AI for clinics, practices and care providers
Reception carries every patient journey: enquiries, bookings, forms, reminders, payments and follow-ups. These are the jobs clinics ask to hand to AI first, and what we'd set up for each. Clinical decisions stay with clinicians.
What should changeFewer gaps in the diary, fewer unanswered messages, and less time chasing payments.
Where the hours go in a clinic.
- 01
Front-desk admin follows every patient journey.
Enquiry, booking, forms, payment, reminders and follow-up each need someone to do something.
What we set upOne joined-up flow in your booking system, with reminders sent on time and gaps flagged to reception.
- 02
Calls and messages come in after hours.
Patients ask simple questions at night, and the ones who get no answer book elsewhere.
What we set upCommon questions answered from your own policies, with anything clinical or urgent passed to a person.
- 03
Lapsed patients are never asked back.
Recalls, follow-ups after treatment and no-shows depend on someone remembering.
What we set upRecall and follow-up messages drafted from your appointment records, sent after a person approves them.
- 04
Overdue payments get chased by hand.
Someone checks the list each week and writes the same polite emails.
What we set upReminders sent on a schedule from your payment records, stopping when the invoice is paid.
“reduce manual administrative workload and create consistent, reliable patient journeys”
What six weeks could look like.
An illustration, not a client story. Your plan comes out of your audit.
Example plan
A physio and sports clinic, 9 people
Where they startReception juggles the phone, WhatsApp and the booking system. Patients who miss a session or finish a block of treatment rarely hear from the clinic again.
What should changeFewer gaps in the diary, and reception spends the day on the patients in front of them.
Runs in their booking system and Google Workspace. Clinical notes stay out of every AI tool.
- Week 1
Enquiries from the website and WhatsApp answered in draft from the clinic's own prices and policies, with anything clinical passed to a physio.
- Week 2
Reminders and a rebooking link sent after each appointment, and to anyone who missed one.
- Week 3
A monthly list of patients who finished treatment without rebooking, with a short personal check-in drafted for each.
- Weeks 4 to 6
Overdue invoices chased on a schedule from the booking system's export. In week five reception builds the annual check-up recall themselves.
Work it out on your own numbers.
Pick a job, move the sliders to match your team, and change our assumption if you think it's lower.
Work it out for your business
Our assumption. Change it if you think it's lower.
Their pay plus employer costs such as National Insurance and pension.
Worth to you, every year
£0
Your numbers and an assumption you can see. Your audit note checks them against how your business actually works, and week six measures what really happened.
Add this to my audit requestA Build Week, start to finish.
Every week follows the same pattern, so you always know what happens next.
- Week before
We rehearse
We run every step ourselves on our own test accounts, so we already know where it snags. You get a short checklist for adding us as a user. You never share passwords.
- Monday
Session one
Whoever does the work builds it on their own screen, in your accounts, while we guide them. About 90 minutes on Teams, Meet or Zoom.
- Tue to Wed
Between sessions
We fix anything that came up and prepare the next piece, down to the exact text to paste.
- Thursday
Session two
Another 90 minutes. The next piece gets built, and we check the first one still runs.
- Friday
The note
One page on what changed and what now runs by itself. The invoice for the week comes with it.
What clinics ask first.
What about patient data?
Clinical notes stay out of AI tools. The jobs we set up use booking, contact and payment details, under a data processing agreement, on business plans that don't train on your data. Anything clinical goes to a clinician.
Does it work with our booking system?
Many clinic systems, such as Cliniko, can export appointments or connect through an API. The audit note says what's possible with yours.
Will patients get messages from a robot?
Messages are written in your clinic's voice and checked by reception before they go, until you're confident to let routine reminders go on their own.
Start with a free audit.
Tell us what your team does by hand and where to look. Within three working days you'll get a one-page note: the first job we'd suggest, an estimate of the hours it would save each week, a six-week plan and the weekly price. If we need longer, we'll email to say so.
- 1
We read what you've told us, then look at your site, your ads and how enquiries reach you. If we need more, we email. A call is optional.
- 2
You get the note by email, written by the person who'd run your sessions. It's yours to keep.
- 3
If you go ahead, we agree a start date and rehearse the week before.