The problem
A network of 4 private specialist clinics had 12 people in reception and administration managing appointments, records, reminders, insurance billing and telephone enquiries. 70% of incoming calls were for appointments or status queries.
Errors in appointment management caused no-shows and gaps in the schedule, each with an estimated cost of €120. Each month, the clinic lost between 40 and 60 appointments due to administrative errors or inadequate reminders.
The solution: ecosystem of 4 agents
01
Appointments agent
Manages the schedule of all specialists in real time. Allows booking, modifying and cancelling appointments via web, WhatsApp or email, 24 hours a day. Integrates with existing clinic management software.
02
Reminders agent
Sends automatic reminders by SMS and WhatsApp 48h and 2h before each appointment. Manages confirmations and, in the absence of a response, automatically activates the waiting list.
03
Records agent
Prepares a summary of the patient's medical history before each consultation and presents it to the doctor in a structured format. Automatically records consultation notes dictated by the specialist.
04
Billing agent
Manages billing to insurers and private patients, follows up on outstanding payments and generates monthly treasury reports.
Results after 3 months
- 80% reduction in administrative burden for reception staff
- Zero appointments lost due to missing reminders since deployment
- Patient satisfaction (NPS) improved by 40 points
- Administrative team reduced from 12 to 5 people
- Telephone waiting time eliminated: 90% of procedures become digital
- 22% increase in revenue through better schedule utilisation
Technology applied
The ecosystem was integrated with Doctolib clinic management software and the existing medical records system. Medical data is processed exclusively on the client's local infrastructure, complying with GDPR and healthcare data regulations. Implementation in 6 weeks.