Every day, patients contact your clinic with questions, concerns, and intent to book. Some call. Some message. Some fill forms. Most clinics respond late, inconsistently, or not at all.
AI Patient Coordinator fixes that gap and turns enquiries into booked appointments automatically.
Here’s the thing most clinics underestimate.
Patients don’t contact just one clinic. They contact two, three, sometimes five. The clinic that responds first, clearly, and confidently usually wins the booking.
But in real clinics:
This isn’t a staff problem. It’s a system problem.
Front-desk teams are already stretched. Doctors are busy. And expecting perfect response times manually is unrealistic. The result is silent patient drop-off that never shows up as a “lost lead” report.
Patients don’t complain. They just move on.
Let’s make the cost visible.
Every missed or delayed response can mean:
Most clinics only measure booked appointments. They don’t measure how many enquiries died quietly before booking.
When you add it up over a month, the loss is significant. Over a year, it’s massive. Especially for clinics running Google Ads, Meta Ads, or referral campaigns.
This is revenue already earned by interest. It’s just not captured.And the frustrating part?Most of it is preventable.
When a patient reaches out, the system immediately steps in.
It understands:
From there, the conversation flows naturally. If the patient wants to book, the system helps schedule. If they need time, it follows up later. If they stop responding, it re-engages appropriately.
Your team stays informed and in control. The AI handles the repetitive work so staff can focus on patients already inside the clinic.
Patients get immediate replies via website forms, WhatsApp, SMS, or missed calls—so no enquiry is left waiting. Responding quickly increases your booking chances by nearly 4x.
AI communicates naturally based on your services, pricing, doctor availability, and clinic policies. Conversations feel personal, not robotic.
Patients book directly according to your availability rules, reducing back-and-forth and freeing staff time.
Focus only on high-intent patients. AI filters out low-value enquiries, letting your team prioritize the right leads.
Automated SMS, email, WhatsApp, and voice AI follow-ups keep patients informed across every touchpoint.
Enquiries don’t stop when your clinic closes. AI Patient Coordinator ensures after-hours coverage so no opportunity is lost.
Automated SMS, email, WhatsApp, and voice AI follow-ups keep patients informed across every touchpoint.
Seamlessly connects with your scheduling system for hassle-free appointment management
Missed bookings? The system follows up automatically at the right time, without being pushy.
Track every interaction with detailed reports to optimize engagement strategies and maximize bookings.
We don’t drop software and disappear. Implementation matters.
We review how your enquiries currently come in and where leads are being lost.
We train the system using your services, tone, workflows, and booking rules.
The AI is connected to your CRM, calendar, messaging channels, and tracking tools.
Once live, we monitor conversations and refine responses to improve booking rates.
One message is rarely enough. In a world full of distractions, consistent follow-up is the decisive factor in converting new enquiries into booked appointments.
Most clinics make the mistake of stopping after the first follow-up, leaving a massive number of potential patients on the table. Industry statistics show that your chance of reaching a lead after just one attempt is only 39%. However, by the sixth attempt, that probability soars to 93%.
The lesson is clear: persistence drives results, and automation makes the process simple.
Speed is the ultimate competitive advantage. The faster you reply to an enquiry, the better your odds of securing that patient. Even a delay of just 30 minutes can slash your conversion rate by over 80%.
Patients aren’t willing to wait; they almost always book with the clinic that responds first. Data from AmpleMarket reveals that replying within one minute can increase your conversion chances by a massive 391%. Conversely, after 30 minutes, your probability plummets, and if you wait a full day, the chance of converting that lead is next to zero.
One message isn’t enough. In today’s distracted world, consistent follow-up is the key to converting enquiries into bookings.
Most clinics stop after the first follow-up, leaving a huge number of potential patients unconverted. According to industry data, your chances of reaching a lead after just one attempt are only 39%. By the sixth attempt, that probability jumps to 93%.
The takeaway? Persistence pays off and automation makes it easy.
“Respond within 60 seconds and you’re almost 4X more likely to win the patient compared to waiting an hour.”
The faster you respond to an enquiry, the higher your chances of booking a patient. Waiting even 30 minutes can slash your conversion rate by over 80%.
Patients are not waiting around. They’re booking with the clinic that replies first. Data shows that replying within 1 minute can increase your conversion chances by 391% compared to responding later. After just 30 minutes, your odds drop dramatically, and by 1 day, you’re barely converting at all.
According to AmpleMarket
“Respond within 60 seconds and you’re almost 4X more likely to win the patient compared to waiting an hour.”
Transform your patient engagement with intelligent automation that works 24/7.
AI Follow-Ups Turn Lost Leads into Loyal Patients
Your clinic is busy. Patients don’t wait. Our AI follow-up system responds instantly, nurtures leads across multiple channels, and books consultations directly into your calendar without adding a single extra staff member.
Capture every lead within seconds. Available 24/7 with no delays.
Engage with patients using tailored responses across SMS, WhatsApp, Email, and Voice calls.
Leads can book themselves into your available time slots automatically.
Handle out-of-hours calls, missed calls, and provide intelligent voicemail replacement.
Track every interaction and conversion using real-time dashboards.
Automate follow-ups and save countless admin hours.
“Clinics using AI follow-ups see more consultations and fewer no-shows without lifting a finger.”
Discover how AI can handle your follow-ups and boost your bookings in 2 weeks or less.
Don’t just take our word for it—here’s how top clinics transformed their patient engagement and revenue with our solutions.
