New service · No-show kit for clinics
AI appointment reminders for clinics, with a waitlist
It reminds patients of every appointment 48, 24 and 3 hours before, lets them confirm, cancel or ask to reschedule in their own words and, when a slot opens up, offers it to your waitlist. Anything that needs a person goes to reception.
Built for dental, physiotherapy, podiatry and psychology clinics and any practice that works by appointment and loses hours to patients who do not show up or cancel late. Also for agencies that automate clinics and want a template they can repeat from one clinic to the next.
The demo is a fictitious Spanish clinic, "Clínica Dental Demo": dentists, patients and appointments are made up. The live demo and the video are in Spanish; for your clinic we set everything up in your language.
What the no-show kit does
Reminders at 48, 24 and 3 h
They go out on their own when the appointment enters each window, only once per appointment and reminder. Once a patient confirms, it stops chasing them.
Replies in their own words
"I'll be there", "I can't make it" or "can you move it to Thursday afternoon?": the AI understands the intent and the date, and the calendar updates.
Freed slots for the waitlist
If someone cancels or reschedules, the slot is offered to patients who match. The first to say "yes" gets it, with no double bookings.
Alerts to reception
Questions, complaints and ambiguous replies go to a person. The system does not make things up or decide for the patient.
Reviews after the visit
After the appointment it asks every patient for a review in the same way, without filtering, as Google's guidelines require.
Patient reactivation
It writes to patients who have not been in for months. If they want an appointment, reception gets an alert to book it.
Try it yourself: a dental clinic demo
The demo shows the calendar of a fictitious clinic with two dentists, its waitlist and a simulated patient phone. Pick an appointment, send the reminder and reply as the patient. The demo is in Spanish; you can use the suggested replies or write your own, for example:
- «Sí, allí estaré» (yes, I'll be there)
- «No puedo ir, lo siento» (I can't make it: watch the slot go to the waitlist)
- «El martes no puedo, ¿me la pasas al jueves por la tarde?» (move it to Thursday afternoon)
- «Creo que sí… ya te digo» (an ambiguous reply: watch reception get an alert)
Fictitious data. Do not enter real personal data in the demo.
How we set it up
- ConsultationA 30-minute video call: your hours, practitioners and treatments, how you manage the calendar today and what should go to reception.
- Data processing agreementWe sign the GDPR data processing agreement and give you, in writing, the monthly cost of each item that will be in the clinic's name.
- ConfigurationWe load your practitioners, treatments and time slots, and write with you the texts for reminders, slot offers and review requests.
- ConnectionWe connect the clinic's messaging or SMS channel and set up how appointments reach the system and how alerts reach reception.
- Testing and launchWe test it with sample appointments and real replies before switching it on for your patients.
What is included and how you pay
No compulsory subscription: you pay once for the setup, running costs are in the clinic's name and maintenance is optional.
1. Setup
€250
One-off setup fee, per clinic
- Reminders at 48, 24 and 3 h with your texts
- Free-text replies understood by AI
- Waitlist with no double bookings
- Alerts to reception, reviews and reactivation
- Testing and launch
2. Running costs
In the clinic's name
Paid directly to each provider
- Messaging or SMS provider and its messages
- AI model usage
- Before we start we give you the monthly cost of each item in writing
3. Maintenance
Optional
Monthly fee, no minimum term
- Monitoring that reminders keep going out
- Changes to hours, practitioners and texts
- Tuning based on your patients' real replies
A direct integration with practice management software is not included; if you need one, we quote it separately before starting.
Good to know before you start
- The demo does not send real messages. The patient's phone is simulated on the page. In your clinic, messages go out through the clinic's messaging or SMS channel.
- No ready-made integration with practice management software. We work out with you how appointments reach the system and, if needed, quote the connection separately.
- If your software already sends reminders, that may be enough. The kit adds natural-language replies, a calendar that updates itself and a waitlist.
- Health data and the GDPR. It only uses name, phone number, date, time, practitioner and treatment, never medical records. Before launch we sign a data processing agreement, with Usatek as data processor, and review where the data is hosted and processed.
- Transparency. Patients know the messages are automated and can ask to talk to a person at any time.
Want patients to also book by chat or phone? See our AI receptionist, or read more about generative AI for business.
Clinic appointment reminders: frequently asked questions
Is the demo a real clinic?
No. "Clínica Dental Demo" is made up: dentists, patients, phone numbers and appointments are fictitious. The system behind it really works: it sends the reminders, understands what you write as the patient, updates the calendar and offers slots to the waitlist. Do not enter real personal data in the demo.
Is the demo in English?
The live demo is in Spanish, because the demo clinic is Spanish: the calendar and the messages to the patient are in Spanish. For your clinic we write the reminders and replies in your language and test them with real replies before going live.
Does it send real messages to patients?
Not in the demo: the patient's phone is simulated on the page. In your clinic, messages go out through the messaging or SMS channel you choose, with an account in the clinic's name at that channel's official provider. The clinic pays the provider directly for those messages.
What if the patient replies in their own words?
The AI understands whether they want to confirm, cancel or change the appointment, including dates like "Thursday afternoon would be better". If the reply is ambiguous, a question or a complaint, it does not decide on its own: it alerts reception and the appointment stays as it was. Replies to the patient are fixed texts you define; the AI only interprets what they write.
How does the waitlist work?
When someone cancels or reschedules, the slot is offered to waitlisted patients who match the treatment, time range and practitioner. The first one to say "yes" gets it and the others are told it has been taken, with no double bookings.
Does it connect to my practice management software?
We do not have a ready-made direct integration with any practice management software today. We work out with you how to bring appointments into the system (for example from an export, a calendar or whatever connection your software allows) and, if a custom integration is needed, we quote it separately before starting.
My software already sends reminders. Do I need this?
If your practice management software already sends reminders and they work for you, that is probably enough. This kit makes sense if you do not have them, if you want patients to reply in their own words and the calendar to update itself, or if you want to fill slots from your waitlist.
What about health data and the GDPR?
The system only uses what it needs to manage the appointment: name, phone number, date, time, practitioner and type of treatment; never medical records. Before going live we sign a data processing agreement with you (Article 28 GDPR), with Usatek acting as data processor, and we review where the data is hosted and processed.
How much does it cost?
Setup for one clinic is €250, a one-off fee. Running costs are separate and in the clinic's name: the messaging provider and its messages, and AI model usage. Before we start we give you the monthly cost of each item in writing. Monthly maintenance is optional.
Does it work for agencies that serve clinics?
Yes. It is built as a repeatable template: each new clinic means configuring hours, practitioners, treatments and texts, not building from scratch. If you look after several clinics, get in touch and we will talk it through.
Do you work outside Spain?
Yes. We work from Getxo for clients all over the world. Setup is done remotely and meetings are held by video call.
How many empty slots do you have each week?
Tell us how you manage appointments today and we will show you what the kit would do in your clinic and what it would cost per month.