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A missed appointment costs a whole time slot, and in healthcare that is a place someone else could have used.
Confirming and reminding demonstrably helps, but it is work that comes on top of everything else.
The Appointment Confirmer sends the confirmation and the reminder, processes cancellations and offers freed-up slots to people on the waiting list.
What it does, step by step
- Record the appointmentFrom the calendar or the source system, with any preparation needed.
- Send the confirmationWith the time, place and what someone needs to bring or do.
- RemindAt the moment it still makes a difference, through the channel that suits the audience.
- Process cancellationsStraight into the calendar, without anyone having to phone.
- Offer the slot againTo someone on the waiting list who can come at short notice.
Onboarded into your business
Sophie does not start from a generic script. Like any new colleague, Sophie is onboarded into the way your team works first.
- Your knowledgeWe onboard Sophie with your own documents, examples and agreements, so the work is done the way your team does it.
- Your systemsWe set up the integrations for the software you already use. Different fields or different steps? We adapt to them.
- Your rulesYou decide what Sophie handles on its own and what always goes to a person first.
- Grows with youWhen your way of working, a system or a rule changes, we adjust Sophie to match.
Works with these systems
- Microsoft 365
Google Calendar
Calendly
- Databases
- APIs
Is your system not listed? We can connect any system, even if there is no standard integration. View all integrations.
What runs automatically and what does not
You stay in control.
Not every decision should be made automatically. For each workflow, we set out:
- What can happen automatically.
- What is put forward for approval first.
- When a person is brought in.
- What information is stored.
- How actions are logged.
Is this a fit for your organisation?
A good fit if
- Healthcare organisations, practices and clinics with many appointments.
- Service providers with a waiting list.
- Situations with a high rate of missed appointments.
Less of a fit if
- Appointments where the contact itself is part of the care.
- Organisations without a waiting list: a freed-up slot stays empty anyway.
What it can deliver
- Fewer slots that go unused.
- Fewer phone calls about rescheduling and cancelling.
- Shorter waiting times because freed-up slots are filled again.
Directions, not promises. As soon as there is evidence from a client project, it will appear here as a substantiated result.
Frequently asked questions
Can you use AI in healthcare for appointment communication?
For the logistics of the appointment, yes: confirming, reminding and rescheduling. Once it concerns the content of the care, it is a different matter. We set this up without any medical content in the messages, not even the reason for the appointment.
Which channel are reminders sent through?
The channel that suits your audience. For many groups, text message or WhatsApp works better than email, but with older audiences it is often exactly the other way round. That is a choice you base on your own population.
Can it offer a freed-up slot to someone else?
Yes, to someone on the waiting list who can come at short notice. That is usually the biggest gain: a cancellation today does not have to be an empty hour tomorrow.
How many fewer no-shows does this deliver?
That varies widely by organisation and audience, so we do not put a percentage on it in advance. What we do is measure the current rate before we start, so afterwards you can see the difference.
How to put this to work
- 1A 30-minute callTogether we look at your process and your systems, and whether this task is the best place to start.
- 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
- 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.
More on AI employees
- What is an AI agent? Explanation, examples and when you need oneWhat an AI agent is, what it is allowed to do and what it costs.
- Automate business processes: what it means, how to start and examples by departmentWhich work to automate, per department and per industry.
- AI Opportunity AuditKnow where the opportunity is before anything gets built.
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