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AI agent for medical assistants

Unscheduled Treatment Follow-Up Agent

Accepted treatment is booked and completed, or closed with a reason.

CommunicationSchedulingHealthcareOperations
See how it worksGet access
Unscheduled Treatment Follow-Up Agent: what goes in, what the agent does and what you get

What it does

Patients accept a treatment plan at the front desk and then never book. The agent finds all accepted but unscheduled treatment, checks how urgent it is from the dentist's notes and what the insurance will pay, and drafts a friendly message with real open appointments. It tracks replies and bookings. If there is no reply, it follows up by another method after a few days. Urgent items, such as a cracked tooth, are escalated to the dentist and the front desk for a phone call. After a patient books, it checks that the appointment matches the planned treatment. Staff approve all messages. Edge case: if the patient has already had the work done elsewhere, they reply with that and the agent closes the item.

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, continueYes, continueNoNo 1 STARTS WHEN Weekly run 2 USES A TOOL Read treatment plans and the schedule 3 DOES List accepted treatment with no appointment 4 DOES Rank by urgency and days since acceptance 5 DOES Draft messages with real open slots and the estimate 6 YOU APPROVE Staff approve the messages 7 USES A TOOL Send messages and track replies 8 CHECKS THE RESULT Has the patient booked within 5 days? If not: Send the next message by another method, thenadd a call task for staff. Back to step 3. 9 DOES Escalate urgent items to the dentist 10 CHECKS THE RESULT Does the booked appointment match the plannedtreatment? If not: Correct the booking with the front desk. Back tostep 3. 11 RESULT Follow-up status list
Read the steps as a list
  1. Weekly run
  2. Read treatment plans and the schedule
  3. List accepted treatment with no appointment
  4. Rank by urgency and days since acceptance
  5. Draft messages with real open slots and the estimate
  6. Staff approve the messagesThe agent waits here for your OK.
  7. Send messages and track replies
  8. Has the patient booked within 5 days?If not: Send the next message by another method, then add a call task for staff. Back to step 3.
  9. Escalate urgent items to the dentist
  10. Does the booked appointment match the planned treatment?If not: Correct the booking with the front desk. Back to step 3.
  11. Follow-up status list

How it decides

It ranks open treatment by urgency and age and offers appointment slots that fit the treatment length.

  • Urgent items go to the dentist at once
  • No reply in 5 days means a second contact
  • Slot length must match the treatment
  • Items close when treatment is done or declined

Make it yours

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

  • Days before second contact
  • Urgency rules
  • Contact methods
  • Message tone
  • Weekly run day

What keeps you in control

It always asks you first

  • Staff approve all messages
  • Dentist approves urgency decisions

Hard limits

  • Never send messages without approval
  • Never pressure patients about treatment
  • Never share treatment details outside the practice

It stops when

  • Done: all accepted treatment is booked, done or closed
  • Stop: the patient asks to stop contact

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 finds 31 accepted treatments with no booking, 4 flagged urgent. It drafts 27 messages and sends the 4 urgent items to the dentist. After 5 days 12 have booked. For 15 without reply it sends a text, and 3 tell it the work was done elsewhere. It closes those, and staff call the last 4.

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