AiO Medicals
A full AI front desk across two clinics, plus a campaign that brought 50+ lapsed patients back.
What wasn't working
Running two clinics meant enquiries were coming in from everywhere: website chat, WhatsApp, phone calls and email. When the team were with patients, messages waited, and some people booked somewhere else.
Admin ate up the rest of the day. Every email needed a written reply, and patient notes had to be typed up by hand. On top of that, a big list of past patients hadn't booked in over a year, and nobody had time to reach out to them.
The system
- 01
AI Front Desk →
Every enquiry from the website chatbot and WhatsApp gets an instant, accurate reply, for both clinics, day or night.
- 02
AI voice agent and WhatsApp booking →
Patients can call or message and book straight in. The system checks availability and confirms the appointment without anyone picking up the phone.
- 03
Email replies, drafted for approval
Every email enquiry gets a reply drafted automatically. The team reads it, tweaks it if needed and hits send. Nothing goes out without their say-so.
- 04
Automated patient notes
Audio notes are transcribed and saved straight into each patient's record in the CRM. No more typing up notes at the end of the day.
- 05
Database Reactivation →
A personalised campaign to past patients who hadn't booked in over 12 months.
The tech behind it
The tools we connected to run the whole system, end to end.
“SwiftScale set us up with an AI front desk that answers every enquiry and books people straight in. They also reactivated my old database and brought back over 50 patients who hadn't booked in over a year. Mark was really knowledgeable and helped me through the whole thing, I never felt like I was figuring it out on my own. Wish we'd done it sooner.
Barry LoganOwner, AiO Medicals
Want results like these?
Book a free call. We'll look at where enquiries are slipping through and show you what we'd build.
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