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Ihsaan AI
AI Automation Agency
Healthcare • Clinics • Care Homes

AI Voice Agent
Healthcare Reminder System

Reduce missed appointments and improve adherence with automated, human-sounding reminder calls and SMS follow‑ups — designed for UK healthcare workflows.

📞 Outbound reminder calls 💬 SMS backup + links ✅ Confirm / cancel / reschedule 📊 Logs + reporting

Example: Patient gets a reminder call → confirms or requests a new time → your team sees the outcome and only follows up when needed.

What It Handles

A reliable reminder workflow that frees staff time.

  • ✓ Appointment reminders (24–72h before)
  • ✓ Medication & care-plan reminders
  • ✓ Confirmation, cancellations, rescheduling requests
  • ✓ Escalation to staff (urgent or unclear)
  • ✓ Multilingual scripts (optional)

Built around consent, opt‑out, and clear messaging — with reporting your team can trust.

Outcomes You Can Measure

Designed to reduce DNAs and call admin, without changing your clinical process.

Fewer No‑Shows

Timely calls + SMS nudges increase attendance and reduce wasted slots.

Less Chasing

Patients confirm or request changes automatically. Staff only handle exceptions.

Cleaner Records

Every attempt and outcome is logged so you can report on performance and compliance.

How It Works

A simple reminder pipeline: schedule → outreach → patient response → outcome logged.

Step 1

Import or Connect

We connect to your calendar/appointment list (or a secure CSV/Sheet export) on an agreed schedule.

Step 2

Automated Calls

The AI voice agent places reminder calls using your script and clinic details (name, time, location).

Step 3

Confirm / Reschedule

Patients can confirm, cancel, or request a new time. If needed, we follow with SMS.

Step 4

Log + Notify

Outcomes are logged and staff are notified for exceptions (urgent notes, unclear responses, or reschedule requests).

Step 5

Reporting

Track attempted calls, contact rates, confirmations, cancellations, and no‑show reduction over time.

Step 6

Iterate

We refine scripts, call times, and escalation rules to improve outcomes month by month.

Book a Healthcare Demo →

Automation Overview (Make.com + Vapi + Twilio)

A practical, auditable workflow designed for busy practices — with SMS as the base layer and AI voice escalation where it matters.

Scenario 1

Sync from Your Practice System

Make.com syncs upcoming appointments from your Practice Management System on a schedule (or near‑real time, depending on your setup).

Scenario 2

Send SMS + Log Status

Automated SMS reminders go out and a spreadsheet/Sheet is updated (e.g., SMS Sent: Yes) for tracking and reporting.

Scenario 3

High‑Risk Escalation Call

The system checks whether a patient is high risk (e.g., elderly / previous no‑shows). If yes, it triggers an AI voice call using Vapi + Twilio.

Scenario 4

Update Outcome + Transcript

Call outcome (answered / voicemail / no answer), status, and transcript are written back to the spreadsheet for audit and follow‑up.

Optional

Smart Routing to Staff

Escalate exceptions to reception (e.g., reschedule request, unclear response) via email or task list — only when needed.

Optional

Templates & Testing

We set scripts, caller ID, quiet hours, and run test patients first. You get a clear checklist before go‑live.

Discuss Your Workflow →

Pricing Tiers

One‑off setup, then monthly support. Your usage costs (Make/Twilio/Vapi) are billed to you at cost so everything stays transparent.

Bronze
Setup: £495
£99/mo support

SMS reminders only.

  • Make.com sync from your practice system
  • Automated SMS reminders + links
  • Spreadsheet logging (SMS sent: yes)
Their costs: Make £7 + Twilio £16 = £23/mo
Total for them: £122/mo ongoing
Silver ⭐ Main offering
Setup: £995
£149/mo support

SMS + AI voice calls for elderly / high‑risk patients.

  • Everything in Bronze
  • High‑risk rules (elderly / previous no‑shows)
  • AI voice calls via Vapi + Twilio
  • Call status + transcript logged to sheet
Their costs: Make £7 + Twilio £16 + Vapi £36 = £59/mo
Total for them: £208/mo ongoing
Gold
Setup: £1,495
£249/mo support

SMS + AI voice calls for all patients.

  • Everything in Silver
  • AI voice calls for all appointments
  • Advanced exception routing
  • Ongoing optimisation & scripts
Their costs: Make £7 + Twilio £32 + Vapi £120 = £159/mo
Total for them: £408/mo ongoing

Notes: Consent/opt‑out rules, quiet hours, caller ID and escalation paths are configured to match your clinic’s policies. We can also connect to additional systems if needed.

Privacy & Safeguards

We build reminder workflows with sensible controls for sensitive contexts.

Consent & Opt‑Out

Clear messaging and opt‑out rules for calls/SMS, aligned with your communication policy.

Minimise Data

Use only the data required for reminders (e.g., name + appointment time). Avoid unnecessary clinical detail.

Audit Logs

Call attempts, outcomes, and timestamps are logged for review and reporting.

Note: We’ll align the system with your organisation’s requirements (GDPR, retention, escalation rules, and messaging), and keep patient communications clear and respectful.

Ideal For

Any service where missed appointments or non‑adherence creates cost and risk.

GP & Private Clinics

Appointment reminders, follow‑ups, and reschedule requests handled automatically.

Dental Practices

Reduce DNAs with confirmations and clear instructions (time, location, prep reminders).

Care Homes & Community Care

Medication and care-plan reminders with escalation to staff when needed.

Talk Through Your Workflow →