Practices, dental, specialist clinics
Clinics & Healthcare
A fuller diary, fewer no-shows, and a front desk that is not drowning in the phone.
- Leaks we see5 in a typical week
- Taken off you6 jobs
- First automation liveusually inside a month
Clinical software is not the problem in most practices. The front desk is: one or two people trying to hold a phone line, a counter queue and a paperwork tray at the same time.
We automate the parts that are pure logistics — booking, reminding, refilling, chasing forms — and leave anything clinical firmly with your staff. Patient-facing agents run inside boundaries you set, and escalate to a human on anything that even sounds like a clinical question.
On privacy: if you handle protected health information, that shapes the design from day one — where data sits, which vendors touch it, what gets logged. We will tell you plainly which parts of a proposed automation are and are not appropriate for your regulatory position, and we would rather scope something smaller than hand you a compliance problem.
Before and after
What the week looks like now, and what it looks like once this runs
The short version. Each of these is unpacked further down, next to the automation that removes it.
Costing you money today
- Reception is on the phone while three patients wait at the counter.
- No-shows quietly cost you a day of capacity every fortnight.
- Cancelled slots stay empty because nobody has time to ring the waiting list.
- Intake forms are filled in on paper and retyped into the system.
- Referral and insurance paperwork sits in a pile.
Handled without you
- Overflow calls answered and appointments booked without adding headcount.
- Reminder sequences tuned to your actual no-show pattern.
- Cancelled slots offered to the waiting list within minutes.
- Digital intake with the answers landing straight in the patient record.
- Referral letters and insurance documents read, checked and filed.
- Recall lists for check-ups and follow-ups run on their own.
What we would automate
4 automations, and the problem each one takes off the table
Not a menu — this is the order we would actually build them in. Start with the one costing you the most, prove it pays, then add the next. The panels are diagrams of the run, not screenshots: every automation is built inside your own systems.
-
+1 (415) 555 0148 21:40 · after hoursAI receptionist answered on the first ring
01 Voice
AI Voice Receptionist
The problem todayThree patients are at the counter, two lines are ringing, and reception can only be in one conversation at a time. The other callers ring a different practice.
Once this is runningHow this one worksOverflow and out-of-hours calls answered on the first ring and booked into your real diary — with anything clinical handed to your staff, transcript already open.
-
MonTueWedThuFriBookedThu 09:30 — confirmed by SMS
02 Booking
Appointment Setter & Reminder Engine
The problem todayNo-shows quietly cost you a day of capacity a fortnight, and the cancelled slot at 14:00 stays empty because nobody had time to ring the waiting list.
Once this is runningHow this one worksReminders timed to your own no-show pattern with confirm or reschedule in one tap, and a freed slot offered down the waiting list within minutes of it opening.
-
- Invoice no.INV-20418
- Date14 Mar
- Net1,240.00
- Tax248.00
- Total1,488.00
- PO numberneeds a human
03 Paperwork
Document & Invoice Extraction
The problem todayIntake forms are filled in on paper at the counter and retyped by the person who should be answering the phone. Referral and insurance paperwork sits in a tray.
Once this is runningHow this one worksDigital intake that lands in the patient record, and referral letters, insurance forms and results read, checked and filed — anything unclear flagged for a human instead of guessed.
-
Turned up when they said, cleared everything away. Would use again.
Reply draftedThanks Marie — glad the timing worked. We will pass that on to Danny and the crew.
Caught privately2★ — routed to you before it was posted anywhere.
04 Reputation
Review & Reputation Engine
The problem todayYour happiest patients never think to leave a review. The one frustrated patient posts theirs the same evening.
Once this is runningHow this one worksA review request the moment a visit is completed, positive feedback pointed at your public profiles, and an unhappy response caught privately and sent to the practice manager first.
Other sectors we work in
Agents, brokerages, property managers
Real Estate & Property
Answer every portal enquiry first, and get the viewing in the diary before your competitor calls back.
Read more
Contractors, trades, field service
Roofing, Plumbing & Home Services
Stop losing the emergency call you were up a ladder for.
Read more
Shopify, WooCommerce, marketplaces
E-commerce & DTC
Support that scales with orders instead of with headcount.
Read more