Missed appointments
Reminders depend on someone remembering
Confirmation calls and reminder messages are sent by hand. On a busy day they get skipped, and the appointment slot is lost.
Healthcare & Dental Automation
Automate Bookings, Reminders and Patient Follow‑Up for Your Clinic
I help dental and healthcare clinics take repetitive admin off the front desk, from patient records and appointment reminders to feedback and aftercare, with automation built around how your clinic already works.
- Appointment confirmations and reminders
- One patient record with a permanent patient number
- Feedback, review requests and treatment follow-up
- 3automation projects published
- 7connected workflows in the patient journey system
- 5stages covered, from booking to aftercare
- 24h + 2hreminders prepared before every appointment
The problem
Where Clinics Lose Time and Patients
Small admin tasks add up. These are the ones that most often fall through the cracks.
Front-desk overload
Too much time on records and lookups
Staff search for returning patients, retype details and sometimes create duplicate records instead of looking after the patients in front of them.
Lost feedback
Follow-up and feedback slip through
Aftercare messages and feedback requests are sent when someone has time. An unhappy patient may go unnoticed until they leave a public review.
Solutions
Automation Around the Patient Journey
Each system handles the repetitive steps and leaves decisions and conversations with your team.
Bookings and records
Patient Booking and Record System
- What it does
- Checks each booking, recognises returning patients, gives new patients a permanent patient number and saves the appointment.
- What it’s designed to achieve
- One accurate record per patient, without retyping or duplicates.
Reminders
Appointment Confirmation and Reminders
- What it does
- Confirms each appointment and prepares reminders 24 hours and 2 hours before, then records that each reminder was sent.
- What it’s designed to achieve
- Every patient gets the same reminders, without staff having to remember.
Feedback
Feedback and Review Requests
- What it does
- Asks every patient for feedback after their visit. Low ratings go straight to staff; satisfied patients get a link to leave a Google review.
- What it’s designed to achieve
- Unhappy patients reach your team first, and happy ones are invited to review you.
Aftercare
Treatment Follow-Up and Call Tasks
- What it does
- Schedules a follow-up message for each treatment and creates a call task for staff when a patient needs a phone call.
- What it’s designed to achieve
- Aftercare happens on time, and no follow-up call is forgotten.
Clinic marketing
Blog to Social Media Publishing
- What it does
- Turns each new clinic blog article into posts for LinkedIn, X and Telegram, publishes them and records every post.
- What it’s designed to achieve
- Your clinic stays visible online without staff rewriting every article by hand.
Reliability
Error Alerts and Activity Log
- What it does
- Logs every patient interaction and catches problems such as invalid bookings or failed steps, then alerts staff or an administrator.
- What it’s designed to achieve
- Nothing fails silently, and there is always a record of what happened.
Process
From First Conversation to a Working System
Four clear stages, so you always know what is happening and what comes next.
- 01
Discover
Understand how the process works today, who is involved and where the information lives.
- 02
Design
Map the workflow, its decisions and what should happen when something goes wrong.
- 03
Build and test
Build it and test both the normal path and the failure cases.
- 04
Deploy and improve
Document how it works, hand it over and adjust it based on real use.
Time calculator
How Much Front-Desk Time Goes on Reminders and Follow-Up?
Move the sliders to match your clinic. The estimate uses only the numbers you enter.
Your estimate
51staff hours per month
That is about 6.3 full working days every month spent on reminders and follow-up by hand.
At your rate, that costs about a month, or a year.
Calculated from your numbers only: appointments per week × minutes per appointment × 4.33 weeks. It shows the time spent today, not a guaranteed saving.
Discuss Your Clinic’s WorkflowCase studies
See How Each System Works
Choose a project to see its steps, the problem it solves and a real screenshot of the workflow.
Healthcare Automation
Patient Journey Automation for Dental Clinics
- Step 1A patient books. The system checks the details, finds the patient's existing record or creates a new one with a patient number, and saves the appointment.
- Step 2A day before, and again two hours before, a reminder is prepared for the patient.
- Step 3When staff mark the treatment as complete, it is added to the patient's record.
- Step 4The patient is asked for feedback. Low ratings go to staff, and satisfied patients get a link to leave a Google review.
- Step 5Later, a follow-up message is prepared for the treatment, and a call task is created for staff when one is needed.
The problem
Booking, reminders, records, feedback and follow-up calls take up a lot of clinic staff time, and steps that rely on memory get missed.
The solution
Connected workflows follow each patient from first booking to aftercare, keeping one record per patient and preparing reminders and follow-ups on time.
