Rota automation
Swaps, availability and holidays checked and applied to your rota, with the right people told.
For clinics, dental and therapy practices
AI automation for clinics: less front desk admin.
We build AI workflows for UK private clinics, dental practices and therapy centres that send booking reminders, fill cancellations, collect intake forms and sort the front desk inbox, inside the booking system you already use.
Today
of 4 done
- Tomorrow’s reminders sent
- Cancelled slot refilled
- Intake forms collected
- Review requests sent
The admin
Where the front desk’s week goes.
None of it is hard. All of it takes hours, and most of it follows the same steps every time.
-
01
No shows and late cancellations
Empty slots that nobody had time to offer to the waiting list.
-
02
The front desk inbox
Booking requests, questions and supplier emails, answered between patients.
Email management workflow -
03
Rotas and cover
Swaps and sickness cover sorted by phone and text, usually at short notice.
Rota automation workflow -
04
Recall and rebooking
Patients due a follow up who are only remembered when someone has a quiet hour.
Lead follow up workflow
What we build
Workflows we build for clinics.
Each one runs inside the tools you already use. Your free audit ranks them by the hours they would give back.
-
01
Reminders and confirmations
Patients get reminders by email or text before each appointment, with a simple way to confirm or rebook.
-
02
Cancellation fill
When a slot frees up, people on your waiting list are offered it in turn until it is filled.
-
03
Intake and forms
New patients get their forms before the visit and gaps are chased, so the front desk isn’t doing it on the day.
-
04
Recall and rebooking
Patients due a follow up or checkup get a friendly nudge to book, on a schedule you set.
-
05
Front desk inbox
Booking requests, questions and supplier emails are sorted, with draft replies for the routine ones.
-
06
Staff rota
Swaps and cover requests are checked and the rota updated, so the front desk knows who is in.
Patient data needs extra care. It is special category data under UK GDPR, so we scope every clinic workflow with you first, keep clinical notes out of it by default, and only use services that sign a data processing agreement.
Works with
- Cliniko
- Semble
- Dentally
- Google Calendar
- Outlook
- Gmail
- Google Forms
- SMS
Using something else? If a tool can send email or connect to other apps, we can usually work with it. We confirm on your audit call.
Workflows
Good places to start.
Each workflow page shows how it runs, step by step.
Email management
Routine email sorted, labelled and given a draft reply, so your inbox only shows what needs you.
Lead follow up
Every new enquiry answered, logged in your CRM and followed up until it replies or books.
Other industries
Hours calculator
How many hours go on front desk admin?
Count reception and practice management, not clinicians’ time with patients. The starting figures are only an example.
People who do admin in a normal week
Each week: chasing, copying, sorting, replying
Wages plus employer costs, in pounds
Assumes a workflow takes on 40% of that admin, over 46 working weeks a year. Your audit gives you the real figure.
Hours back per week
7.2hrs
About 1 working day, every week
Hours back per year
331hrs
Value per year
£5,960
Not ready for a call? Send us your numbers on WhatsApp.
Send my numbers on WhatsAppYour figures are filled in for you. Nothing is sent until you press send.
How can AI help a private clinic?
Mostly at the front desk: reminders, rebooking, cancellations, intake forms and the inbox. That frees reception time for the patients in front of them, without touching clinical decisions.
Is patient data safe?
Patient data is special category data under UK GDPR, so we scope every clinic workflow with you first, keep clinical notes out of it by default, and only use services that sign a data processing agreement. Your data is processed in the UK or EU.
Does it work with Cliniko or Dentally?
We build around your booking system wherever it allows a connection, and use email and calendar where it doesn’t. We confirm exactly what is possible on the audit call.
Can it reduce no shows?
Clear reminders with an easy way to confirm or rebook help cut no shows, and a waiting list workflow fills the slots that still come free.
How much does it cost?
The audit is free, and so is the 90 day pilot. Before we build, we agree an hours target and the monthly price in writing. If the workflow hits the target by day 90, it stays on at that price. If it doesn’t, you owe nothing.
17:00 · Done
Your evenings start at five.
Book a free 30 minute workflow audit. You leave with your top three workflows and the hours each would give back, in writing.
Book a free audit