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AI agent for medical assistants

Missed Appointment Recovery Agent

Missed patients are contacted and rebooked, or marked as declined, with no one left unanswered.

CommunicationHealthcareOperations
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Missed Appointment Recovery Agent: what goes in, what the agent does and what you get

What it does

A no-show leaves an empty chair and, for many patients, the end of their care. The agent finds each missed visit each day, checks the care plan to see how important the next visit is and whether the patient has a pattern of missing, and drafts a friendly rebooking message. It offers real open slots from the schedule that fit the patient's usual days. It tracks replies, and if there is none in two days it tries a second contact method, such as text after an email. After a third try it hands the patient to the front desk for a call. Staff approve messages. Edge case: a patient mid-treatment on a time-sensitive plan, such as post-surgery care, is flagged as high priority and offered the earliest slot.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Daily after clinic closes 2 USES A TOOL Read missed appointments and the schedule 3 DOES Check each patient's care plan for urgency and pastmisses 4 DOES Find open slots that match their usual days 5 DOES Draft a rebooking message 6 YOU APPROVE Staff approve the messages 7 USES A TOOL Send by the preferred contact method 8 USES A TOOL Read replies and the schedule after 2 days 9 CHECKS THE RESULT Has the patient rebooked or replied? If not: Try the second contact method and redraft, thena call task after a third try. Back to step 3. 10 DOES Update the contact log 11 RESULT Missed visit status list
Read the steps as a list
  1. Daily after clinic closes
  2. Read missed appointments and the schedule
  3. Check each patient's care plan for urgency and past misses
  4. Find open slots that match their usual days
  5. Draft a rebooking message
  6. Staff approve the messagesThe agent waits here for your OK.
  7. Send by the preferred contact method
  8. Read replies and the schedule after 2 days
  9. Has the patient rebooked or replied?If not: Try the second contact method and redraft, then a call task after a third try. Back to step 3.
  10. Update the contact log
  11. Missed visit status list

How it decides

It ranks missed patients by clinical urgency and offers slots matching their usual days.

  • High priority care plans are contacted first
  • Offer the earliest 3 slots that match usual days
  • Two unanswered messages move to a call task
  • Respect do-not-contact choices

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Contact methods and order
  • Days before the second attempt
  • Number of attempts before a call
  • Priority rules
  • Message tone

What keeps you in control

It always asks you first

  • Staff approve all messages
  • Clinician approves any change to the care plan

Hard limits

  • Never send without staff approval
  • Never include treatment details in messages
  • Never contact patients who opted out

It stops when

  • Done: all missed patients are rebooked or recorded as declined
  • Stop: the patient asks not to be contacted

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe agent lists 7 missed visits. One is a physiotherapy patient 3 weeks after surgery, ranked first. It drafts messages with open slots and staff approve. Two days later 4 have rebooked and 3 have not replied. It sends the second text. One replies, one has a bounce and the agent adds a call task for staff.

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