An assistant that books, confirms and reminds across phone, text, WhatsApp and your website, using the calendar or practice software you already run. When someone cancels, it offers the slot to your waitlist and fills it.
Free · 20 minutes · You talk to Syed · Scoped before anything is built
How it runs
Scheduling & Reminders Running
Gaps get refilled
A booking is made or coming up
From a call, a text, WhatsApp, your website or the front desk.
The assistant confirms and reminds
Two-way messages at the times you choose, such as 48 hours and 3 hours before.
Your calendar stays current
Confirmations, moves and cancellations sync to your calendar or practice software.
Gaps get refilled
A freed slot goes to your waitlist. The first person to say yes gets it.
A scripted walk-through of a typical scheduling & reminders conversation — press play.
Two-way reminder and waitlist refill
Reminder due · Wed, Oct 14 · 2:00 pm with Dana · patient prefers text · no treatment details in messages
Hi Sam, it’s Birchwood Dental’s AI assistant. You’re booked Wed, Oct 14 at 2:00 pm with Dana. Reply YES to confirm or ask for a new time. Reply STOP to opt out.
YES
Hi, Sam again. Something came up at work on Wednesday. Could I move to later in the week?
No problem. Dana has Thursday at 4:30 pm, or Friday at 8:00 am or 11:30 am. Which suits you?
Friday at 8, please.
Done. You’re now Friday, Oct 16 at 8:00 am with Dana, and Wednesday is released. You’ll get a reminder on Thursday morning.
Moved in 1 min 05 s; the freed slot was refilled from the waitlist 4 min later.
Set this up for my businessAppointment types and lengths, buffers, who does what, how far ahead people can book and your cancellation policy. We also pull your current no-show rate as a baseline.
Google or Outlook calendars, booking tools like Calendly, or practice software such as Jane or Dentrix where an API or approved connector is available. Where direct booking isn’t possible, the assistant prepares the change and your front desk confirms it.
People confirm, reschedule or cancel by replying in plain words. The assistant offers real open times, moves the booking and confirms the change. Anything outside booking goes to your team with the conversation attached.
When a slot opens, the assistant messages the people who asked for an earlier time, in the order you set. The first yes takes it and everyone else hears it’s gone.
Works with the tools you already use
Connected through official APIs where available. Names and logos are trademarks of their owners; no affiliation implied.
Confirmations and reminders relate to a booking the person made, which CASL treats as transactional. They still carry your business name and an easy opt-out. In the US, texts go only to numbers people gave you for that purpose, in line with TCPA consent rules. On WhatsApp, reminders use Meta-approved templates and go only to people who opted in there.
For clinics, reminders say when and where, not why. Vendors that handle patient information act as the clinic’s agents under PHIPA in Ontario, and in the US we use only vendors that sign a HIPAA business associate agreement.
It introduces itself as your virtual assistant, and a person is one reply away. Billing, complaints and anything clinical go to your team.
It offers only times your calendar shows as open and follows your cancellation policy. It never charges a cancellation fee or deposit on its own; your team decides those case by case.
One front-desk coordinator, about 40 appointments a week. Today the coordinator confirms each one by phone or text, moves about 8 a week and calls down a waitlist when someone cancels late.
About 2 hours a week back for the front desk (estimate)
Estimates use typical volumes and include a 20% allowance for overlap and ramp-up. Your audit measures the real numbers.
Many no-shows aren’t people who decided not to come. They forgot, or something changed and moving the appointment felt like more trouble than skipping it. The reminder call goes out at a busy moment, lands in voicemail, and nobody calls back.
Late cancellations hit at the worst time. Someone has to work the waitlist by phone while people wait at the counter, and by the time they reach anyone, the slot is often too close to fill.
Every booking gets a reminder people can answer. “Yes” confirms it. “Can I do Thursday?” gets real options and a moved booking within a minute. A cancellation doesn’t sit as a gap: the slot goes to your waitlist, and the first yes takes it. Your calendar or practice software is updated each time, so the front desk sees the day as it really stands.
Booking works the same way on every channel. A caller can book through the AI receptionist, a customer can book on WhatsApp through a WhatsApp AI assistant, and a website visitor can pick a time, all against the same calendar.
We don’t ask you to change your booking software. We measure your current no-show rate, connect to what you have, and switch on reminders for one appointment type first. Once you’ve seen a few weeks of replies, we add rescheduling, waitlist offers and the other channels. After the visit, the same booking can trigger a review request at the right moment.
Every engagement is scoped on a call. You’ll know the cost before anything is built.
Last updated October 7, 2026
Often, but it depends on the software. Jane opens its API to approved partners only and other systems vary, so we confirm the route on the first call. Where there’s no safe way to write bookings directly, the assistant sends each change to your front desk to confirm.
Yes. They can reply in plain words, like “can I do Friday instead?”, and the assistant offers real open times and moves the booking. If a request is unclear or outside your rules, it hands the conversation to your team.
When a slot opens, the assistant messages people who asked for an earlier time, in the order you choose, and the first to accept gets it. Everyone else is told it’s been taken, so nobody turns up for a slot that’s gone.
Usually two at most. We cap messages per booking so reminders stay helpful rather than annoying, and anyone can opt out with one reply. A text people can answer in seconds is easier than a call they have to return.
Yes, with the right setup. Messages carry only the time, place and provider, never treatment details. We document where data lives, keep only what’s needed and use vendors that meet your obligations under PHIPA, PIPEDA or HIPAA.
It depends on your booking volume, the channels you use and how your software connects. We scope it on a short call and give you a fixed build price and a clear monthly running cost before anything is built.
Bring your call volume, your tools and the part that annoys you most. In 20 minutes you’ll know what it would take — and whether it’s worth doing.
Free · 20 minutes · You talk to Syed · Prefer email? muhammad@sadaat.ca