CareWell Clinic
Automating Appointments & Reducing Admin Overhead
When CareWell Clinic faced overwhelming appointment calls and staff burnout, they partnered with Safock AI to revolutionize their patient scheduling. The results speak for themselves: nearly 7 out of 10 bookings now happen automatically, staff have 60% more time for patient care, and appointment no-shows dropped by a third.
Client Snapshot
Medium clinic with high call volume
The Challenges
Overwhelming phone volume disrupted daily operations, with staff struggling to answer every patient call promptly
Administrative duties dominated 70% of staff schedules, leaving insufficient time for direct patient care
One in four patients failed to attend scheduled appointments due to inadequate reminder systems
Patients could only book appointments during business hours, creating accessibility barriers for working families
Repetitive scheduling tasks caused staff fatigue and contributed to workplace dissatisfaction
Manual booking systems led to occasional double-bookings and scheduling mix-ups
Inconsistent communication protocols sometimes left patients unclear about appointment details
Rapid practice growth strained existing processes, threatening service quality standards
The Goals
Transform appointment scheduling by automating over half of all booking requests
Free up 40-60% of staff time currently spent on administrative tasks for patient-focused activities
Implement smart reminder systems to significantly reduce missed appointments
Establish round-the-clock booking capabilities for maximum patient convenience
Create seamless patient experiences through instant, accurate responses
Optimize appointment scheduling to eliminate gaps and maximize clinic efficiency
Build comprehensive communication workflows that keep patients informed and prepared
Design scalable systems that support practice growth without requiring proportional staff expansion
The Safock AI Solution
A comprehensive AI automation system designed specifically for healthcare workflows, integrating seamlessly with existing clinic operations.
Always-available digital assistant that handles patient inquiries, schedules appointments, and answers common questions instantly.
Advanced voice technology that manages incoming calls, books appointments, and provides clinic information naturally.
Multi-channel reminder system using SMS and voice calls to keep patients engaged and reduce missed visits.
Direct connection with existing clinic management software and electronic health records for unified operations.
Intelligent routing system that seamlessly transfers complex cases to appropriate human team members.
Implementation Timeline
Discovery & Analysis
Requirement gathering, workflow analysis, and system integration planning
AI Development
Building and training chatbot/voice flows, conversation design, and testing
Integration & Testing
EMR integration, API setup, comprehensive testing, and staff training
Pilot Deployment
Limited rollout, feedback collection, and system optimization
Full Rollout
Complete deployment, monitoring setup, and ongoing optimization
Results & Impact
Appointment Bookings
Administrative Time
No-Show Rate
Staff Productivity
"The transformation has been remarkable. Our phones aren't constantly ringing, patients can book anytime they want, and our team finally has time to focus on what matters most—providing excellent patient care."
Why It Worked
Reliable Automation
Structured flows for predictable booking tasks
Seamless Fallback
Human escalation ensured continuity
Smart Reminders
Automated reminders closed the forgetfulness gap
Tight Integration
EMR integration kept data accurate
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