For clinics and medical practices
A patient who gets no answer calls the next practice on the list. Reception can't be in two places at once, and the phone rings even when the waiting room is full.
What changes
Missed calls don't come back
When reception is busy or opening hours are over, the call is lost. The patient doesn't leave a message, they call somewhere else.
An unanswered call gets a message
Instead of silence, a written message goes out immediately, with booking options. The patient doesn't have to call a second time, and the request lands in the same place as everything else.
No-shows cost a whole slot
A patient who doesn't show up blocks a slot someone else would have taken. Confirming by phone, one by one, eats hours of reception time.
The reminder stays with your software
Your practice management software already sends it and does it well: there's no point paying for it twice. If you still work with a paper diary and a phone, automatic confirmation is the first thing we set up.
Forms get filled in in the waiting room
The patient writes on paper what they've already written three times, and reception then copies it all into the computer. The document ends up in a binder, not on the patient's record.
Forms and consent, signed before they walk in
The patient fills in and signs from home. Reception copies nothing, and the document is on the patient's record. Booking software doesn't handle this and doesn't claim to.
Written questions sit in four inboxes
WhatsApp, Facebook, the website form, the phone. Each has its own inbox, checked unevenly, and the patient's history is somewhere other than their question.
Written questions, in one place
Every channel lands in the same thread, with the patient's history next to it. Non-medical questions (opening hours, address, parking, paperwork, insurance) get answered on the spot. Anything about the patient's condition goes to a person from the first sentence.
When something breaks, you open a ticket
You wait for a reply from a support queue, from someone who has never seen your practice and doesn't know what's connected to what.
Someone who knows your setup, keeping it running
A person who knows how your practice is set up, not a support form.
The examples above describe what we typically build for this category, based on the niche's common problems. They are not guaranteed results: the configuration and its effect depend on your business and are agreed at the 30 minute audit.
What you keep from your current setup
If you already work with a system
The booking software you use stays. Bookings, reminders and the calendar are its job, and it does them well. We take the documents, the written channels and the link between them, which is exactly what it doesn't cover.
If you don't have anything yet
If you still work with a paper diary and a phone, we start with the part that hurts most, not with everything at once.
What people in the industry ask us
Patient data is sensitive data. How do you handle it?
As exactly that. The system doesn't discuss diagnoses and doesn't ask about symptoms: it takes bookings, confirms and sends reminders. Anything about the patient's condition goes to a person from the first sentence, and that's a limit written into the configuration, not a verbal promise. The clinic's data is stored in the European Union, in Frankfurt; the providers the messages pass through are listed in the privacy policy, each with its own legal basis.
We have practice management software. Does it need to change?
No. If it has an API (and it usually does), we connect to it. If it doesn't, we build around it without asking you to move your patient records. Practice software is the worst thing to replace in a practice.
Who answers if a patient asks something medical?
You, or whoever is on call. The system says it doesn't answer that and hands over the conversation with its full context. An automated reply to a medical question is the one thing we don't build, no matter who asks for it.
We have a lot of no-shows. Will they really drop?
We won't give you a number we don't have. The mechanism is what matters: a reminder 24 hours ahead catches the patients who had forgotten, and a rescheduling link turns a silent no-show into a free slot you can give to someone else. We'll show you your own number after two months.
Healthcare