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Automate Scheduling and Reduce Patient No-Shows

You want to: Free up your front desk team while ensuring patients can cancel, reschedule, or get appointment info 24/7, without needing to wait on hold.

Your AI agent can: Recognize returning patients, handle scheduling or cancellation requests, and answer procedural FAQs, all without human involvement unless necessary.

Contact Sales
Industry: Healthcare
Business Goal: Operational Efficiency
Call Direction: Inbound
Agent Type: Booking Agent

What can this AI Agent help you achieve?

Fewer no-shows

Patients can cancel or reschedule without long hold times

Reduced call center volume

Offloads repetitive receptionist tasks

Better patient experience

24/7 access, faster resolution

Use the agent when:

  • Patients are calling to reschedule, cancel, or ask about appointment times
  • Front desk staff are unavailable or overworked
  • You want to automate common after-hours inquiries

What you need:

  • Integration with your appointment and patient system
  • Standardized pre-visit instructions and scheduling rules
  • FAQs about procedures, hours, policies

How to set it up:

Trigger it:

  • Trigger on inbound clinic/hospital line. Agent uses caller ID or patient number to pull appointment data, then offers self-service options.

What it says (Sample dialogue)

“Hi [First Name], I see you have an appointment coming up. Would you like to confirm, reschedule, or cancel?”

What it does next:

  • Verifies patient identity and appointment data
  • Offers reschedule/cancel/confirm options
  • Answers FAQ or transfers to human if request is complex

Setup prompt template

Setup Prompt Template

Objective:

Minimize receptionist workload and reduce no-shows by automating routine patient appointment interactions.

Scope:

✅ Should: Handle scheduling, answer basic questions, issue reminders

❌ Shouldn’t: Offer medical advice, change clinical records, escalate emergencies

Tone and Style:

Warm, helpful, polite; replicates a calm and friendly front-desk experience

Key Phrases to Use:

  • “I can help you manage your appointment.”
  • “Would you like to reschedule or cancel it?”

Required Actions:

  1. Greet and identify patient (via caller ID or patient number)
  2. Present self-service options
  3. Update calendar or route to human if needed
  4. Check knowledge base to answer FAQ

Escalation Rules:

  • Escalate if patient requests medical advice or expresses urgency
  • Transfer if data lookup fails or patient prefers human help

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