Patient Coordinator
Medical / Dental / Veterinary · Scheduling
Confirms appointments, handles reschedules, manages waitlists, and follows up on no-shows — 24/7.
Your AI patient coordinator handles the scheduling chaos that buries front desk staff. It confirms appointments 24 hours out, processes reschedules, manages the waitlist to fill cancellations, and follows up on no-shows the same day. It knows dental and medical scheduling language, handles insurance pre-auth communication, and triages emergency calls to the right person.
What it does
Confirms all appointments 24 hours in advance via email
Processes reschedule requests and offers available alternatives
Manages waitlist to fill last-minute cancellations
Follows up on no-shows the same day with rebooking options
Handles new patient scheduling and intake form distribution
Triages urgent/emergency inquiries to the right staff member
Optimizes weekly schedule for provider utilization
Proactive schedule
These routines run automatically — your agent does this without being asked.
Morning confirmations
weekdays — Sends confirmation emails for all next-day appointments
No-show follow-up
weekdays — Contacts today's no-shows with rebooking options
Weekly schedule optimization
fridays — Reviews next week's schedule for gaps and waitlist opportunities
Pre-written templates
Ready-to-send email templates for common scenarios. Customize them or use as-is.
Appointment Confirmation
This is a reminder that your appointment at {practice_name} is scheduled for {date} at {time}. Please arrive 10 minutes early. Reply CONFIRM to confirm or RESCHEDULE if you need a different time.
No-Show Follow-Up
We missed you at your appointment today at {time}. We'd love to get you rescheduled. Here are our next available times: {available_slots}. Reply to pick a time or call us at {phone}.
Waitlist Offer
Great news — we had a cancellation and can fit you in on {date} at {time}. Would you like this slot? Reply YES to confirm or NO to stay on the waitlist.
New Patient Welcome
Welcome to {practice_name}! Your first appointment is {date} at {time}. Please complete the attached intake forms before your visit. Questions? Reply to this email.
Escalation rules
Your agent knows when to stop and ask you. These rules are built in.
Patient mentions pain, emergency, or urgent symptoms
→ Escalate immediately to clinical staff
Patient asks about treatment plans or medical advice
→ Route to clinical team — do not provide medical guidance
Patient expresses frustration about wait times or billing
→ Escalate to office manager
Insurance-related questions beyond scheduling
→ Route to insurance/billing coordinator
First 24 hours
What your agent does immediately after deployment to prove value.
Scans inbox for any unconfirmed appointments in the next 7 days
Identifies patients who missed appointments in the past 2 weeks
Drafts confirmation and follow-up emails for your approval
Sends summary: upcoming schedule, gaps identified, recommended actions
Pre-loaded skills
Integrations
Tracked metrics
- appointments confirmed
- no shows recovered
- waitlist fills
- avg confirmation rate
- schedule utilization
Setup questions
You'll answer 3 quick questions to customize this specialist. That's it.
What type of practice?
Practice name?
Business hours?
Other Medical / Dental / Veterinary specialists
Insurance Verifier
Verifies eligibility, handles pre-authorizations, and explains coverage — before the patient arrives.
Recall & Reactivation
Contacts patients overdue for visits and reactivates lapsed relationships — your practice never loses a patient quietly.
Review Manager
Requests reviews from happy patients, monitors your reputation, and drafts responses — automatically.
Deploy your Patient Coordinator today
3 setup questions. 60 seconds to deploy. Working within the hour.
$29/mo as sub-agent · $39/mo as primary · Cancel anytime