Challenge:
Symmetry Clinic faced a common problem: leads were filling out enquiry forms but not moving forward quickly. The clinic needed a way to engage leads instantly, qualify them effectively, and protect the clinic manager’s time from unqualified calls.
Solution:
We implemented Voice AI Agents to call every lead within 60 seconds of form submission. The AI invited the lead to book a free call with the clinic manager to answer questions before committing to a paid consultation.
The agent had live access to the clinic manager’s calendar and offered suitable time slots during the call. Next, the AI qualified the lead by checking if they could meet the financial requirements for the procedure. If the lead did not meet the threshold, the AI explained what financial position they should be in before booking. This prevented wasted time while keeping the experience positive for the lead.
Result:
✔ Reduced lead response time from hours to under 60 seconds
✔ Increased qualified calls with the clinic manager by more than 70%
✔Eliminated time spent on unqualified leads while maintaining engagement
“The Voice AI doesn’t just book calls. It makes sure every call is worth our time. Game changer.”
Challenge:
The agency managed thousands of inactive clinic leads—owners who had shown interest in marketing services but never converted. Manually re-engaging these leads across multiple accounts was time-consuming and inefficient.Result:
✔ Successfully reactivated hundreds of previously lost leads“The AI reactivation campaign turned our old database into booked consultations without additional marketing costs.”
Challenge:
The clinic was generating leads from Facebook lead ads, but most were going cold due to slow follow-up and lack of engagement.
Solution:
We deployed an AI SMS Nurturing System that instantly engaged new leads, answered common questions, and guided prospects toward booking appointments. consultation.
Result:
✔ Converted 10 leads into scheduled appointments in just 3 days after implementation
✔ Improved engagement rate on Facebook leads by over 70%
✔Eliminated delays in responding to enquiries
“We used to lose so many Facebook leads. Now, with AI SMS follow-ups, we’re filling our calendar within days.”
Flexible, transparent pricing. No contracts.
Setup: $1,800
Pro AI Agent (Follow-up + Inbound Text Queries)
Requires GoHighLevel CRM platform to operate. SMS Only: Base price. SMS & WhatsApp: +$300. Additional channels: +$100 each.
Setup: $36,00
Conversational AI & Voice AI Outbound Qualification
Requires GoHighLevel CRM platform to operate. Plus SMS & Carrier Charges.
Setup: £ 1,500
Pro AI Agent (Follow-up + Inbound Text Queries)
Requires GoHighLevel CRM platform to operate. SMS Only: Base price. SMS & WhatsApp: +$300. Additional channels: +$100 each.
Setup: £2,500
Conversational AI & Voice AI Outbound Qualification
Requires GoHighLevel CRM platform to operate. Plus SMS & Carrier Charges.
Setup: A$1,800 + GST
Pro AI Agent (Follow-up + Inbound Text Queries)
Requires GoHighLevel CRM platform to operate. SMS Only: Base price. SMS & WhatsApp: +$300. Additional channels: +$100 each.
Setup: A$36,00 + GST
Conversational AI & Voice AI Outbound Qualification
Requires GoHighLevel CRM platform to operate. Plus SMS & Carrier Charges.
Setup: € 1,500
Pro AI Agent (Follow-up + Inbound Text Queries)
Requires GoHighLevel CRM platform to operate. SMS Only: Base price. SMS & WhatsApp: +$300. Additional channels: +$100 each.
Setup: €2,500
Conversational AI & Voice AI Outbound Qualification
Requires GoHighLevel CRM platform to operate. Plus SMS & Carrier Charges.
Setup: Custom
For clinics requiring a bespoke solution outside GoHighLevel
No GoHighLevel required – we create a tailored solution for you. Pricing is based on your specific requirements.
Automated failover to mainline, out of hours call handling or full AI receptionist to nurture and book on with clinic staff upon pre-qualifying lead.
Setup: €1,700
Inbound Voice AI Agent (AI Receptionist)
Requires GoHighLevel CRM platform to operate.
Detailed breakdown of what’s included in each plan
| Feature | Conversational AI | Voice AI Qualification | Custom Build | Inbound Voice AI |
|---|---|---|---|---|
|
Technical Support Hours
|
2 hours
|
4 hours
|
Custom
|
2 hours
|
|
Priority Support
|
✔ |
✔ |
✔ |
✔ |
|
SMS Follow-Up
|
✔ |
✔ |
✔ |
|
|
AI-driven nurture (6 SMS)
|
✔ |
✔ |
✔ |
|
|
Calendar setup & booking
|
✔ |
✔ |
✔ |
✔ |
|
Booking reminders
|
✔ |
✔ |
✔ |
✔ |
|
AI knowledge base setup
|
✔ |
✔ |
|
|
|
ContentUnlimited AI Follow-ups
|
✔ |
✔ |
|
|
|
A2P compliance (US)
|
✔ |
✔ |
✔ |
|
|
WhatsApp & Email Follow-ups
|
OPTIONAL |
OPTIONAL |
✔ |
|
|
Outbound AI calls
|
|
✔ |
|
|
|
Voice AI qualification
|
|
✔ |
|
|
|
Inbound call handling
|
|
|
|
✔ |
|
Out of hours answering
|
|
|
|
✔ |
|
Custom Scripts & Integrations
|
|
|
✔ |
|
|
Advanced Analytics
|
|
|
✔ |
|
|
Custom Platform Setup
|
|
|
✔ |
|
|
GoHighLevel Required
|
✔ |
✔ |
|
✔ |
