Healthcare Chatbot: Reminders and 24/7 Bookings
AI-powered patient communication for dental practices, GP surgeries, and NHS clinics.
Our healthcare chatbot handles appointment bookings, sends reminders, and answers patient queries 24/7 — built with UK GDPR in mind.
Healthcare Admin Challenges AI Can Help With
Much of a practice team's day goes on repetitive admin. Here's what AI automation can take on.
Missed Appointments (DNAs)
When patients don't show or cancel late, the slot is usually lost. For dental practices and GP surgeries alike, that costs time and money.
Phone Lines Constantly Busy
Patients can't get through. Staff spend hours answering the same questions. New patients give up and go elsewhere.
After-Hours Booking Demand
Some patients can only get in touch after work. They search online at 10pm but can't complete a booking until tomorrow.
Repetitive Admin Tasks
Prescription requests, test result queries, insurance forms. Staff time consumed by tasks that could be automated.
How Our Healthcare Chatbot Works
From first enquiry to recall appointment — AI automation supports every patient touchpoint.
Patient Enquiry
Patient contacts via website, WhatsApp, or phone
Details
AI handles initial triage and captures key information
Example
Appointment Booking
AI checks availability and books into your calendar
Details
Live availability from your calendar. Links to practice software are checked case by case
Example
Appointment Reminders
Automated SMS/WhatsApp reminders before appointment
Details
48hr, 24hr, and day-of reminders with easy rescheduling
Example
Post-Visit Follow-up
Automated satisfaction surveys and recall reminders
Details
Treatment follow-ups, recall appointments, and feedback collection
Example
Intelligent Appointment Booking
Patients book the right type of appointment with the right clinician. AI understands the difference between a check-up and an emergency.
- Real-time availability from your calendar
- Treatment-specific appointment types
- Family/multi-person bookings
Smart Reminder System
Reminders by text, WhatsApp or email, and patients can reschedule with a simple reply instead of not turning up.
- SMS, WhatsApp, or email reminders
- One-tap confirm or reschedule
- Automatic waitlist filling
Patient Query Handling
Instant answers to common questions about opening hours, services, costs, and more — freeing your team for patient care.
- Service and pricing information
- Insurance and payment queries
- Location and parking details
AI vs Traditional Patient Communication
See how AI-powered patient communication compares to phone-only and basic online booking.
| Feature | Feature | Phone Only | Basic Online Booking | Hand On Web AI |
|---|---|---|---|---|
After-Hours Booking | ||||
Admin Triage | staff only | |||
Appointment Reminders | manual | basic | ||
Prescription Queries | staff time | |||
Multi-language Support | limited | |||
WhatsApp Integration | ||||
Reschedule by Reply | ||||
Emergency Escalation |
Solutions for Every Healthcare Setting
Whether you're a single dental practice or multi-site NHS clinic, our AI adapts to your workflows.
Dental Practices
From single-chair practices to multi-site dental groups, AI handles bookings while you focus on patient care.
- Appointment booking 24/7
- Treatment cost queries
- Urgent call flagging
- Recall management
GP Surgeries
Take routine requests off the phone line and route patients to the right place.
- Admin triage
- Prescription request routing
- Test result process questions
- Routine enquiries
NHS Clinics
Built with UK GDPR in mind. NHS systems such as EMIS and SystmOne have their own access rules, so we check what your system allows, case by case.
- Patient FAQs
- Appointment requests
- Reminders
- Multi-language support
Private Healthcare
Quick answers for patients and booking across more than one location.
- VIP patient handling
- Consultant matching
- Insurance queries
- Cross-location booking
Data Protection and Patient Safety
Patient data needs care. Here's how we set things up.
Built with UK GDPR in Mind
A data processing agreement, retention periods agreed with you, and help with subject access requests.
Sub-processors Listed
We list every sub-processor, and where it processes data, on our security page. Some process data in the USA under the EU–US Data Privacy Framework.
NHS Systems, Case by Case
If you work with the NHS, your own Data Security and Protection Toolkit duties still apply. We check what your practice system allows before we quote any integration.
Access Controls
Only the staff you choose get access to patient conversations and data.
