24/7 appointment booking
A booking agent that answers questions, books appointments, sends reminders and refills cancelled slots, day and night.
Patients want to book when your phones are off, and the slots they book are expensive to lose.
Half of bookings happen after hours
On Zocdoc, roughly half of appointments are booked between 5pm and 9am, when most front desks are closed.
ZocdocNo-shows are common and costly
A 10-clinic study found an average no-show rate of 18.8% and an average cost of $196 per no-show. The data is older and from a VA medical center, so treat the dollar figure as a floor.
BMC Health Services ResearchThe front desk repeats itself
Hours, prices, insurance, directions and “can I move my appointment?” take up phone time that could go to the patients standing at the desk.
What the agent does
- 01
Answers from your own information
You upload your services, prices, hours, insurers and prep instructions to a knowledge base. The agent answers only from that, and says “please call us” when it does not know.
- 02
Books, moves and cancels
A calendar tool checks open slots and books the one the patient picks. A photo of the insurance card can be uploaded in the chat.
- 03
Confirms and reminds
After each booking a workflow sends the confirmation. A scheduled workflow sends reminders the day before.
- 04
Refills cancellations
When a patient cancels, a workflow offers the slot to the waitlist.
Checked before anyone sees an answer
The guardrail
No medical advice. Anything about symptoms or medication gets a fixed, safe reply pointing to the clinic or to emergency services, before the model answers.
Where a person steps in
A complaint, a special request or anything else unusual lands in the Human Review inbox for your staff to handle.
What is recorded
Every conversation is logged with the pages the agent opened, the tools it called and what the run cost, and you are emailed if something fails.
The steps, in order
A question-answering agent with its guardrail can be live on your site the same day. Live booking adds one connection to your calendar system.
| Step | What you do in Studio | Typical time |
|---|---|---|
| 1Add your information | Create a knowledge base; paste or write your services, prices, hours, insurers and policies. | 30–60 min |
| 2Create the agent | Name it, describe its job, pick a model and attach the knowledge base. | 10 min |
| 3Add the safety rule | Add the “no medical advice” guardrail with its safe reply. | 5 min |
| 4Test it | Ask it 20 real patient questions in the Playground and fix any gaps in the knowledge base. | 30 min |
| 5Put it on your site | Create an embed and paste two lines into your website or patient portal. | 10 min |
| 6Connect booking | Add calendar and messaging tools through your calendar’s API, then the confirmation and reminder workflows. | Depends on your calendar |
A worked example
A single-location clinic taking 60 booking and FAQ calls a day. The inputs are assumptions about a typical business; replace them with your own numbers.
| Line | Assumption | Per year |
|---|---|---|
| Front-desk time freed | 60 calls a day × 4 minutes; the agent handles half, which is 10 hours a week at $22 an hour | ≈ $11,400 |
| Empty slots filled | Reminders and waitlist refills save 10 slots a month that would otherwise go empty, at $196 each | ≈ $23,500 |
| After-hours bookings captured | Patients who would have booked elsewhere at night | Not counted |
| Total value | ≈ $35,000 | |
| Krazimo Studio cost | ≈ $1,200–$1,500 a year: the Starter plan at $99 a month plus model usage at cost | |
About 10 hours a week of phone work, no time spent writing reminder messages, and no voicemail backlog on Monday morning.
See it working
on your own information.
Tell us about your business and we will walk through this use case with you in Studio.