Clinics and dental care · Sample scenario
Appointment scheduling
Appointment requests are gathered in one flow: minimal administrative data is collected, free slots by service and doctor are offered, and the booking is added to the calendar after confirmation.
Problem
Appointment requests are scattered across phone, WhatsApp and the website; some go unanswered and the same slot is given to two patients.
How it works today
The front desk answers calls and messages one by one, opens the doctor's calendar separately, asks the patient for the same details several times and records the booking by hand.
What this scenario changes
AI determines whether the message is an appointment request and which service it relates to. For administrative requests, only the minimum data needed to book is collected, free slots for a suitable doctor are offered from the clinic system, and the booking is added to the calendar after the patient confirms. A message that needs a medical assessment goes to staff following the clinic's approved procedure.
The process step by step
- Appointment request: The patient writes on WhatsApp
- Request type identified: Appointment request or medical question
- Administrative request only?: No medical assessment requested
- Minimal data collected: Only what is needed to book
- Free slots found: For a doctor matching the service
- Patient confirmation: The patient picks a time
- Added to the calendar: Record and confirmation message
Exception path
- Staff member takes the request: Following the clinic's approved procedure
- Patient informed: The approved text is sent
The role of AI
Tells an appointment request apart from a medical question and extracts the requested service and preferred day. It does not assess symptoms.
Human approval and exceptions
If the message includes a medical assessment, medication or treatment question, the system does not answer: the clinic's approved text is sent and the front desk or a doctor takes the request.
Frequently asked questions
Does the system tell the patient which doctor to see?
Only based on the clinic's service-to-doctor table. Choosing a doctor based on symptoms is a medical assessment and goes to staff.
What information is the patient asked for?
Only the minimum needed to book: name, contact channel and a suitable day. Medical history is not requested in this flow.
Does it work with our existing clinic system?
Yes, if the system has a calendar API or export option. Compatibility is checked during the initial audit.