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AI Appointment Handling

Clients book 24/7. No staff, no back-and-forth.

40% of bookings happen outside business hours

0 phone-tag cycles for routine appointments

15 hrs/mo average staff time recovered

What we actually build

Phone tag kills deals. Clients who can't book when they want it move on. AI Appointment Handling lets clients self-book around your actual schedule at any hour — with zero staff involvement for routine bookings.

We integrate an AI booking assistant with your calendar (Google, Acuity, Calendly, or your existing system). The assistant handles service selection, time preferences, intake questions, and confirmation — via web widget, SMS, or both. Complex cases get escalated to a human automatically.

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Case Study

Physical Therapy Clinic

Pinnacle Physical Therapy

38% of new bookings now after-hours

The Problem

Front desk staff spent 40% of their day on booking calls, rescheduling, and confirmations. After 5pm, all booking stopped — new clients had to wait until morning.

The Result

38% of new patient bookings now occur outside business hours. The front desk team redirected 15+ hours per month to in-clinic care. No-show rate dropped from 18% to 9% with automated reminders.

Common questions

Does this replace our receptionist?

It handles the routine, mechanical parts of booking. Your receptionist focuses on complex cases, in-person clients, and high-touch interactions. Most clients find their staff morale improves when the phone-tag grind is gone.

Which calendar systems do you integrate with?

Google Calendar, Outlook, Acuity, Calendly, Jane App, Mindbody, and most specialty booking systems. Custom integrations available.

What if a client has a complex question?

The assistant handles standard bookings and FAQs. Anything outside its scope is flagged and escalated to a human immediately — via text notification to your team.

Ready to get AI Appointment Handling running?

We audit your current setup, show you the gaps, and build the system. Most clients see results in 30 days.

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