All case studies
Appointment SystemsHealthcare·MENA·9 weeks
AI appointment booking across a 12-clinic dermatology group
Replaced phone-only bookings with a 24/7 conversational AI scheduler across 12 clinics — cutting no-show rate 61% and freeing 2.3 FTEs from front-desk work.
Client · Aster Dermatology Network
Impact
Results at a glance
−61%
No-show rate
2.3 FTE
Front-desk hours saved
34%
After-hours bookings
4.8 / 5
Patient CSAT
The challenge
- 1Phone lines were saturated during peak hours, losing bookings to competitors.
- 2No-shows were running above 20% and eroding clinician utilization.
- 3Front-desk staff spent hours on manual reminders and rescheduling.
- 4No visibility into per-clinician or per-clinic booking patterns.
Our approach
- 1Mapped patient journeys per specialty and per clinic.
- 2Built a shared clinician availability engine before touching the UI.
- 3Piloted the AI assistant on WhatsApp first, then rolled out to web and IVR.
What we built
- 1Conversational AI booking on WhatsApp, web and phone with a shared brain.
- 2Real-time clinician availability with intelligent slot suggestions.
- 3Automated multi-channel reminders (WhatsApp + SMS + email) with confirmation.
- 4Self-service rescheduling that respects clinic-level rules.
- 5Executive dashboard for utilization, no-show and revenue per clinic.
Results delivered
- No-show rate dropped from 22% to 8.6% within 10 weeks.
- 34% of all bookings now happen outside business hours.
- Freed 2.3 FTEs from repetitive scheduling work — reassigned to patient care.
- Patient CSAT for booking experience rose from 3.9 to 4.8 out of 5.
- New clinics onboard to the system in under 5 business days.
"It feels like we hired a night-shift team that never sleeps and never forgets a follow-up."
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