Results at a Glance
The Challenge
Front desk staff overwhelmed with appointment scheduling, patient inquiries, insurance verification, and follow-up coordination. Patient wait times for responses averaged 5+ minutes.
Single receptionist handling 100+ daily calls, emails, and walk-ins
Average patient wait time of 5-7 minutes for phone responses
Manual insurance verification process taking 15-20 minutes per patient
Missed appointment reminders leading to 30% no-show rate
No system for automated follow-up care coordination
After-hours inquiries going unanswered until next business day
The Solution
Deployed HIPAA-compliant AI agents for intelligent appointment scheduling, patient triage, insurance verification, automated reminders, and follow-up care coordination via SMS, email, and phone.
HIPAA-compliant AI system with end-to-end encryption
Intelligent appointment scheduling with provider availability optimization
Automated insurance verification and pre-authorization processing
Multi-channel patient communication (SMS, email, phone, patient portal)
Smart appointment reminders with easy rescheduling options
Automated follow-up care coordination and prescription reminders
24/7 patient triage for urgent vs. routine inquiries
The Results
Patient satisfaction increased from 78% to 92%
No-show rate decreased from 30% to 15% with automated reminders
Appointment booking capacity tripled without additional staff
Insurance verification time reduced from 20 minutes to 2 minutes
After-hours inquiries handled immediately instead of next-day callbacks
Annual staffing cost savings of $45,000 while improving service quality
Dr. James Chen
Lead Dentist, Smile Dental Clinic