Case study, anonymised

    Paperless intake and after-hours AI receptionist.

    A UK private clinic moved from paper forms and missed after-hours calls to a connected intake layer with an AI receptionist that hands clean summaries to the nurse team.

    Engagement

    Audit + 5 week build

    AI receptionist

    After-hours + missed call

    Intake

    Digital with PDF archive

    Compliance

    Audit trail per record

    What changed

    Before and after the audit.

    • IntakePaper forms reprinted weekly. Patients fill them twice.Digital intake on arrival. PDFs archived per patient.
    • After-hours enquiriesVoicemail and missed calls. Patients booked elsewhere.AI receptionist captures intent, hands clean summary to nurse.
    • RecordsNotes in three different places, hard to search.Single record per patient with audit trail and quick lookup.
    • RemindersManual calls the morning of appointments.Scoped reminders sent automatically, with human override.
    Cost model

    Modelled, not promised.

    Figures below are modelled from the audit. Final numbers depend on patient volume, existing systems, and integration scope.

    • Recurring software (intake, forms, reminders, calls)£180 to £320 / mofrom £149 / mo managed care
    • Staff time on paperwork5 to 8 hours / week1 to 2 hours / week (modelled)
    • After-hours enquiry captureLost to voicemailRouted and summarised

    We stopped losing first-time bookings overnight. The nurse picks up a clean summary in the morning, not a voicemail.

    Clinic manager, anonymised engagement

    See whether this pattern fits your clinic.

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