Use case · Appointment Scheduling
Booking, rescheduling and cancellation handled from start to finish against your live diary, with the right appointment type, the right clinician, the right duration, and the preparation instructions sent before the caller hangs up.
In the product
Scheduling, live call
BookingInbound 09:06 · patient matched · Maria L. · registered 2019
Caller
I need to see someone about my knee, it's been bad since the weekend.
Primum AI
I can get that booked. Have you been seen about the knee before, or is this the first time?
Caller
First time for the knee. I saw the nurse about my blood pressure in March.
Reason → musculoskeletal assessment · type MSK-NEW · 20 min · GP or ANP
Primum AI
There's a twenty-minute slot with Dr Whelan on Thursday at 11:20, or the nurse practitioner tomorrow at 15:40. Which suits?
Caller
Tomorrow, please.
Primum AI
Booked for 15:40 tomorrow with Aoife Bern. I'm texting you the time and the address now, wear something you can roll above the knee.
Diary write-back
Written to the diary · appointment 88213 · confirmation sent 09:08
Overview
Anybody can read a calendar. What makes scheduling expensive is everything around it: knowing that a new patient needs twenty minutes instead of ten, that this one is due fasting bloods first, that the clinician they asked for doesn't do injections on a Thursday, and that the slot they just took needs a preparation leaflet attached to it.
Primum AI holds those rules in the same place it holds the diary. The caller describes the problem, not the appointment code. The agent matches it to the right type, duration and clinician, writes it into the PMS while the caller is still there, and sends the confirmation by text.
Capabilities
The rules a good receptionist carries in their head are the ones a booking system never captures. These are the ones that matter most.
The caller describes the problem. The agent chooses the appointment type, duration and clinician from your own matrix, new versus follow-up, procedure versus review, who is credentialled for what, and which sites run which clinics.
A cancelled slot is offered to the waiting list within minutes, in priority order, on the channel each patient answers. A gap at 09:20 tomorrow is usually gone before the practice opens.
Fasting, full bladder, hold the anticoagulant, bring the inhaler, arrive fifteen minutes early. The instruction is attached to the appointment type, so the right one is spoken and texted every time.
Epic, Cerner, athenahealth, eClinicalWorks, NextGen and the rest, over FHIR where the scheduling API exists, and by driving the booking screen as a shadow user where it does not.
How it works
The caller never needs to know the appointment codes. The workflow handles that translation.
01
The agent asks what the appointment is for and identifies the patient against the record, new, registered, or due a recall that changes the answer.
Patient matched
02
The reason is mapped to an appointment type, a duration and an eligible clinician pool using your booking matrix, including anything the chart says has to happen first.
Booking rules applied
03
Availability is read live, the slot is offered and held while the caller decides, then committed to the diary under the correct code.
FHIR Appointment / shadow user
04
Spoken confirmation, an SMS with the time, the site and the directions, and the preparation instructions the appointment type carries.
SMS + chart note
01
The agent asks what the appointment is for and identifies the patient against the record, new, registered, or due a recall that changes the answer.
Patient matched
02
The reason is mapped to an appointment type, a duration and an eligible clinician pool using your booking matrix, including anything the chart says has to happen first.
Booking rules applied
03
Availability is read live, the slot is offered and held while the caller decides, then committed to the diary under the correct code.
FHIR Appointment / shadow user
04
Spoken confirmation, an SMS with the time, the site and the directions, and the preparation instructions the appointment type carries.
SMS + chart note
Benefits
Scheduling is one of the busiest things a practice handles, so small savings on each call add up quickly.
The Monday-morning spike is absorbed instead of queued. Every caller is answered immediately, so abandoned calls, and the callbacks they generate, largely disappear.
Right type, right duration, right preparation. The appointments that used to overrun or be turned away at the door stop being booked in the first place.
Staff stop being interrupted mid-task by the handset and spend the day on the patients in front of them.
In practice
Four calls where choosing the slot was the difficult part.
The caller describes a knee that has hurt for a year, and has never registered. The agent books a twenty-minute new-patient slot and attaches the registration pack to the confirmation.
A diabetic review is requested. The chart shows HbA1c is overdue, so the agent books fasting bloods on the Tuesday and the review on the Friday, and explains why.
The caller asks for Dr Whelan, whose injection clinic is Monday only. The agent offers Monday, or an earlier slot with the nurse practitioner who is credentialled for it.
The slot is released, three waiting-list patients are texted in priority order, and the first to reply takes it.
Monday between eight and ten is the hardest two hours your phone system has. Let us run that window against your live diary and show you what gets booked, what gets deflected and what never queues at all.