AI-Booked Appointments

What you'll learn: How your AI phone assistant creates appointments, how to review them, and how they integrate with your calendar.

How AI Booking Works

When patients call your practice:

1. Your AI phone assistant answers
2. The patient requests an appointment
3. The AI checks your calendar for availability
4. The AI offers available times to the caller
5. When the patient confirms, the appointment is created
6. The calendar updates automatically

Notification of New Appointments

When the AI books appointments:

• A blue notification banner appears on your calendar
• Shows how many new appointments were added
• Says "Calendar updated automatically"

Responding to Notifications

Refresh — Click to ensure you're seeing the latest appointments.

Dismiss — Click X to close the notification once you've seen it.

Reviewing AI-Booked Appointments

AI-booked appointments appear like any other appointment:

• On the calendar at the scheduled time
• In the patient's appointment history
• With full details including patient name and service

What to Check

Patient information — Verify the correct patient is linked.

Time and date — Confirm the appointment is when expected.

Service type — Check that the right service was selected.

Provider — See which provider was assigned.

Making Adjustments

If an AI-booked appointment needs changes:

1. Click the appointment on the calendar
2. Edit as needed (time, provider, details)
3. Save your changes

The AI doesn't prevent you from making modifications.

How the AI Chooses Times

The AI considers:

• Your business hours
• Provider availability
• Existing appointments
• Time blocks and unavailable periods
• Patient preferences stated in the call

How the AI Chooses Providers

Depending on your setup:

• May rotate between available providers
• May use rules you've configured
• May honor patient preferences if they ask for someone specific

Quality of AI Bookings

AI bookings are generally reliable because:

• The AI confirms details with callers
• Availability is checked in real-time
• Conflicts are avoided automatically

However, always review:

• New patient appointments (to ensure proper intake)
• Complex scheduling requests
• Appointments that seem unusual

Integration with Patient Records

When the AI books:

• The appointment links to the patient record (if they exist)
• New callers may be added as patients automatically
• Call transcripts capture what was discussed

If Something Looks Wrong

If an AI-booked appointment seems incorrect:

1. Review the call recording or transcript
2. Check what the patient actually requested
3. Edit the appointment or contact the patient
4. The system learns from corrections over time

Benefits of AI Booking

24/7 availability — Patients can book even outside office hours.

No missed calls — Every call is answered on the first ring.

Reduced staff time — Less phone time for your team.

Consistent experience — Every caller gets professional service.

Immediate confirmation — Patients know right away their appointment is booked.

---

Next: Communications Overview | Previous: Time Blocks