Emergency Escalation
The AI is set up to spot the emergency words you agree with us and point patients to 999 or NHS 111.
Conversation Log
A log of patient conversations for quality checks and resolving disputes.
Healthcare Chatbot: Frequently Asked Questions
What is a healthcare chatbot and how does it work?
A healthcare chatbot is an AI-powered assistant that handles patient enquiries, appointment bookings, and administrative tasks automatically. It uses natural language processing to understand patient questions and checks availability in your booking calendar. Links to practice systems such as Dentally, Software of Excellence, EMIS or SystmOne depend on what each system allows, so we check case by case. Unlike basic online booking, it can handle complex queries, do admin triage, and communicate via multiple channels including your website, WhatsApp, and SMS.
Can a healthcare chatbot be used under UK GDPR?
Yes, if it is set up with care. We build with UK GDPR in mind: we collect only what is needed, provide a data processing agreement, agree retention periods with you, keep a log of conversations and help you answer subject access requests. Some of our sub-processors process data in the USA under the EU–US Data Privacy Framework and standard contractual clauses. We list each one, and where it processes data, on our security page (/security-privacy). If you work with the NHS, your own Data Security and Protection Toolkit duties still apply, so include the chatbot in your data protection impact assessment.
How does a dental chatbot help with missed appointments?
We can't promise a figure. What the chatbot does: patients get reminders at 48 hours, 24 hours and on the morning of their appointment, and they can reschedule with a simple reply rather than just not turning up. The chatbot can also offer cancelled slots to patients on your waiting list.
Can the chatbot integrate with our practice management software?
It depends on the system. The chatbot can book into Google or Outlook calendars. For dental software such as Dentally, Software of Excellence, Exact or Carestream, and GP systems such as EMIS, SystmOne or Vision, we check what your practice system allows, case by case, before we quote. GP clinical systems control third-party access tightly, so a direct link may not be possible. Where it is not, the chatbot collects a structured request for your team to action.
What happens if a patient has a medical emergency?
Patient safety comes first. We set the chatbot up to recognise the emergency signs you agree with us and escalate. If a patient describes symptoms suggesting a medical emergency (chest pain, difficulty breathing, severe bleeding, etc.), the chatbot gives the emergency numbers (999/111) and can alert your on-call staff. It is not set up to give medical advice or diagnose conditions - the AI is for administrative support only.
How does the chatbot handle patient triage?
The chatbot performs administrative triage, not clinical triage. It helps route patients to the right service (routine vs urgent appointment, correct department, appropriate staff member) based on the nature of their enquiry. For example, a dental patient asking about tooth pain might be offered an emergency slot, while someone asking about whitening would be directed to cosmetic consultation. Clinical decisions are always made by qualified staff.
Can patients book appointments outside of office hours?
Yes. Patients can book at 11pm on a Sunday, and the appointment goes straight into your calendar. This is particularly valuable for working patients who struggle to call during business hours. The chatbot handles everything from availability checks to sending confirmation details.
What languages does the healthcare chatbot support?
Our healthcare chatbot supports multiple languages including English, Welsh, Polish, Urdu, Punjabi, and Bengali - reflecting the diverse patient populations across UK healthcare. The chatbot automatically detects the patient's language preference and responds accordingly. This is particularly valuable for NHS practices serving diverse communities where language barriers can impact access to care.
How much does a healthcare chatbot cost?
We use our standard chatbot plans. Website is £99/month for up to 1,000 conversations. Business is £149/month and adds WhatsApp and hand-over to a person, with 3,000 conversations. Pro is £249/month for website, WhatsApp, email and other channels, CRM integration and 10,000 conversations. Setup is a one-off £149. Month to month, cancel with 30 days’ notice. Practice management integration, advanced triage and NHS or multi-site systems are quoted. If you want the phone answered too, our AI receptionist is from £99/month.
How long does implementation take?
A standard chatbot with appointment booking is usually live in about 7 days. Practice management integration and multi-channel set-ups are quoted separately, and we give you a date before we start. We handle all technical setup - you just need to provide access to your systems and information about your services and policies. Staff training is included and usually takes 1-2 hours.
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