Clinics and medical centres
Organised appointments and quick replies, with medical decisions left to the doctor
Does your clinic keep answering the same questions about available times, prices and how to prepare for a visit? We build a flow that books, confirms, reminds and answers administrative questions from your approved information, and passes anything about the medical case to your team.
Where does reception lose time today?
Booking requests arrive by phone and WhatsApp at the same time, so replies are late or the same slot goes to two patients. Some patients do not show up because no one reminded them, and reception staff spend the day answering the same questions about the address, prices and doctors’ hours.
Illustrative example
A patient books an appointment, then asks about a medicine: what the assistant handles and what goes to your team
A patient asks for an appointment with the dentist. The assistant shows the available times from the clinic’s schedule, records the booking, and sends the confirmation with the approved arrival instructions. The day before, it sends a reminder, and if the patient asks to reschedule it offers alternatives. If the patient asks about a dose or describes symptoms, the assistant does not answer. It passes the message to the clinic team and tells the patient so.
We take the appointment request
We learn the specialty, the preferred time and the contact detail.
We book from the approved schedule
We show what is free and record the booking without a clash.
We confirm and remind
We send the confirmation and instructions, then a reminder before the appointment.
We hand over anything medical
A medical or urgent question goes to the clinic team.
Approval stays with your team
Data, privacy and control
We review the doctors’ schedule, your current booking system and your contact channels with you. The assistant sees the minimum needed to book: the name, the contact detail and the appointment. It does not read the medical record or store details of the case, and patient data stays within what the clinic sets and the regulations of its country. If the schedule cannot be reached, it stops showing times and hands the request over.
What you receive
We agree the deliverables before delivery: a flow for booking, rescheduling and cancelling, approved confirmation and reminder templates, an answer base for administrative questions, clear rules for handing over medical and urgent questions, and instructions for updating the information and training the reception team.
How we start
We start with one specialty or one doctor and one contact channel. We test clashing appointments, schedule changes, requests outside working hours and medical questions, then widen the scope after reviewing the result with you.
What we need from you
The doctors’ schedule and consultation lengths, the price list and approved instructions, information about your booking system if you have one and how it can be connected, and someone from reception to review replies and receive handovers. Do not send real patient data through the public form.
How we measure the result
We measure the time to reply to a booking request, the share of confirmed appointments, the number of no-shows before and after reminders, and the number of handovers and their reasons. These indicators measure how well reception is organised, not medical outcomes.
Questions before you begin
Short answers to what people ask most before we start.
Is your question not here?
Request a meeting and we will answer for your own case.
Request a meetingDoes the assistant give medical advice or a diagnosis?
No. Its role is administrative: appointments, reminders and general questions. Any question about symptoms, medicines or results goes to the clinic team.
What happens in urgent cases?
The assistant immediately directs the patient to the emergency number or to call the clinic, as you define, and does not try to handle the case. This flow is not a substitute for emergency channels.
Does it work with the booking system we use?
We first review the integration options and permissions in your system. We do not assume a system is supported before checking it, and we can start from an organised schedule if no integration is available.
How is patient data protected?
The assistant is limited to booking data. We set its permissions and how long records are kept with you before delivery, in line with the clinic’s policy and the regulations in your country.
How much does an appointment assistant for a clinic cost?
Pricing is by request; there is no fixed price. The cost depends on the number of doctors and specialties, the contact channels, and the integration you need with the booking system. We analyse what you need and plan delivery in stages, so your budget goes first to what helps you most.
How long does it take to set the assistant up for a clinic?
That depends on how ready the doctors’ schedule and price list are, and on what your booking system allows for integration. We start with one specialty or one doctor and one contact channel, and state the timeline in the proposal after the first meeting.
Does the assistant send appointment reminders on WhatsApp?
The assistant sends a confirmation and then a reminder before the appointment, using templates the clinic approves. We choose the channel after checking what it allows for integration and its terms of use, and we start with one channel.
Your next step
Bring the challenge. Let’s shape the next step.
A short description is enough to start. Tell us what happens now and what should work better.