automate
Clinic admin, with clinical questions passed to staff.
The top administrative workflows for clinics and practices. None of them give medical advice or make clinical decisions. Pick a team to see what changes day to day.
- A patient enquiry assistant, admin onlyAnswers routine questions on WhatsApp or web chat, such as hours, services, fees and directions, any time of day.
- Booking and reschedulingPatients book, confirm and reschedule against your live calendar, where your appointment system allows that access.
- Clinical questions go to staffAnything medical is passed to your team with the conversation attached. The AI gives no advice.
TriggerA patient messages to book"Can I come in this Saturday?"AIRequest understoodBooking, not a clinical question
ActionOpen slots checkedRead from your clinic calendarYour teamClinical questions to staffAnything medical goes to your team
ActionBooked and confirmedReminder set for the day before- Reminders the day beforeEvery appointment gets a WhatsApp reminder, with an easy way to confirm or reschedule.
- Recalls when they are dueFollow-up and recall messages go out on schedule, using wording your clinic approved.
- Replies logged for the front deskConfirmations and change requests land in one list, so nobody chases them by phone.
TriggerTomorrow's appointmentsPulled at 6 pm each dayActionReminders sentWording your clinic approvedAIReplies understoodConfirm, reschedule or cancel
Your teamUnusual replies flaggedPassed to the front desk
ActionFront-desk list updatedConfirmed, moved, no reply yet- Intake forms checked for gapsMissing or unclear details are flagged before the patient arrives, not at the counter.
- Visit reasons sortedThe front desk sees each request grouped by visit type, ready to prepare.
- Staff verify before filingYour team checks the details before anything is saved to the patient's admin record.
TriggerA new patient form arrivesSubmitted before the visitAIChecked for gapsMissing or unclear details found
ActionPatient asked to complete itOnly for the missing fieldsYour teamStaff verify the detailsBefore anything is filed
ActionFiled where your team agreesClinical records stay with staff- Routine calls answeredA voice agent handles routine calls about hours, bookings and directions, so the line is never just engaged.
- After-hours calls capturedCalls outside opening hours are answered and logged, with booking requests ready for the morning.
- Clinical or urgent calls transferredAnything clinical or urgent goes straight to your staff. The agent gives no medical advice.
TriggerA patient callsDuring or after opening hours
AIVoice agent understandsHours, bookings, directions
ActionBooking madeAgainst your live calendarYour teamClinical or urgent calls transferredStraight to your staff
ActionCall summary sentLogged for the front desk- A weekly report, ready on MondayBookings, no-shows and enquiry volumes in one summary, without exporting anything.
- Alerts when no-shows riseA message to the manager when no-shows or unanswered enquiries pass the line you set.
- See where time goesKnow which requests take the most front-desk time, so you can plan staffing.
TriggerWeek's bookings collectedBookings, no-shows, enquiriesAISummary writtenWhat changed and why it matters
ActionDashboard refreshedEvery Monday at 8 amYour teamManager reviewsAlerted if no-shows rise
ActionReport in the inboxReady before the week starts
Our work
Patient workflows, mapped step by step.
A solution showcase for clinic booking, rescheduling and reminders on WhatsApp and phone, with clinical questions going straight to staff.
Scope and cost
Tailored scope, private quote.
Start with a free discovery consultation. We prepare a tailored initial plan and proposal with a private quote before any build starts. These are the factors that shape it.
Booking and messaging tools we often connectWhatsApp
Messenger
TelegramGoogle Calendar
CalendlyGoogle FormsGoogle SheetsGoogle DriveGmail
Zoom
Stripe
n8n
WhatsAppMessengerTelegramGoogle CalendarCalendlyGoogle FormsGoogle SheetsGoogle DriveGmailZoomStripen8nChannels in scope
WhatsApp, web chat, phone or a mix, and the hours each one should cover.
Appointment system compatibility
Whether your booking or clinic system allows live availability and bookings through an API.
Patient data handling and consent
Which patient data the system may see, where it is stored and how consent is recorded.
Clinical escalation rules
What counts as clinical or urgent, the wording used, and which staff receive each handover.
Record access
Read-only, admin-record updates or no record access at all, agreed per workflow.
