Medical & Wellness Practice-Automating Intake & Tripling After-Hours Bookings

Problem
A physical therapy clinic was losing appointment requests after hours. Staff spent mornings returning missed calls, manually verifying insurance, and sending forms — creating delays and admin overload.

Keyvar AI Triage Solution

• AI agent collected symptoms, insurance provider, and preferred appointment times

• Automatic scheduling directly into SimplePractice

• Pre-visit instructions sent instantly

• Reminders to reduce no-shows

• Missed-call triage: every missed call triggered a text with the AI intake link

Results

• No-show rate: dropped by 28%

• Intake completion: 60% completed before arrival

• After-hours bookings: increased 3×

• Admin workload: reduced by 15 hours/week

Why it worked
Medical practices rely on structured workflows with heavy administrative friction. AI triage eliminates back-and-forth calls, reduces manual verification, and keeps the schedule consistently full.