Most clinics only take bookings while someone is free to take them. BookedSolid books patients in whenever they ring: it reads your diary live, offers real slots, and writes the appointment into your practice management system before the call ends, at 8am, at 8pm and on Sunday afternoon.
Booking is one part of the AI receptionist for healthcare clinics, alongside call answering, reminders, messaging and payments.
300+
calls a day answered at Physica Physiotherapy
700+
appointment requests processed automatically every month across HSU’s two clinics
3 admin staff
now running The Physio Lounge’s seven sites, down from 5, while the clinical team grew
A patient rings to book. BookedSolid works out what they need and books them in before the call ends, at whatever hour they ring and however many other patients are ringing at the same time.
There is no request form sitting in a queue and no “someone will call you back”. Automated appointment booking means the diary entry exists before the patient hangs up. Answering the call in the first place, including busy periods and out of hours, is what AI call answering does.
The two callers need different handling, and an AI booking assistant has to manage both without help.
Is matched to their record in your PMS. BookedSolid sees their history with the clinic, books against the right practitioner, and logs the call where their notes already live. A returning patient who has not visited in a year is still a two-minute booking, not a form.
Is the call that matters most, because it is the one most likely to go to a competitor if it goes unanswered. BookedSolid captures their details in conversation, creates the patient record in your PMS, books the initial assessment with the practitioner and appointment type you have set for new patients, and flags anything your team should see before the visit.
Booking is the start of an appointment’s life, rarely the end of it. BookedSolid handles the whole of it, with automated appointment scheduling working the diary in both directions.
The honest test of an automated booking system is the call where the diary says no. BookedSolid does not shrug and end the call:
A caller who wanted Tuesday at 6pm and could not have it should still end the call booked, listed or answered. Never lost.
Some patients will happily book online and never ring at all. Plenty of others, older patients especially, will always pick up the phone. With BookedSolid both get the same service: the patient who rings is booked instantly at any hour, just as the online booker is, and because the same assistant handles your website chat, a booking from any route lands in the same diary under the same rules. There is no separate calendar to keep in step with your practice management system, and nobody is told to ring back in the morning.
The quickest way to judge AI appointment scheduling is to hear it take a booking. Ask for an initial assessment, then ask to move it to another day, then cancel it, and listen to how it handles each request.
Live diary read and write, pre-configured for physiotherapy, chiropractic, podiatry, osteopathy, audiology and psychology.
Appointment types, practitioners and lengths, what new patients are booked into, and where cancellations need a human.
Your published number stays as it is; calls divert to BookedSolid on the schedule you choose, and the divert can be changed or removed at any time.
From connection to first booking is typically under 48 hours, starting on the 7-day free trial with no setup fees.
A booking is only as good as the diary it goes into. BookedSolid works from your live practice management system, so the availability it offers is what your team would see, and every booking, change, cancellation and call note appears on the patient’s record as it happens. Nothing sits in a separate system and nothing needs typing up afterwards; your practice management system stays the one place your team looks.
Every booking carries patient details, so the model is data minimisation: BookedSolid touches only the information needed to make that booking, encrypts every interaction in transit and at rest, and keeps UK and EU clinic data within the UK and EU. It is built to the standards of every region it serves, UK GDPR and EU GDPR alongside the Australian Privacy Principles and the New Zealand Privacy Act, meets the NHS Data Security and Protection Toolkit, and has ISO 27001 certification.
EU GDPR
UK GDPR
Australian Privacy Principles
New Zealand Privacy Act
ISO 27001 certification.
NHS Data Security and Protection ToolkitTwo university clinics, around 2,000 calls a month, roughly 70% previously missed. Today around 60% of calls are handled with no human involvement at all, and more than 700 appointment requests a month are processed automatically: patients booked, moved and cancelled without touching the admin team. “BookedSolid has significantly improved our clinical service by ensuring that all patient calls are answered.” Matthew Southam, Deputy Director of Clinical & Rehabilitation Services.
Read the HSU story →Growth used to mean more admin hires to keep the diary moving. With BookedSolid taking bookings, the group went from 11 physios and 5 admin staff to 12 physios and 3: a bigger clinical team, a smaller admin team, and the diary managed around the clock.
Read the Physio Lounge story →BookedSolid is one fixed monthly price based on practitioner count, with unlimited bookings: no per-booking fees, no per-call charges, and no bill that grows because the diary had a good month. The system that fills your appointment book should not take a cut of it.
AI appointment booking is software that takes a patient's booking in a natural phone conversation and completes it in your practice management system: reading live availability, agreeing a slot and writing the appointment into the diary during the call. You will also see it called AI appointment scheduling or automated appointment scheduling. Our guide to AI appointment booking for clinics covers the category in full.
It reads your PMS diary live at the moment of the call, rather than working from a copy or a synced calendar. If a slot is taken between one caller and the next, it is no longer offered. Whatever your team sees in the diary, BookedSolid sees, and nothing else is the source of truth.
Both. Existing patients are matched to their PMS record and booked against their history. For new patients it captures details in conversation, creates the patient record, and books the initial appointment using the rules you set for new-patient bookings, with anything notable flagged for your team.
It offers the nearest alternatives, and if none fit, adds the patient to the waiting list for their preferred time, to be contacted automatically when a matching slot opens. If the request needs a human decision, the details go to your team with context. The call ends with the patient booked, listed or answered, not lost.
In the same conversation they arrive in. A reschedule is moved in the diary and confirmed on the call. Cancellations follow tiered rules you control: routine ones complete automatically, while the sensitive cases, such as same-day cancellations, can route to your team so a person makes the call on charging or rebooking.
When a patient cannot get the time they want, BookedSolid adds them to the waiting list in your system. When a cancellation opens a matching slot, it contacts waiting patients automatically and books the first taker, so gaps backfill without your team working the phones. The full mechanics: filling last-minute cancellations with automatic waitlists.
Yes. BookedSolid takes deposits at the point of booking through Stripe, which is the single most effective moment to protect the appointment against a no-show.
It completes it. Online booking serves the patients who want self-serve; BookedSolid gives everyone else, the ones who ring, the same book-anytime convenience, and runs your website chat with the same rules and the same live diary. One system taking bookings on every channel beats a phone line and a plugin calendar that never quite agree. For how the assistant side works day to day, see AI booking assistants for clinics.
Yes. Calls are answered in parallel rather than queued, and every booking is written against live availability, so two callers cannot be sold the same slot.
No. Because it reads and writes the same live diary your team uses, a slot booked at the desk disappears from what the AI can offer immediately, and the reverse. There is one diary, and everyone, human and AI, works in it.
Yes, automatically, for every booking however it was made, and the reminder sequence follows on the channels patients actually read. Reminders, confirmations and recalls have their own page: automated appointment reminders.
Put BookedSolid on your bookings: live in under 48 hours, no setup fees, no lock-in.