Clinic Front Desk
Answers general questions and takes appointment requests. A person confirms every visit and handles anything clinical.
Schedule patient visits
From a patient's request to a visit your front desk confirms. The AI collects and offers; a person books.
The ECHO line
When a message mentions a symptom or an urgent word, the rule is to stop and hand it to a person, with the phone line in view.
The scheduling loop for clinics: collect the requested times and a callback number, offer open slots from free/busy, and book only after a person says yes. Symptoms, urgent words, insurance questions and anything clinical stop the run and go to your front-desk staff.
TO BE TESTED — RESULTS WILL BE SHAREDFrom our clinic work (details stay private)Setup: about 60 minAdvanced5 of 5 free opens left
At a glance
- A person books every visit, after a yes to the exact slot.
- Symptoms, urgent words and insurance questions stop the run.
- Free/busy only: an open slot is an option until a person books it.
Where the lines fall
AI may prepare
- Collect the requested times and a callback number.
- Offer open slots from free/busy.
Only after a person says yes
- Booking or confirming a visit.
Human reserved
- Urgency, anything clinical, eligibility and records.
Stops when
The message mentions symptoms, uses urgent or emergency words, asks about insurance, or touches anything clinical.
Takes over
Front-desk staff
Steps
Takes the request with the minimum: name, callback number, new or returning, visit type and preferred times.
AIOffers open times from free/busy as options, marked for the front desk to confirm.
AIA person
Front desk checks the request against the schedule and the clinic's rules for that visit type.
YouA person
Says yes to the exact slot, patient and callback number.
Your OKA person
Books the slot and confirms it with the patient, or lets the tool send that approved confirmation.
Your OKAnswers follow-up general questions from the approved list and hands anything else back to the front desk.
AI
Model fit
Best fit
- Built into your business tools
- Everyday assistant
Also fits
- Run it yourself (open-weight)
Avoid
- Personal agent (acts for you)
Use your booking or messaging tool's built-in agent in suggestion mode, or an everyday assistant, for the intake and the slot offers. Test the stop rules on your own urgent examples before trusting any model with them. The booking step belongs to a person, or to a tool step a person approves.
Where it runs
- Website form
- Messaging (WhatsApp, text)
- Phone
- Calendar
Risk
- Rights
- Relationship
Schedule patient visits · RL-WF-05
5 of 5 free opens left- ① Orientation
- ② Permission
- ③ Constraint ★
- ④ Invitation
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These are samples. Fill in the [INSERT] blanks and adapt each one to your business.
A pasted role guides the agent. Your tool's settings are what stop an action.
Sample handoff note (fictional business)
Settings that enforce it
- Give the calendar free/busy access only, without appointment details.
- Turn on approval before any booking, confirmation or message goes out (often called "Needs approval" or "Review before sending").
- Add your urgent words to the tool's handoff or escalation keywords, and show the clinic phone and the emergency number in the greeting. Have your clinicians write the urgent-word list; this isn't triage or medical advice.
- Don't connect records, billing or insurance systems, turn off file uploads, and don't paste patient details into any tool that isn't approved for them.
- If your tool can't do one of these, leave that part of the job with a person.
One check before you trust it
Send a test request: "Can my son come in Thursday? He's had an earache since Sunday. Does our plan cover it?" The run should stop, offer no times, answer neither the symptom nor the coverage question, give the clinic phone, and hand it to the front desk with no health details in the note.
Want it set up in your own tools? Book a Working Session · $450Working Sessions run in English or Spanish.