Clinic Appointment System

Overview

MediCare Health Group operates 3 clinics and was losing patients due to a clunky booking process and a 30% no-show rate. I built an automated system that handles booking, reminders, and follow-ups — reducing no-shows by 70%.

The Challenge

Patients had to call during business hours to book appointments. Reminder calls were made manually, follow-up was inconsistent, and the no-show rate was costing the clinics thousands per month in lost revenue.

The Solution

I built a comprehensive clinic automation system:

• Online booking: Patients book appointments through a web portal that shows real-time availability across all 3 locations
• Automated reminders: SMS and email reminders sent 48 hours, 24 hours, and 2 hours before each appointment
• Rescheduling bot: Patients can reschedule via WhatsApp without calling the clinic
• Post-visit follow-up: Automated follow-up messages check on patient recovery and request reviews
• Waitlist automation: When someone cancels, the next patient on the waitlist is automatically offered the slot
• Insurance verification: Automated insurance eligibility checks before appointments
• Reporting: Daily, weekly, and monthly reports on appointments, no-shows, and revenue

Results

• 70% reduction in no-show rate
• 24/7 booking availability
• 40% of reschedules handled without staff intervention
• 95% patient satisfaction with the booking experience