Patients book online, get reminders, and fill in forms before they arrive

The problem

“Everything is by phone, so the front desk is on the line all day. People forget, and an empty chair costs us. New patients fill in a clipboard form we then type into a file.”

The solution

A booking page the clinic links from its website and Google Business Profile. Patients choose a visit type and a time; the booking lands in the clinic's calendar, and nobody can book a slot that is taken. Each booking sends a confirmation, then a reminder with a link to cancel or move the visit. A digital intake form replaces the clipboard, so details arrive before the visit.

Tools and AI used

Cal.com handles booking and syncs both ways with Google Calendar. Tally forms collect intake details, and reminders go by email and text message. Claude helps us write plain-language reminder and intake wording, and checks that every form field has a reason to be there.

• Cal.com
• Google Calendar
• Tally
• Claude

What now works

The phone stops being the only way to book. Patients get a reminder and can cancel or move a visit themselves, which frees the slot for someone else. Intake details arrive before the visit and are not retyped from paper.