AI agent for clinics: scheduling, reminders and admin, never diagnosis
The agent takes over the admin around an appointment: it answers a request for a slot and books it in the calendar, sends a reminder with your instructions before the visit, frees cancelled slots and prepares the invoice for a self-paying patient afterwards. It never touches the content of care; any mention of symptoms goes to a person.
Author: Žiga Flis ·
Where the hours go
In a private practice or clinic a large part of the reception's day goes into coordinating appointments. Requests arrive by phone, email and WhatsApp; each one has to be read, a free slot found, confirmed and entered. Before the visit someone sends a reminder and instructions, and frees the slot when a patient cancels. After a self-paying patient's visit someone prepares the invoice and the paperwork.
All of this is admin that needs no medical knowledge, yet it takes time from staff who could be with patients. What that means in hours for your practice you calculate yourself in the savings calculator.
What the agent takes over and where it stops
Below are the three processes we suggest to practices and clinics. Each one shows what triggers it, what the agent does, what stays with your staff and where the agent stops. The boundary is the same for all of them: the agent handles admin only, never the content of care. During the pilot the agent first works in suggestion mode: a person reviews every message before it goes out.
- 01
Booking and rebooking
Trigger: A request for an appointment by email, WhatsApp or the web form.
- Takes over
- Recognises the request, offers free slots from your calendar (Microsoft Bookings or Google Calendar), confirms the appointment and books it.
- Stays with a person
- Reception approves exceptions, such as urgent cases and new patients.
- Stops at
- The agent does not assess urgency and gives no advice on symptoms; any mention of symptoms goes to a person.
Integrations:- Outlook or Google Calendar
- Microsoft Bookings
- WhatsApp Business
- web form
- 02
Reminders and instructions before the visit
Trigger: 48 hours before the appointment.
- Takes over
- Sends a reminder with your standard instructions (for example fasting, documents to bring), records the confirmation or cancellation and frees the cancelled slot.
- Stays with a person
- Reception handles only the exceptions the agent flags.
- Stops at
- The agent sends only texts you have approved.
Integrations:- WhatsApp Business or email
- calendar
- 03
Invoices and documents for self-paying patients
Trigger: The visit is marked as completed in the calendar.
- Takes over
- Prepares the invoice from your price list in Minimax or e-Računi and a cover letter from your template, with no medical content.
- Stays with a person
- Reception or the practice manager reviews and issues the invoice.
- Stops at
- The agent writes no medical content into any document.
Integrations:- Minimax or e-Računi
- Word
Where the agent works: Email, WhatsApp Business, Dashboard. How the channels work.
Which tools we connect
The agent works with the calendar in Outlook or Google Calendar, with Microsoft Bookings, with email and with the web form on your site. For patients who write on WhatsApp it sends messages through WhatsApp Business. Invoices are prepared in Minimax or e-Računi and certificates in Word from your template. The base package includes up to two integrations; if the process needs a third, the analysis says so, with a price.
The agent has no access to zVEM, eNaročanje or your system with medical records. Where data may not go to an outside model provider, the agent runs locally; how we set that up is described on the Private AI for business page. What the EU AI Act means for a practice you can check in the EU AI Act check.
How it runs for you
On a free 30-minute call we pick the process, most often booking or reminders. The analysis takes one week and costs 490 €, which is deducted from the agent's price. Then comes a pilot in suggestion mode (2–3 weeks), followed by production and handover in weeks 4 to 5, with documentation and a repository that sits in your organisation from the start. Maintenance from 190 € per month is optional. After any phase you can stop and pay only for completed phases. The full process and pricing are on the main page.
What we do not promise
- Hours or money saved. You estimate that yourself in the calculator, and the pilot then counts the bookings actually handled and the exceptions.
- Medical judgement. The agent does not assess urgency, does not triage and gives no advice on symptoms.
- Legal classification. Whether and how the EU AI Act applies to you is your assessment; we show what the agent does and what it does not.
- Messages without your approval. The agent sends only texts you have approved.
An automation blueprint for your process
Pick your sector and describe a repetitive task in two to four sentences (up to 700 characters). Claude suggests three ideas in a few seconds: the first in full, the other two by email. No savings figures; we estimate those on the intro call.
Suggestions are written by AI (Claude by Anthropic) and pass an automatic filter before display, not a human review. Your inputs are processed by Anthropic (USA), without your email; see the privacy policy.
Frequently asked questions
Does the agent process health data?
The agent processes only administrative data: name, appointment and contact. Health data stays in your system, where it is today. Where the analysis shows it is necessary, the agent runs on a local model on your server.
Is this a high-risk system under the EU AI Act?
An agent that books and reminds does not decide on treatment and never triages patients. The classification is still your assessment and this is not legal advice; for a first view there is a free EU AI Act check on our site.
Does the agent touch zVEM or eNaročanje?
No. The agent has no access to zVEM or eNaročanje, the Slovenian national eHealth services, and enters nothing into them. It works only with the calendar, messages and invoices set in the analysis.
Other industries
- Law firms→
- Accounting firms→
- Manufacturing→
- Retail and e-commerce→
- Logistics→
- Real estate agencies→
- Construction→
Back to Business process automation: process, channels, ownership and FAQs.
Savings calculator: what the process is worth in hours and euros, from your own numbers.
Ta stran v slovenščini: Ambulante in klinike.
A 490 € analysis, credited to an agent from 4,900 €.
On a 30-minute call we pick the process. Within a week you get a written analysis and a fixed-price offer, or an honest answer that an agent is not (yet) worth it. Prices are final; the provider is not VAT-registered.