AI Front Office for Private Clinic
Multi-specialty private clinic in Rome - 45 doctors, 30 employees, 180 visits/day
-92% (from 40% to 3%)
Missed calls
-72% (from 18% to 5%)
Visit no-shows
+12,000 EUR/month
Recovered lost revenue
+35% of total (previously 0%)
After-hours bookings
-70%
Front-office time on repetitive tasks
The problem to solve
The switchboard received 300+ calls per day, of which 40% were lost due to busy lines. Visit no-shows were at 18%, with lost revenue of 15,000 EUR/month. Front-office staff spent 80% of their time answering repetitive questions about schedules, exam preparation, and insurance coverage.
What we implemented
AI front-office agent that manages: (1) voice and chat bookings 24/7, (2) automatic reminder delivery via SMS/WhatsApp with preparation instructions, (3) automated responses about schedules, fees, exam preparation, and insurance partnerships, (4) cancellation management and reassignment of free slots to other patients on the waiting list.
Measured impact
Missed calls
-92% (from 40% to 3%)
Visit no-shows
-72% (from 18% to 5%)
Recovered lost revenue
+12,000 EUR/month
After-hours bookings
+35% of total (previously 0%)
Front-office time on repetitive tasks
-70%
Timeline
6 weeks (3 development + 1 practice management integration + 2 go-live)
Investment
30,000 - 45,000 EUR (Digital Innovation Grant up to 100,000 EUR)
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