What it’s designed to achieve
Every patient has one up-to-date record and gets reminders and follow-up on time, without staff having to remember each step.
(opens full size in a new tab)Healthcare Automation
Social Media Publishing for a Dental Clinic
- Step 1A new article appears on the blog.
- Step 2The system checks that the article is complete and hasn't been shared before.
- Step 3AI writes a post for each platform.
- Step 4The posts are published on LinkedIn, X and Telegram.
- Step 5Each result is recorded in a spreadsheet, and staff get an email if anything fails.
The problem
Each blog post has to be rewritten and posted by hand on every social platform, and failed posts can go unnoticed.
The solution
When an article is published, the system writes a post for each platform, publishes it and records what went out.
What it’s designed to achieve
One article becomes posts for three platforms, with a record of every post and an alert if something fails.
(opens full size in a new tab)Healthcare Automation
Appointment Reminders and Patient Feedback
- Step 1A new appointment is received and its details are checked.
- Step 2The patient gets a WhatsApp confirmation, then reminders 24 hours and 2 hours before.
- Step 3A few hours after the visit, the patient is asked for feedback.
- Step 4Satisfied patients get a Google review link. Low ratings are sent to staff.
- Step 5Every interaction is recorded, and the administrator is notified if the system has an error.
The problem
Confirming appointments, sending reminders and asking for feedback take up reception time, and unhappy patients can go unnoticed.
The solution
Each appointment gets a WhatsApp confirmation and two reminders. Afterwards, the patient is asked for feedback and low ratings go to staff.
What it’s designed to achieve
Every booking gets the same confirmation and reminders, and unhappy patients reach staff first.
(opens full size in a new tab)Privacy & security
Designed With Patient Privacy in Mind
Healthcare automation only works if patients and staff can trust it.
Consent
Patients agree first
Reminders and follow-up messages are only sent to patients who have agreed to receive them.
Secure storage
Only the data that’s needed
Each workflow uses only the patient details it needs. For live patient data I recommend a secured database with limited staff access.
People in control
Your team decides
Automation handles routine messages and records. Clinical decisions and sensitive conversations stay with your staff.
Working together
Work Directly With the Person Who Builds It
Typical large agency
- Your project may be passed between account managers and junior staff.
- Ready-made templates that may not fit how your clinic works.
- Long projects before you see anything useful.
Working with me
- You talk directly to the person who designs and builds your workflow.
- Built around your clinic’s existing routine and tools.
- We start with one small workflow, then build on what works.
“I focus on the admin that keeps a clinic running: bookings, reminders, records and follow-up. My goal is a system your team understands and trusts, not one they have to work around.”
Questions
Common Questions From Clinic Owners
Do I or my staff need technical knowledge?
No. I explain each workflow in plain language before it is built. Your team only needs to tell me how the work is done today.
Will automation replace my receptionist?
No. It takes over repetitive steps like reminders, record updates and follow-up messages. Conversations with patients, clinical decisions and anything that needs judgement stay with your team.
Can it work with the tools my clinic already uses?
Usually, yes. I build in n8n, which connects to tools such as Google Sheets, Gmail and WhatsApp. I start by checking which tools you rely on and whether they can be connected, so you don’t have to switch systems.
What about patient data and privacy?
Patients must agree to receive messages, and personal and medical information has to be stored securely. The projects shown keep records in Google Sheets for simplicity; for live patient data I recommend a secured database.
What happens if something goes wrong with the automation?
Each workflow is built with error handling. Problems such as a missing detail or a failed message are logged, and staff or an administrator are alerted, so nothing fails silently.
Do you only work with dental clinics?
My projects so far are for dental clinics. The same building blocks, such as bookings, reminders, feedback and follow-up, suit most appointment-based healthcare practices.
How much does it cost?
It depends on how many steps and tools a workflow involves. After we talk, I explain the scope in plain language before any work starts, so you know what you are agreeing to.
How do we start?
Send me a message on WhatsApp or through the contact form describing the task. I reply with how I would approach it, and we start with one small workflow.
Get started
Find Out Where Your Clinic Is Losing Time
Tell me how bookings, reminders and follow-ups work at your clinic today. I’ll explain what could be automated and what should stay with your team.
Tell me how your clinic works
How bookings, reminders and follow-ups are handled today, and which tools your front desk uses.
I map what can be automated
A plain-English explanation of what the system would do automatically and what stays with your staff.
Start with one workflow
We begin with one useful workflow, such as appointment reminders, before building anything larger.