Medical · Appointment Automation
AI Appointment Automation for Medical Practices
Manual appointment follow-up takes the average medical practice 8 to 12 staff hours every week. Delegate9 automates the entire cycle — reminders, no-show recovery, and rebooking — so your front desk can focus on the patient in the room instead of the phone.
01What Gets Automated
The repetitive follow-up work, handled end to end
Confirmations, reminders, recovery, and rebooking are high-volume, low-judgment tasks — exactly what automation does best. Delegate9 runs multi-touch reminder sequences, recovers no-shows in real time, fills openings from your waitlist, and keeps your schedule tight, all on your existing patient data.
- Multi-touch reminders at 72h, 24h, and 2h before each visit.
- Real-time no-show and late-cancel recovery over SMS.
- Two-way rescheduling and self-service rebooking links.
- Automated waitlist backfill when a slot opens.
02What Stays Human
Your team keeps the work that needs a human
Automation isn't about replacing your front desk — it's about deleting the work that drains it. Clinical questions, complex scheduling, insurance nuance, and the in-person experience stay with your staff. The agent simply clears the queue of repetitive messages so your team has the bandwidth to do that work well.
- Clinical triage and anything beyond scope-of-practice escalates to staff.
- Complex, multi-provider, or sensitive scheduling routes to a human.
- Your team sets the rules, tone, and escalation thresholds.
03Compliance
HIPAA-compliant by design
Every deployment runs on a BAA-covered, encrypted platform with access controls and audit logging. We keep protected health information out of plain SMS and route anything sensitive behind a secure link. Dual HIPAA + TCPA consent is captured and opt-outs are honored automatically.
04The ROI
What automation returns to a typical practice
A 20-slot primary care office at a 19% no-show rate loses roughly $182,000 a year in direct revenue and burns 8–12 staff hours a week on manual follow-up. Automation attacks both at once.
| Staff hours reclaimed | 8–12 / week |
| No-show reduction (90 days) | 30–45% |
| Direct revenue recovered | ≈ $55k–$80k / yr |
| New software for your team | None |
The reclaimed staff time alone often covers the cost. The recovered revenue is upside.
Pricing
Flat monthly pricing tied to outcomes, not seat counts. We deploy on your current systems and your team keeps working the way it already does.
- Predictable monthly fee — no per-message metering.
- Live in days on your existing PMS and reminder stack.
- Scales with your volume without adding headcount.
Frequently Asked Questions
What practice owners ask us most
Do I have to replace my current scheduling software?
No. Delegate9 layers on top of your existing PMS and reminder tools. We integrate with your schedule rather than asking you to migrate.
How long does setup take?
Most practices are live within a week. We handle the integration, message design, and escalation rules; your team reviews and approves.
Is automated outreach HIPAA-compliant?
Yes — BAA-covered, encrypted, PHI kept out of plain SMS, with dual HIPAA/TCPA consent and automatic opt-out handling.
What if a patient needs something the agent can't handle?
It escalates to your staff with full conversation context during business hours, so nothing falls through the cracks.
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