Volume and hosting
Enquiry and booking volumes, plus your infrastructure or a managed server for hosting.
Control and data
Admin automation, clinical care left to clinicians.
We agree these with your practice before anything goes live.
Clinical escalation
The AI handles administration only: scheduling, reminders, FAQs and forms. It gives no medical advice or diagnosis. Clinical or urgent questions go to qualified staff, using escalation rules and wording you approve.
Patient data handling and consent
You decide which patient data the system can see and where it is kept. Consent, record access, AI providers and hosting are agreed per project, and your practice remains responsible for its regulatory obligations.
Human verification and failures
Staff verify intake details and approve message wording. If the calendar or booking system can't be reached, the patient is told a team member will follow up, and staff are alerted.
Guides
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All insights
FAQ
Healthcare automation questions.
Straight answers about scope, data, ownership and support. Can’t find yours? Ask us directly below.
What can AI automation do for my clinic or practice?
It handles the admin that ties up your front desk: answering common patient enquiries, including outside clinic hours, booking and rescheduling appointments, sending appointment reminders, running recalls and follow-ups, and collecting intake details. The AI handles administration only. It does not give clinical advice or diagnosis, and clinical questions go to your staff, so your team can focus on patient care.
Does it give medical advice or diagnose patients?
No. The AI handles administrative tasks only, such as scheduling, reminders, frequently asked questions and forms. Clinical questions are routed to your qualified staff, and the system is set up to hand over rather than advise. We agree the escalation rules and wording with your team before go-live.
Can it reduce no-shows and late cancellations?
It can help. The system sends timely, personalised reminders before appointments and makes it easier for patients to confirm, reschedule or cancel in advance, so more slots can be freed up or refilled. We agree how to measure no-shows before and after go-live.
How is patient information kept private?
We agree patient data handling and consent with you, with access controls, encryption in transit and storage limited to what the workflow needs. You decide what data the system can see, and workflow actions are logged where the systems allow. We confirm data handling for each project, including which AI providers are used, their no-training terms where available, and where the system is hosted (your infrastructure or a managed server). Your practice remains responsible for its own regulatory obligations.
Can it answer patient enquiries outside clinic hours on WhatsApp?
Yes, within the channels in scope. We set up a patient assistant on WhatsApp, web chat or phone that answers routine questions about opening hours, services, preparation and directions, including outside clinic hours, and hands anything clinical or unusual to your team. WhatsApp needs an eligible Business account and Meta approval, which we help you set up but cannot guarantee.
Does it work with my calendar and booking system?
Usually, yes. We connect to the calendar and booking tools you already use where their APIs and your permissions allow it, so the assistant can check live availability and book into your schedule. We confirm compatibility with your appointment system during discovery.
Can it handle recalls and follow-ups?
Yes. The system can remind patients who are due for a review, cleaning or repeat visit with well-timed messages, based on the recall rules your clinic sets, so recalls happen more consistently.
Do we stay in control of what it sends?
Yes. You decide what runs automatically and what waits for approval, messages follow your practice voice and run from your accounts, and workflow actions are logged where the systems allow.
How long does it take to set up?
It depends on scope, access and approvals. A focused build such as a booking assistant or reminder flow is quicker to set up than a fuller setup across enquiries, booking, reminders, recalls and intake, which is usually delivered in phases. We set out the proposed phases and timeline in your proposal.
How much does it cost?
Cost depends on the channels, volume and integrations you need. We discuss your process in a free discovery consultation, then provide a tailored scope and private quote in your proposal. We don't list one-size-fits-all project prices.
Is this an AI medical assistant?
No. It is administrative automation: enquiries, scheduling, reminders, recalls and forms. It does not assess symptoms, give medical advice or make clinical decisions. Anything clinical is passed to your qualified staff.
What happens if a patient describes an urgent problem?
The assistant is set up to hand over, not advise. It shares the escalation wording your clinic approves, such as your contact number or emergency guidance, and alerts your staff. We agree these rules and test them with your team before go-live.
Next step
Let's map this workflow for your business.
The right solution depends on how your team works today, the software you use and where people need to stay in control. Start with a free discovery. We'll prepare a tailored initial plan and proposal, then quote implementation after we understand your requirements.
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