Smart Booking is the booking layer that ties your website, AI Chatbot, AI Voice Receptionist, and staff calendars together — so patients can self-book in under 60 seconds and you never run a double-booking, an empty slot, or a “we’ll call you back” again.
What it does
It exposes a real-time view of your provider availability, applies the right routing rules per service (who can do Botox, who handles consults, who covers Saturdays), and sends pre-visit reminders, cancellation flows, and rebooking prompts automatically. Patients see only valid slots; staff see only confirmed bookings.
How it works
Step 1 — Calendar sync
Two-way sync with Google Calendar, Outlook, Calendly, NexHealth, Dentrix, Eaglesoft, Open Dental, Athena, and most major systems.
Step 2 — Smart routing rules
Per-service rules decide which providers are eligible, what duration each visit needs, what equipment must be free, and which locations can deliver it.
Step 3 — Patient experience
Web booking widget, AI Chatbot booking, AI Voice booking, and direct booking links — all hit the same engine. No double-bookings, no “let me check with the office.”
What you’ll see in 90 days
- 60-second average self-book time on your website
- No-show rates drop from 20% → under 8% with reminder + deposit flows
- Zero double-bookings across providers and locations
- 3–5 hours/week of front-desk time recovered
Setup & onboarding
Live in 7–10 days.
- Day 1–3. Map your services, durations, providers, locations, equipment, and rules.
- Day 4–6. Connect calendars, install the booking widget, build the reminder/recovery flows.
- Day 7–10. Test with your team, go live, and start retiring the “back-and-forth booking” workflow.
Common questions
Will it work with our existing EHR/PMS?
Most likely yes. We integrate natively with all major systems and via secure API for the rest.
Can we require deposits?
Yes — toggle deposit-to-book per service. Cuts no-shows by half on aesthetic and surgical bookings.
Can patients reschedule themselves?
Yes — every confirmation email/SMS has a one-click reschedule link, with the same routing rules applied.
Pricing
$249/month. Includes booking engine, calendar sync, reminders, and unlimited bookings. No per-booking fees. Cancel anytime.
Who this is not for
This agent isn’t a fit if:
- Practices whose scheduling rules change weekly — this agent rewards stable rules.
- Clinics where every appointment requires human triage before being scheduled.
- Multi-location groups not yet on a unified calendar layer.
Troubleshooting
Double-bookings appear
Two-way calendar sync drift. Force a re-sync from admin and verify both feeds.
Saturday slots not visible
Provider availability isn't enabled for weekends — toggle in provider settings.
Service durations are wrong
Edit the duration in the service config; cached old values may need a refresh.
Booking confirmations not sending
SMS/email sender ID hasn't been verified. Check 10DLC + DKIM status.
Pair this with
These agents are designed to work alongside this one — clinics typically activate them together:
- AI Voice Receptionist — A natural-sounding voice agent that answers every call 24/7, books appointments live, and transfers urgent issues to staff with full context.
- AI Chatbot — A trained, HIPAA-aware chat agent on your website that answers patient questions 24/7 and books consultations directly into your calendar.
- Digital Intake — Mobile-first intake that patients complete before they arrive — dynamic logic, e-signatures, insurance capture, direct sync into your EHR/CRM. Zero clipboards.
Ready to put this agent to work?
Add it to your plan in 60 seconds, or book a strategy call to map the right combination for your practice.