Front desk
AI appointment scheduling for medical practices. Every slot filled.
Every call answered on the first ring, booked against live availability and written back to your EHR.
Inbound call, booking
Maria L., established patient
Call in progress
Hi, I need to see Dr. Reyes about my blood pressure. Sometime this week?
I can help with that. Can you confirm your date of birth for me?
March 4th, 1968.
Thanks, Maria. Dr. Reyes has Thursday at 9:40 or Friday at 2:15. Which works better?
Thursday morning, please.
You are booked for Thursday at 9:40. I will text you a confirmation now.
Follow-up visit, 20 minutes, inside the provider template
Practices lose $100K to $200K a year to missed calls. 2care captures those bookings instead of sending them to the practice down the street.
$100–200K
lost per year to missed calls
0
callers put on hold
What a booking call has to resolve
Offering a time is the last step, not the first.
Most software sold as patient scheduling software starts at the point where somebody already knows who is calling and what they need. On a phone line, that is the part nobody has done yet.
Work out who this is and what they are allowed to book
A caller who says they are a patient may be a spouse, a parent, or somebody whose record is under a former name. Offering a slot before that is settled is how duplicate charts get created and how a new patient ends up in a follow-up slot half the length they need.
Matched against the record you already hold
Name, date of birth and number are checked against existing charts before anything is created. A near match is confirmed out loud rather than assumed.
New or established changes the answer
The two need different slot lengths and often different providers. The distinction is made on the call, not corrected afterwards by whoever opens the schedule.
Coverage captured while the caller is there
Payer, plan and member identifier are taken during the conversation, which is the only moment a patient reliably has the card in front of them.
Every one of those writes is stored against the call that produced it, so a booking that looks wrong can be traced to the sentence that caused it.
A morning on the booking line
Every call leaves an entry you can check.
Bookings, changes and handoffs are logged as they happen, each one tied to the call that produced it.
Booking log, Tuesday morning
- 8:02VoiceWritten to scheduleNew patient visit booked for James O., Wed 10:30
- 8:06VoiceReschedulePriya N. moved from Mon 3:00 to Thu 11:15, old slot released
- 8:10VoiceFamily bookingThree sibling visits booked back to back for the K. family
- 8:14SMSDeliveredConfirmation texts sent for all three visits
- 8:18VoiceEscalatedCaller reported chest tightness, transferred to nurse line
Illustrative log. Every entry links to the call recording and summary.
Where the day's bookings came from
Calls, chats and texts land in one schedule.
Patients book on whichever channel they reach for first. The rules, the template and the write-back are the same for all of them.
Today's new bookings by source
Phone3
Maria L.
Follow-up, Thu 9:40
BookedJames O.
New patient, Wed 10:30
BookedDana W.
Annual physical, Mon 8:20
RescheduledWebsite chat2
Leo T.
Sick visit, today 4:10
BookedAmira S.
New patient, Fri 1:00
Deposit takenText2
Chris B.
Cleaning, Tue 7:30
BookedHannah P.
Asked about cost first
Staff replyExample day. Each card is an appointment already written to the schedule.
One set of rules
A slot offered in chat obeys the same visit length and provider limits as one offered on the phone.
No second calendar
Nothing is held in a separate booking tool. Every channel writes into the schedule your front desk already works from.
Handoffs keep the thread
If a text conversation needs a person, staff pick it up with the full exchange in front of them.
What a booking sets moving
The appointment starts the back office work.
Once a visit is on the schedule, the checks that usually happen the morning of the visit start straight away.
Booked this morning, follow-on checks
| Patient | Status |
|---|---|
| Maria L. | Working |
| James O. | Working |
| Amira S. | Working |
| Dana W. | Working |
| Leo T. | Working |
Coverage and intake status update on their own as each check returns.
What arrives on a booking line
Half of it is not somebody asking for an appointment.
Practices size their front desk against the number of calls, then discover the mix is what actually costs the hours. Medical appointment scheduling software that only handles the first row leaves the rest on the desk.
A busy Monday, 180 calls
All of it on one number, answered first ring.
The edge of the diary
What it will and will not put in your schedule.
A scheduling agent with no refusals is a liability, because the fastest way to fill a diary is to book things that should never have been booked.
Booked without asking you
- New patient and established visits inside your published template
- Reschedules and cancellations of appointments the caller can identify
- Interpreter, accessibility and transport notes attached to the visit
- Waitlist placement, with the callback that follows when a slot frees
- Recurring blocks where your practice already books them that way
Never booked by the agent
- Any slot outside the template, however full the caller says the diary looks
- A visit type the caller has self-selected on clinical grounds
- Appointments for a patient the agent could not confidently match
- Anything that would overwrite a booking made by your staff
- A clinical decision about how soon somebody needs to be seen
The refusals are configured by you and applied the same way at nine in the morning and at two in the morning.
The difference
The same Monday, run two ways.
This is not a comparison against a receptionist. It is a comparison against what happens to the calls a busy receptionist cannot reach.
A line with hold music on it
A line answered on the first ring
Caller arrives during the morning peak
Waits, or hangs up and tries the next practice on the list
Answered immediately, with every other caller answered at the same time
Availability check
Whoever answers reads the screen, or promises to look and ring back
The live diary is read before any time is spoken aloud
Booking is recorded
Typed in later from a note, sometimes the following day
Written into the record during the call, with the call attached
A patient cancels at four in the afternoon
The slot stays occupied on screen until someone opens the message
The slot is released and offered to the waitlist the same day
Out of hours and weekend requests
Voicemail, worked through on the next working morning
Booked at the time they ring, under the same template rules
See it work
A chipped tooth, booked in two minutes
A new patient calls, benefits are checked while they talk, and they are booked with the dentist, with forms and a reminder sent by text.
Before you hand over the diary
What practices ask about booking by phone.
All three names get used for it. What separates it from a message service is that it reads your live diary and writes the booking into your system while the caller is still on the line, so nothing waits for a member of staff to transcribe it.
It connects to the system you use rather than replacing it. Availability is read from your diary and appointments are written back into it, which means your staff carry on working in the screen they already know.
Every caller who rings is answered, including the ones who arrive in the same minute. Concurrency is the difference that matters on a Monday morning, because a queue is where booking calls turn into calls to another practice.
Yes. Evenings, weekends and public holidays are answered on the same rules as a Tuesday morning, so a patient who rings at nine at night gets a real appointment rather than a promise of a call back.
It is handed to your team with the caller's own words and the reason it stopped, so whoever picks it up starts from what was said rather than from a blank message slip.
An online booking link works for patients who are online, motivated and already know what they need. It leaves out the caller and the unsure. This handles the booking in the conversation the patient started, on the phone or by text, and can ask the questions a form cannot.
Live availability by provider and visit type, real write-back into the diary rather than a nightly export, rules for buffers and double-booking, and a way to reach patients who will not use a portal. A scheduling system that is only a web form covers the easy half of the demand.
Built for regulated healthcare, in every market we operate in
HIPAA
United States
BAA available on request
GDPR
UK & Europe
DPA available, data hosted in the EU/UK
DPDP
India
Data residency in India
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