Appointments booked, moved and filled, without the phone queue.
The Scheduling agent books, reschedules and cancels appointments against your live calendars and clinician rules, sends reminders, and fills freed slots from the waitlist. It handles scheduling and administration only.
Resolves
- New bookings
- Reschedules
- Cancellations
- Reminder settings
- Waitlist offers
- Visit logistics
Hands off
- Any clinical or medical question
- Urgent or distressed messages
- Bookings outside clinician rules
- Patients who ask for a person
Scheduling and administration only
The Scheduling agent does not give medical advice, interpret symptoms, reports or prescriptions, or suggest treatment. Any clinical question is passed straight to your staff with the full message, and messages that sound urgent include a prompt to contact emergency services. Health-data handling and any regulatory requirements that apply to your clinic are confirmed with you before launch.
What it handles
Built around the questions your team already answers.
Booking
Offers real open slots by clinician, visit type and location, and respects visit lengths, buffers and new-patient rules.
Rescheduling
Applies your notice period and reschedule count, holds alternative slots briefly, and confirms the move in one reply.
Cancellations
Cancels within your fee rules and immediately releases the slot to the waitlist.
Reminders
Confirms reminder timings and channels, re-sends confirmations and updates contact preferences.
Waitlists
Adds patients who want an earlier visit and offers freed slots in the order your clinic sets.
Visit logistics
Answers where to go, what paperwork to bring and how long the visit takes, from your clinic's own information.
Worked example
One reschedule, end to end
A patient needs to move a Thursday follow-up.
Outcome
Rescheduled in two messages. The Thursday 4:00 PM slot went to the first patient on the waitlist.
- Customer 09:15
“I want to change this. Something came up on Thursday.”
- System 09:15Calendar
Booking matched: Follow-up with Dr. Rao, Thu 4:00 PM, 20 minutes.
- Agent 09:15Allowed
“Reads this as a reschedule. Checks clinic rules: moves allowed up to 12 hours before, 2 per booking, 0 used.”
- System 09:15Slots held
Dr. Rao's open follow-up slots: Thu 6:00 PM, Fri 10:30 AM. Both held for 10 minutes.
- Agent 09:16
“I can move your appointment. Does Thursday 6:00 PM or Friday 10:30 AM work?”
- Customer 09:17
“Friday morning.”
- Agent 09:17Rescheduled
“You're booked for Friday 10:30 AM with Dr. Rao. I'll remind you the day before. Your Thursday slot is now open for others.”
Intents covered
Mapped before you connect anything.
Booking
Changes
Reminders
Logistics
Limits you set
The agent acts. You decide how far.
Scope
Cannot be widened. Clinical questions always go to staff.
Reschedules per booking
After that, the patient is routed to the front desk.
Notice period
Inside this, the agent explains your late-change rule.
Slot holds
Held slots release automatically if the patient doesn't confirm.
Values shown are starting defaults. Every limit is editable per workspace.
Questions
About the Scheduling agent
How does the agent recognise a clinical question?
It is trained to separate scheduling language from clinical language and treats anything about symptoms, medicines, doses, results or treatment as out of scope. When unsure, it hands off.
Can it work with more than one clinic location?
Yes. Locations, clinicians, visit types and their rules are defined in grounding, and the agent books within whichever the patient chooses.
What patient data does it see?
Only the booking and contact details needed to schedule. It does not need access to clinical records, and you control which fields are shared.
Which question fills your inbox?
Pick the one that sounds most like your customers. We'll set you up with that agent first.