Scheduler · Appointment Agent

Turn more patient calls into scheduled visits

Answer appointment calls at any hour and move each request forward using the providers, workflows, visit types, hours, and handoff rules your team approves.

The Scheduler introduces itself as an AI assistant for your team on every call and message, and hands off to your team whenever someone asks.

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How it works for your team

The workflow in the diagram above is the workflow your team gets. Every step follows rules you approve, and every call ends with a recorded outcome.

  1. Your team sets the rules

    Your team defines which requests the agent can complete, which times it may offer, and when staff must take over.

  2. The agent answers the patient

    It greets the caller, understands the request, and lets patients correct themselves or change direction mid-conversation.

  3. The schedule is checked

    The agent works from the scheduling source and connection approved for the deployment, confirmed and labelled during evaluation.

  4. Staff receive the outcome

    The team sees whether a visit was scheduled, moved, cancelled, or sent for review, with the context needed to continue.

What the Scheduler handles

Scheduling has many moving parts. The agent manages them so a call does not stall. For nephrology groups, this means catching every missed scheduling call and stopping the cost of a missed call before it compounds.

  • New and existing patients

    Appointment requests answered at any hour, including after-hours and overflow calls.

  • Reschedules and cancellations

    Changes handled within the timing rules your team approves.

  • Office rules built in

    Hours, providers, workflows, and visit types shape every time the agent offers.

  • Approved answers

    Common administrative questions answered the way your team wants them answered.

  • Confirmed outcomes

    Every request ends with a confirmation and a recorded next step.

  • Handoffs with context

    Urgent, complex, or out-of-policy calls go to staff with the full picture.

Keep staff in control

The Scheduler does not diagnose, recommend treatment, or make clinical decisions. It follows administrative rules your team approves, and everything else goes to a person.

Your team refines the scheduling rules as it learns which requests the agent should complete and which ones need a person.

  • Pain and urgent requests

    Never triaged by the agent. Routed straight to your team's chosen escalation path with the caller's context.

  • Unusual insurance questions

    Questions outside the approved answers are handed to staff instead of guessed at.

  • Anything outside the workflow

    A request that doesn't fit the office-approved rules stops with a person, not a workaround.

  • Staff have the final say

    Your team can take over any conversation. The agent hands off with the full picture.

Measure what happens after the phone rings

Owners and office managers can review every call's paper trail without assembling reports by hand.

  • Calls answered

    Every answered call, broken down by time of day and reason.

  • Requests completed

    Appointment requests completed by the agent or handed to staff.

  • Reschedules and cancellations

    Changes made within the timing rules your team approves.

  • After-hours demand

    What comes in while the office is closed, and at peak hours.

  • Incomplete requests

    Requests that could not be completed, with the reason recorded.

  • Handoffs to staff

    Which conversations went to a person, and why.

These are operational records, not promised revenue results. They give your team a consistent way to see where patient opportunities move forward and where the workflow still needs work.

Frequently Asked Questions

See all questions
Does it work when the office is closed?

The agent is designed to answer after-hours and overflow calls. The actions it can complete depend on the schedule connection and rules your team approves.

Can it handle every type of appointment?

Your team chooses the visit types and scheduling conditions the agent may handle. Requests outside those conditions go to staff with the reason and patient context.

What happens when a patient needs urgent help?

Your team defines the escalation message and destination. The agent does not provide emergency or clinical triage. Our post on after-hours calls in kidney care shows how to draw those lines.

Is the Scheduler a virtual medical receptionist?

It does the phone side of that job: it answers every call, schedules and reschedules within your rules, and writes every appointment, update, and call outcome back to your EHR. Check-in and judgment calls stay with your team. See which receptionist tasks AI can take on and our AI answering service.

Is it HIPAA compliant?

Yes. We are HIPAA compliant, independently assessed by a third party; we sign a BAA with every customer; SOC 2 is in progress. Our HIPAA checklist for AI phone agents lists what to ask any vendor.

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Ready to answer more patient calls?

See how our AI agents can help your team answer more calls and schedule more patients.

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