Patient scheduling & reminders
For clinics and dental practices: appointment requests answered any hour, reminders and recall outreach that fill the schedule, and a person for anything clinical.
The problem
Practices miss a large share of inbound calls while the front desk checks patients in, and most first-time callers who reach voicemail never call back.
No-shows are a steady drain at typical practices. Each empty slot is unrecoverable production time.
Recall lists (patients overdue for hygiene or annual visits) get worked when someone has a spare hour, which is never.
How the agent runs it
Answer and book
Appointment requests by phone, text, or form get handled directly in your practice calendar, any hour.
Remind
Confirmations and reminders go out on a cadence, and patients reschedule by replying instead of calling.
Recall
Overdue patients get personal outreach from the recall list, with one-tap rebooking.
Backfill
Cancellations trigger the waitlist so the slot fills instead of sitting empty.
Human in the loop
Where your team stays in charge
Anything clinical goes straight to your staff: symptoms, medication questions, complaints, emergencies. The agent handles calendars and logistics, never care.
Work arrives
invoice · ticket · email
Passcut agent
reads · codes · prepares
Your team approves
one click · always human
Done, filed
in your system
Anything unclear goes straight to a person
What changes
Typical before and after for this workflow. We measure your baseline during the audit and commit to numbers per engagement.
| Before | With the agent | |
|---|---|---|
| After-hours calls | Voicemail | Answered and booked |
| No-shows | A steady drain | Reminders and easy rescheduling cut into them |
| Recall list | Worked when time allows | Worked continuously |
| Cancellations | Empty slots | Waitlist backfill |
Connects to what you run
- Open Dental
- Dentrix
- NexHealth
- Weave
- Jane App
- SimplePractice
Different stack? We integrate through the official API first, exports and email second, browser automation last. The audit tells you where your tools sit before you spend anything.
Common questions on this workflow
Is this HIPAA compliant?
The system is built HIPAA-aware from the start: we put business associate agreements in place where they are required, keep message content minimal, honor consent and opt-outs, and keep audit logs. We scope this with you before anything touches patient data.
What happens when a patient describes symptoms?
Immediate handoff to your staff. The agent is scoped to scheduling and logistics and refuses clinical territory.
Related: Invoice processing automation · Receipt & expense data extraction · AP approval workflow automation
See what patient scheduling & reminders would save you
45 minutes. We map the workflow as you run it today, estimate the hours an agent returns, and quote the pilot. No obligation.