Phone ringing nonstop? An AI agent answers it.
For clinics, outpatient centers, and medical offices: an AI agent handles booking requests, first visit, follow-up, cancellations, and reminders. Reception is freed to welcome people walking in, the agent works 24/7 — even after hours.
What happens today.
Reception desks at clinics and outpatient centers are overwhelmed: phone ringing nonstop, patients queueing at the desk, the schedule changing every two hours from cancellations and edits. Staff is constantly interrupted, booking errors rise.
Outside reception hours, patients find no answer: they leave a voicemail (often not returned in time) or look for another facility. Unmanaged no-shows weigh on doctors' calendars and on revenue.
A dedicated booking AI agent handles requests 24/7, knows the doctors' schedules, applies booking rules (preparation, prerequisites, contraindications), sends reminders, reschedules slots freed by cancellations.
Reception shouldn't answer the phone. It should welcome people walking in, full stop.
The solution, broken into parts.
-
Voice + WhatsApp + web chatbot
The patient talks to the agent the way they would talk to a secretary, choosing their preferred channel: phone (voice AI), WhatsApp, web chatbot. The answer is the same on every channel.
-
Integration with the clinical software
Reads doctors' schedules, books directly, edits and cancels, sends automatic reminders. Integration with widely used Italian clinical systems (e.g. iMedicalView, Medical-Soft, custom) and internal calendars.
-
GDPR Article 9 compliance
Health data is processed with end-to-end encryption, structured log of every access, segregation of identifying data from clinical data. DPIA is available, integration with your DPO is planned.
The typical profiles who benefit.
-
Mid-sized outpatient centers (3-15 doctors)
Booking volumes that justify a dedicated reception. The agent frees reception from routine calls, cuts no-shows by 20-40% with smart reminders.
-
Dental clinics and specialist practices
Packed schedule, recurring bookings (cleanings, follow-ups), waiting-list management. The agent handles ordinary flow autonomously and frees time for the in-office human relationship with the patient.
Transparency on what the client does.
Before we start we need a few accesses and decisions. All reasonable, no surprise asks.
-
Technical access
- API access to the clinical software for schedule read/write
- A business toll-free number for the voice channel (we handle activation if you don't have one)
-
Operational decisions
- Booking rules: visit types, duration, prerequisites, contraindications
- Cancellation and late policy (how many hours notice, any penalties, recovery slots)
- List of cases that always go to a human (urgencies, complex clinical cases)
Indicative numbers, not quotes.
- TIME
- Typically 8-12 weeks from discovery to go-live. Up to 16 weeks for integrations with less common clinical systems.
- COST
- Range €25,000-60,000 for the base version. Operating cost €200-1,500/month depending on volume.
- MODEL
- Fixed milestones. Soft launch on a subset of slots, progressive scaling.
Indicative numbers. For an accurate quote, let's talk.
Answers to the most common questions.
Is it GDPR-compliant for health data?
Yes. Health data falls under GDPR Article 9 (special categories) and requires reinforced safeguards: end-to-end encryption, segregation of identifying data, structured log, DPIA, data-processor agreement. All included by default. Overall compliance stays with the data controller.
Can the AI agent give clinical advice?
No, and we do not enable it. The agent handles booking logistics: appointments, cancellations, reminders, procedural prerequisites. Clinical questions, symptom doubts, urgencies are always routed to human medical staff. The separation is explicit in the prompt and in the behavior.
By how much do no-shows drop?
Typically a 20-40% drop in no-shows, thanks to smart reminders (multichannel, multi-step) and automatic handling of cancellations and rescheduling. Numbers vary with patient mix and with the strictness of the cancellation policy.
Recognize your case?
Write a couple of lines about your context. We'll reply within 24-48 hours with an initial assessment and a first orientation on time and cost.
Let's talk