Appointment automation
Booking, rescheduling and cancellation across phone, web and messaging with live availability.
- Clinician-specific slots
- Appointment type matching
- Cancellation backfill
Home / Industries / Healthcare & Clinics
Take the front desk off the phone and off the back foot.
Clinic reception is one of the most interrupted jobs there is. Scheduling, reminders, intake forms and recall are all predictable, repetitive and time-critical — which makes them the right work to automate, and the clinical judgement firmly not.
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/ THE LEAK
Where the money goes.
Same business, two ways of running it. The gap is what automation is worth to you.
Without AI
A front desk under water
- ✕The phone queue builds while patients are being checked in at the desk
- ✕No-shows leave clinical time unsold and unrecoverable
- ✕Intake forms are completed in the waiting room, slowly, on paper
- ✕Recall lists are worked when someone has time, which is never
- ✕Routine questions about hours, prep and directions take up clinical staff time
With Hagamart AI
A front desk that can breathe
- ✓Booking, rescheduling and cancelling handled automatically, day and night
- ✓Reminder cadences that materially reduce no-shows and free the slot early
- ✓Intake completed before arrival, checked and attached to the record
- ✓Recall running continuously in the background rather than in bursts
- ✓Routine questions answered accurately without touching clinical staff
/ WHAT WE BUILD
Six systems for healthcare & clinics.
Digital patient intake
Forms completed before arrival, validated and routed to the right record.
- Pre-visit questionnaires
- Validation and completeness
- Record attachment
Reminders & no-show reduction
Multi-touch reminders with one-tap confirm, and automatic waitlist backfill on cancellation.
- SMS, email and WhatsApp
- One-tap confirmation
- Waitlist promotion
Recall & follow-up
Six-month checks, review appointments and post-treatment follow-up, running continuously.
- Automated recall cycles
- Post-treatment check-ins
- Overdue patient lists
Enquiry triage & routing
Administrative questions answered; anything clinical routed to a person immediately.
- Strict clinical boundaries
- Urgency escalation
- Full conversation logs
Back-office automation
Insurance checks, referral letters and reporting prepared rather than typed from scratch.
- Referral drafting
- Claim preparation
- Practice reporting
/ SERVICES
The services behind it.
Every build on this page is assembled from these. Start with one.
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AI Automation & Agents
AI agents that handle repetitive work end to end, 24/7, wi…
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AI Chatbot Development
Chatbots that sell and support around the clock, trained o…
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AI Integrations & Hosting
Connect the tools you already pay for — hosted, monitored …
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Custom Software Development
Storefronts, portals and internal tools built around how y…
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AI Sales & Lead Automation
Instant lead response, automatic qualification and follow-…
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AI Forecasting & Analytics
Demand forecasting, churn prediction and dashboards built …
/ FAQ
Questions we get from healthcare & clinics.
Is this compliant with data protection rules?
We build to the requirements of your jurisdiction — UK GDPR and ICO expectations for UK practices, HIPAA for US ones — including data residency, encryption, access controls and audit logging. Compliance is scoped explicitly at the start rather than assumed.
Will AI give medical advice to patients?
No. Ours are built with hard boundaries: administrative and logistical questions only, with anything clinical routed straight to a person. This is a deliberate design constraint, not a setting.
Does it integrate with our practice management system?
We work with the common practice management and EHR platforms where APIs exist, and build a bridge where they do not. Live appointment availability is the essential integration.
How much do no-shows fall?
It varies by practice and by what you already do. The largest gains are in practices sending a single reminder or none. We measure your current rate first so the improvement is measurable rather than asserted.
Who is responsible if the system makes a mistake?
You retain clinical and operational responsibility, which is exactly why we scope these systems narrowly to administrative tasks with human escalation, full logging and approval gates on anything consequential.
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