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Use Case
We build AI scheduling and reminder systems that send automated calls and SMS messages before every appointment, handle rescheduling requests through a live conversation, fill cancellations from your waitlist automatically, and follow up after appointments, without any staff involvement.
The system integrates directly with your scheduling software. When a slot opens, it’s offered to the waitlist within minutes. Your schedule runs closer to full without anyone manually managing confirmations.
Tell us about your no-show problem.
Six components that handle the full appointment lifecycle, from booking through reminder, rescheduling, and follow-up.
Automated voice calls and SMS messages at 24 hours and 2 hours before each appointment. The reminder confirms the appointment and offers an easy option to reschedule.
When a patient or client says they can't make it, the agent offers the next available slots from your calendar, live availability, not a generic reply. The reschedule is confirmed in the same interaction.
When a cancellation opens a slot, the system automatically contacts the next person on the waitlist and offers the spot. Slots fill faster without any staff intervention.
A follow-up message one to two hours after the appointment can request a review, send care instructions, or prompt the next booking, depending on your workflow.
Connects directly to Acuity, Calendly, Google Calendar, or major EHR scheduling systems. Appointment data is read in real time, no CSV exports or manual syncing.
A weekly report shows no-show rate, reschedule rate, waitlist fill rate, and reminder response rate. You can see which reminder timing and format performs best for your patient population.
From appointment creation to post-appointment follow-up, the full sequence.
Appointment created in your system
The moment a new appointment is booked, the system schedules reminder messages for 24 hours and 2 hours before. No manual setup required per appointment.
Reminder sent 24 hours before
The patient or client receives a call or SMS confirming the appointment. The message is personal. It uses their name, the appointment type, and the correct time.
Reminder sent 2 hours before
A second reminder goes out closer to the appointment time. If the person hasn't responded to either reminder, the system flags the appointment for staff awareness.
Rescheduling offer if they can't make it
If the person responds that they need to reschedule, the AI agent offers the next three available slots from your calendar. They confirm by reply and the appointment is moved.
Cancellation triggers waitlist fill
When a slot opens, the system contacts the first person on the waitlist and offers the slot. If they decline, it moves to the next person. The slot is offered within minutes of the cancellation.
Post-appointment follow-up
One hour after the scheduled end time, the system sends a follow-up message (review request, care instructions, or rebooking prompt) depending on your configuration.
Any appointment-based business where no-shows have a direct revenue impact and the volume justifies automation.
A 20% no-show rate in a medical practice is 20% of your revenue lost and a schedule that never fills to capacity. Automated reminders with easy rescheduling recover a significant portion of that.
HVAC, plumbing, and cleaning companies that schedule service visits lose money every time a technician arrives at an empty house. The rescheduling agent ensures clients can cancel and reschedule at 11pm without calling anyone.
High-volume appointment businesses where last-minute no-shows are common. Reminders reduce no-shows; the waitlist manager fills the gaps that still happen.
Calendar-based revenue where a missed call is a missed billing hour. Reminders keep clients accountable and the rescheduling flow reduces the back-and-forth email required to find a new time.
A few situations where this build isn’t the right tool.
Fewer than 20 appointments per week
At low volume, manual reminder calls and texts remain practical. The build cost and ongoing maintenance don't return value until you're running enough appointments that no-shows have a material impact on revenue.
B2B enterprise schedules and conference calls
This system is designed for consumer and service appointment scheduling, the kind where someone might forget or need to reschedule at short notice. Enterprise conference calls and internal meetings are a different problem.
Tell us your weekly appointment volume, your current no-show rate, and which scheduling system you use. We’ll reply within one business day with a rough scope and price range.