From assessment to the first live call.
6 steps, and I do most of the work. Your clinic keeps running: the old system works in parallel until the end of the trial week.
- 1
Assessment
A short conversation by video call. I go through how your clinic books, communicates and handles admin today, which programs you use and where most of the time goes.
- What you use today, and what it costs
- How many calls come in, and how many go unanswered
- Where patient data lives today
- What to keep and what to replace
- 2
Written proposal
After the assessment I write down which package to start with, what moves over from the old systems and what it costs. Concrete steps instead of promises.
- Recommended package and exact price
- Data migration plan
- Draft data processing agreement
- Schedule
- 3
Setup
I add the treatments, durations, prices, doctors, opening hours, rules and frequently asked questions. I write the messages in your clinic's tone of voice.
- Treatment list and calendar
- The digital receptionist's knowledge and voice
- Texts of reminders and notifications
- Roles and permissions
- 4
Trial week
You and your team try it: call the receptionist, book on the website, cancel, reschedule. I build in every comment.
- Trial calls and trial bookings
- Fine-tuning the answers
- Training the team on the dashboard
- Approval before going live
- 5
Go live
I set up call forwarding, switch on online booking and the automations. In the first days I watch closely that every message really arrives.
- Call forwarding from your existing number
- Booking on the website and in the chat
- Reminders switched on
- Close monitoring in the first week
- 6
Maintenance
After that, I keep maintaining it: price changes, a new treatment, holidays, a new doctor. Just tell me and I update it. You get a short monthly summary.
- Changes on request
- Updates and backups
- Monthly summary
- Support by email
What happens with a booking?
The path of a phone booking in ClinicAI, from the call to the reminder.
Call
The patient calls your number and the digital receptionist answers.
Booking
It offers a free slot from the calendar and books it.
Record
The booking and a summary of the call go on the patient's record.
Notification
You get a notification, the patient gets a confirmation.
Reminder
A reminder goes out before the visit, with how to cancel.
Questions about setup
How much of my time does setup take?
The assessment and the trial week need time from you and your team; I do the setup. You get the exact schedule in writing after the assessment.
Does the clinic have to stop during the switch?
No. The old system keeps running in parallel until the end of the trial week, and I only switch over after your approval.
Do I need to install anything?
No. The system runs in the browser on a computer, tablet or phone. Call forwarding is set up with your phone provider, and I help with that.
What if something does not work?
Tell me by email and I fix it first. I monitor the system all the time, so I often know about a problem before anyone at the clinic notices.
See it working for your own practice.
I show you how it would answer your phone and book your own treatments, in a 30-minute video call.