This is a build plan. It describes a typical business of this kind and exactly what we would build for it. There are no outcome percentages on this page because we have not measured any — and we would rather show you the system than quote you a number we made up.
The challenge
Reception spent the first two hours of every day on the phone, confirming appointments and re-typing paper intake forms. Patients who could not attend often said nothing rather than calling to cancel, so slots that could have been refilled sat empty.
The existing process
- 1Reception phones each patient the day before to confirm
- 2Patients who cannot attend often do not answer or call back
- 3Intake forms are completed on paper in the waiting room
- 4Details are retyped into the practice system afterwards
- 5Cancelled slots are rarely refilled because nobody hears in time
The solution
We built appointment booking with clinician-specific availability, digital intake forms completed before arrival, an automated reminder sequence with one-tap rescheduling, and a waiting list that offers released slots automatically.
- Booking page with separate availability per clinician and per treatment length
- Digital intake form sent on booking and completed before arrival
- Reminder sequence at 48 hours and 2 hours, with one-tap confirm or reschedule
- Released slots offered automatically to a waiting list
- Secure, permissioned storage replacing paper records
Tools used
- Online booking system
- Automated reminder workflows
- Digital intake forms
- Google Workspace with role-based permissions
What changes
The same work, done a different way. Each row is a change you could verify by watching the system, not a figure you have to take on trust.
An empty clinical slot
Today
A slot nobody else could take
After
Reminded, and easy to move
Reception's morning
Today
Reception on the phone all morning
After
Patients book themselves in
Patient intake
Today
Paper forms, retyped later
After
Completed before arrival, already in the record
Asking for a review
Today
Asked in person, if at all
After
Requested automatically after the visit
There is no cedi figure on this page.
There used to be, and it was invented. If you want a number for your own business, the ROI calculator runs on figures you enter and shows every assumption it applies — so you can argue with the arithmetic instead of trusting ours.
Run it on your numbersNo testimonial is shown here because this is a demonstration rather than real client work. We will not publish an invented quote or an invented person.
A typical business of this kind, not a specific client. The build is real — it is what we would ship.
Build a system that works even when you are unavailable.
Automate the repetitive work and focus on growing the business. Start with a free call — we will map exactly where your enquiries are going cold and what it would take to fix it.
- A free 30-minute call, with no obligation
- A written summary of where enquiries are being lost
- A fixed price before any work begins
We reply to every enquiry within one business day. Monday to Friday, 8:00 – 18:00 GMT.