AI appointment scheduling that keeps your clinic's calendar full
Patients book and confirm on WhatsApp, reminders go out on time, and cancelled slots are offered to the next patient on the list.
Empty chairs cost the clinic every single day.
The front desk spends hours on WhatsApp and the phone booking visits, patients forget and do not show, and a cancelled slot at 9 a.m. stays empty because nobody had time to call the waiting list.
- Medical, dental and physiotherapy clinics that need an AI receptionist for medical office bookings on WhatsApp
- Practice managers who want an AI scheduling assistant for healthcare without changing their calendar
- Multi-doctor clinics where each professional has a different schedule and rules
The agents
Talks to patients on WhatsApp, offers slots by professional and procedure, books in Google Calendar, Calendly or Doctoralia and sends confirmations and reminders.
Watches the calendar for gaps, double bookings and patients who have not confirmed. Works the waiting list when a slot opens.
Checks the visit type, price and insurance rules you set before the booking is final, so the patient knows what to bring and what to pay.
How it works
- A patient asks for an appointment on WhatsApp or through your Doctoralia profile.
- Jaca asks for the professional, procedure and preferred times, then offers open slots from the calendar.
- Darwin checks the price or insurance rule for that visit, and Jaca confirms the booking with the patient.
- The day before, Jaca sends a reminder; if the patient cancels, Nina offers the slot to the waiting list.
- Requests outside the rules, such as an urgent fit-in or a clinical question, go to the front desk or the doctor to decide.
Example of what you get
Tomorrow's schedule check
- Appointments per professional with confirmation status
- Patients who did not reply to the reminder, to call this afternoon
- Open slots and the waiting-list patients offered each one
- Bookings that need a front desk decision, with the patient's message
What changes
- The front desk spends less time on the phone and more time with patients in the room
- Fewer empty slots, because cancellations are offered right away
- Patients get a quick answer at night, when many of them try to book
Where a person is still needed. The team never gives medical advice, triages symptoms or changes a treatment plan. Clinical questions and urgent cases always go to your staff.
Works with what you already use
These are examples. Connect the tool your company already uses for the same job, or your own system through MCP or API.
Clinic scheduling team
Can AI for dental offices and clinics book directly into our calendar?
Yes, when your calendar is Google Calendar, Calendly or Doctoralia. You set the rules for each professional, such as visit length, buffers and which procedures can be booked online.
How does AI appointment scheduling in healthcare reduce no-shows?
It sends reminders with an easy way to confirm or cancel, and it fills freed slots from a waiting list quickly. The clinic sees who has not confirmed while there is still time to call.
Is patient information safe with an AI scheduling assistant?
The agent only asks for what booking needs and stores it in the tools you already use. It does not read medical records. Every message and action is logged, and you should check your local health privacy rules before going live.
How long does it take for a clinic to start?
Connect WhatsApp Business and your calendar, add each professional's hours and procedures, and write your booking rules. That usually takes a working session. Test it free with one professional's calendar before adding the others.
Can patients book appointments on WhatsApp with AI?
Yes. Jaca talks to patients on WhatsApp, asks for the professional, procedure and preferred times and offers open slots from your calendar. Once the patient picks one, the booking is confirmed in the same conversation.
Does the AI scheduling assistant check insurance before booking?
It checks the rules you set for each visit type, such as which insurance plans are accepted, what the patient pays and what to bring. Darwin applies those rules before the booking is final. Anything outside them goes to the front desk.
What happens when a patient asks a clinical question?
The agent does not answer it. It tells the patient that the question will go to the clinic and sends the message to the front desk or the doctor. The team never gives medical advice or triages symptoms.
Can the clinic set different rules for each doctor?
Yes. Each professional has their own hours, visit lengths, buffers and list of procedures that can be booked online. You can also mark procedures that always need a front desk decision, such as fit-ins or first visits for certain treatments.
Is it a chatbot with a menu of options?
No. Patients write as they normally would, and the agent understands the request and answers in the patient's language. It works with your real calendar and waiting list, not a fixed menu, and passes the conversation to a person when the request is outside the rules.
How can the clinic see if no-shows are going down?
The daily schedule check shows confirmation status for each appointment, who did not reply and which freed slots were offered to the waiting list. Compare no-shows and empty slots week by week with the period before the team started.