INQUIRY & APPOINTMENT AUTOMATION
Never miss another booking because your front desk is busy.
Phone-only booking leaks patients and overloads staff. We build AI agent systems that capture inquiries, answer questions, and schedule appointments 24/7 — into the calendar your practice already uses, with the provider, room, and duration you actually need.
THE PROBLEM
The hidden cost of missed emergency appointment inquiries
Local clinics, dental practices, aesthetic salons, and physiotherapy centers constantly lose leads. When a patient calls with a toothache or an urgent request and your team is busy, they call the next clinic on Google. Every unanswered call is a procedure you never knew you were losing, and the cost shows up as a quiet quarter rather than a complaint.
24/7 Patient Triage
An agent that answers phone, SMS, WhatsApp, and website chat instantly, determines urgency, collects the clinical detail the provider needs, and routes emergencies out of the automated path immediately rather than triaging them
Calendar Integration
Direct integration with your practice management system to find real availability by provider and operatory, honour appointment length, book the slot, and write the confirmation without double-booking or a manual re-entry
Follow-up Automation
No-shows and cancellations are recovered with one-tap rescheduling links, plus automated reminders, waitlist backfill, recall sequences for lapsed patients, and post-visit follow-up that closes the loop
Eligibility before the visit
Coverage is verified through your clearinghouse before the appointment happens, so your front desk stops re-checking what a system can check in three seconds
Claims that do not sit still
Denied claims are classified by reason, mapped to the payer rule, and resubmitted inside the correction window instead of ageing in a spreadsheet for ninety days
Front desk on the work that matters
Staff handle the exceptions, the complaints, and the conversations that need a person, because everything else is already handled
HOW WE BUILD IT
A secure, governed AI system for healthcare & wellness
We do not deploy a chatbot and call it a system. The agent runs inside a workflow with typed calls to your practice management software, defined approval boundaries for clinical questions, immutable logging of every call, and an operating model that keeps the answers accurate as your practice changes.
Clinical questions are never improvised
Diagnosis, dosage, and treatment guidance are excluded by design. The agent collects, confirms, schedules, and routes. Anything clinical goes to a person, immediately, with the transcript attached
Patient data is scoped and logged
Access follows the same permission model as your staff, every read and write is logged against an identity, and the system runs inside your own cloud accounts rather than a third-party black box
Two to four weeks to first live call
Week one is the audit and script design against your real schedule. Week two is configuration and shadow mode. Then it takes live calls alongside your existing process before it is trusted with anything on its own
Priced on call volume, not your revenue
A fixed monthly figure covering the agent, telephony, and the operating model behind it, so a quiet week does not become an expensive one
QUESTIONS
What clinic and salon owners ask first
Answered directly, because a system that handles your patients has to survive being asked about.
Will patients know they are talking to an AI?
The caller is told, immediately, in the first line, that they have reached an automated assistant and that they can ask for a staff member at any point. Practices that hide it generate complaints; practices that disclose it and answer fast generally do not care, because the alternative is voicemail.
What happens when a call needs a human?
The agent transfers with the full context: who called, why, what was already checked, and what is outstanding. Warm transfers to a live person are supported during the hours you staff, and messages are queued with the same context overnight.
Which practice management systems do you integrate with?
Dentrix, Open Dental, Curve, Eaglesoft, and Clio for clinics; Mindbody and Vagaro for salons and wellness. If your system exposes an API we connect to it directly. If it does not, we will tell you before you sign, because that changes the economics.
How does it handle insurance and eligibility?
Eligibility is verified before the visit through your clearinghouse, and denied claims are classified by denial reason and resubmitted within the payer's rules. The agent never guesses at coverage: if it cannot verify, it tells the patient and hands it to your team.
How long does deployment take?
Two to four weeks for a single location, depending on how many providers and locations you run. The audit happens in week one, the system is configured against your real schedule in week two, and it runs alongside your existing process before it takes any live booking.
What does it cost to run?
A fixed monthly figure covering the agent, telephony, and the operating model that keeps it accurate. Call volume and provider count drive the price, not your patient revenue, so a quiet month does not become an expensive one.
RELATED
The same system, other shapes
If booking is only part of what costs you revenue, these are the adjacent systems we usually build alongside it.
Dental & Healthcare
The full healthcare system: recall, claims, eligibility, and front office load.
Local Services
Missed-call recovery and estimate booking for home service businesses.
Customer Support
Tier-1 AI triage that handles inquiries, scheduling questions, and instant escalation.
Booking & Scheduling
The scheduling layer underneath this solution, for any resource-based business.
Workflow Automation
The deterministic runtime the agent runs inside, including approval and recovery paths.
All solutions
Every deployable system we ship as a complete unit.
START OPTIMIZING TODAY
Reduce front-desk overload without adding staff.
Phone-only booking leaks patients and overloads staff. We capture inquiries, answer questions, and schedule appointments around the clock.