Assigned objective
Maximize calendar occupancy with no double-booking and no dead slots.
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Healthcare · Dentistry
How an autonomous agent removes 80% of manual appointment handling in dental clinics
The problem
A front desk overwhelmed copying data between the calendar and the clinic software; slots lost to last-minute cancellations and no-shows. The human cost: up to 3 hours a day of phone and keyboard that aren’t patient care.
The limit of traditional software
The clinic software has no API; RPA broke with every screen update, and an appointment chatbot doesn’t understand “the doctor told me to come back when the treatment was over”.
CLIENT
Network of dentists and dental clinics (11 clinics, anonymized)
AGENT TYPE
Operations agent — appointments, reminders and rescheduling
INTEGRATED STACK
- Legacy clinic-management software (no API)
- WhatsApp Business
- Calendar & scheduling
- SMS
STAR METRIC
−80% manual appointment handling
−75% no-shows
Agent architecture
Reasoning & planning
On a cancellation, it recomputes the calendar and re-slots waiting-list patients by clinical priority and proximity.
Tool use
Reads and writes to the clinic software through JR2’s integration layer, converses over WhatsApp and SMS, and syncs the calendar.
Human-in-the-loop
New patients and treatment-plan changes are proposed, but the front desk confirms them with one click.
The agent flow
INPUTPatient message
02Identifies patient & intent
03Checks history & calendar
04Proposes the optimal slot
OUTPUTConfirms, records & schedules reminders
Results
Efficiency
−75% no-shows and each appointment handled in seconds.
Financial impact
60 hours/month recovered, worth €1,800/month.
Team
The front desk is back with the patient in front of them.
In the client’s words
“We were afraid to put the calendar in the hands of an AI; today it runs 90% of it without supervision.”
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