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AI appointment booking for healthcare clinics

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.

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7-day free trial · Live in under 48 hours · No setup fees · No lock-in

Booking is one part of the AI receptionist for healthcare clinics, alongside call answering, reminders, messaging and payments.

BookedSolid AI appointment booking for clinics

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

How AI appointment booking works on a real call

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.

  • Reads live availability from your practice management system, so every slot it offers is genuinely free at that moment
  • Matches the appointment to the right practitioner, appointment type and length, using the clinical configuration set up for your specialty
  • Confirms the slot with the patient and writes the booking into the PMS on the call, with the notes your team needs
  • Sends a confirmation straight afterwards, and the reminder sequence takes over from there ( automated appointment reminders)

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.

GuideAI appointment booking for clinics

New patients and existing patients

The two callers need different handling, and an AI booking assistant has to manage both without help.

  • An existing patient 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.
  • A new patient 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.

Either way, nothing is copy-typed the next morning and nobody rings the patient back to finish the job.

AI appointment booking for new and existing patients
AI appointment booking for new and existing patients

Reschedules, cancellations and waiting lists

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:

  • Reschedules. The patient asks to move; BookedSolid finds the next slot that fits, moves the booking in the PMS and confirms the change, in one call.
  • Cancellations, under your rules. Cancellation handling is tiered to match how clinics actually run: a cancellation with plenty of notice completes on the call, while a same-day cancellation can be routed to your team instead, so a person decides whether to charge, rebook or waive. You set where the line sits.
  • Waiting lists. When the time a patient wants is taken, BookedSolid puts them on your waiting list and contacts them the moment a matching slot opens, so a cancellation gets filled instead of leaving an empty hour in the diary. How clinics set this up is in filling last-minute cancellations with automatic waitlists.

When no slot fits

The honest test of an automated booking system is the call where the diary says no. BookedSolid does not shrug and end the call:

  • Offers the nearest alternatives to what the patient asked for: a different time, a different day, or another suitable practitioner where your setup allows it
  • Adds the patient to the waiting list for their preferred time, with automatic contact when it opens up
  • Where the request genuinely needs a human decision, takes the detail and passes it to your team with context, logged in the PMS

A caller who wanted Tuesday at 6pm and could not have it should still end the call booked, listed or answered. Never lost.

AI appointment booking for new and existing patients
AI appointment booking for new and existing patients

Phone booking and online booking, one diary

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.

Try a live demo

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.

Setting up appointment booking

  1. 01

    Connect your practice management system.

    Live diary read and write, pre-configured for physiotherapy, chiropractic, podiatry, osteopathy, audiology and psychology.

  2. 02

    Set your booking rules.

    Appointment types, practitioners and lengths, what new patients are booked into, and where cancellations need a human.

  3. 03

    Put it on your phones.

    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.

Built around your practice management system

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.

See all integrations

Patient bookings are patient data

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 GDPREU GDPR
  • UK GDPRUK GDPR
  • Australian Privacy PrinciplesAustralian Privacy Principles
  • New Zealand Privacy ActNew Zealand Privacy Act
  • ISO 27001ISO 27001 certification.
  • NHS Data Security and Protection ToolkitNHS Data Security and Protection Toolkit
More on how we protect patient data

Clinics whose diaries fill themselves

Health Sciences University, Bournemouth and London.

Two 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 →

The Physio Lounge, seven sites.

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 →

What AI appointment booking costs

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.

See pricing

AI appointment booking and scheduling FAQs

What is AI appointment booking?

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.

How does it know which slots are actually free?

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.

Can it book new patients, or only existing ones?

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.

What happens if there is no slot that suits the patient?

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.

How are reschedules and cancellations handled?

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.

Fill the diary while you treat

Put BookedSolid on your bookings: live in under 48 hours, no setup fees, no lock-in.

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