Your front desk answers the same questions all day, types the same forms into the system and chases the same no-shows. None of that needs a person.
Sound familiar?
- The phone rings with questions the website already answers
- Intake forms on paper or PDF, re-typed into the practice system
- No-shows found out about when the room is empty
- Referral letters, lab reports and insurance forms filed by hand
- Reviews and follow-ups that nobody has time to send
What we build for clinics and healthcare practices
Patient enquiry assistant
Answers opening hours, pricing, preparation and insurance questions from your own documents on WhatsApp, web chat and email; books or reschedules where you allow it; hands anything clinical to a person.
Intake and consent that reach the record
Multi-step forms with conditional questions, e-signature and ID upload; submissions land in the practice system and the patient folder, not in an inbox.
Reminders that reduce no-shows
Confirmation, reminder and reschedule sequences by SMS, WhatsApp and email, with a waiting-list fill when a slot opens.
Document capture
Referral letters, lab reports and insurance forms read, classified and filed to the right patient, with anything uncertain routed to a person.
An example workflow
New-patient intake
Reception emails a PDF form, the patient prints and photographs it, reception types it in and phones for missing details.
The booking confirmation links a digital intake form; answers validate as they go, ID and consent are captured, and the record is created before the patient arrives.
Typical result: intake complete before the visit; reception time on paperwork largely removed.
What it costs
One process mapped end to end — usually enquiries or intake — with a recommendation and a fixed price.
A patient assistant or intake-plus-reminders build, scoped in writing, live in two to five weeks.
Monitoring, fixes when a tool changes, and monthly improvements. Cancel any month.
All prices in USD. Every engagement starts with a free audit and a written, fixed-price scope; the first stage ships a working slice on your data in week one, and anything that does not run as scoped is fixed free for 30 days after launch.
Questions
Is patient data safe with an AI assistant?
The assistant answers from your published information and only accesses booking data through your system’s permissions. Clinical questions are handed to a person. We design for GDPR and local health-data rules, minimise what is sent to any model and document every data flow.
Which practice systems do you work with?
Anything with an API or export: Cliniko, Jane, SimplePractice, Semble, Halaxy, Pabau, Dentally, Google Calendar and most cloud practice systems. Where there is no API we work through forms and secure inboxes.
Will this replace our reception team?
It removes the repetitive part of their day — the same 20 questions, the typing, the chasing — so they have time for the people in front of them.
How quickly can we see it working?
The audit takes a week; a first slice (for example the enquiry assistant on your own FAQs) is usually running in the first week of the build.
Do you need access to our systems?
Only what the workflow touches, granted by you, documented, and removable at any time. Credentials stay in your accounts; we never keep copies.
What if AI is not the right answer for us?
Then we say so in the audit. Many problems are solved better by a form, a rule or a direct integration than by a model — and those cost less.
Where is data processed?
In your own accounts and the tools you already use. AI models are called through business-tier APIs that do not train on your data; personal data is minimised or redacted before it leaves your systems. See our security and data page.
Next step
Send a short description of the process that takes the most time, or map it in the Process X-ray and attach the result. You will hear back within one business day with questions, a workflow sketch and an honest view on whether it is worth automating.