Smart Scheduling
Fill every slot, reduce every no-show
AI-powered scheduling that maximizes provider utilization, minimizes patient wait times, and creates a seamless booking experience across all channels.
AI Optimization
No-Show Prediction
Waitlist Automation
Multi-Channel Reminders
Self-Service Booking
Analytics Dashboard
Scheduling that works for everyone
AI-Powered Scheduling
Intelligent algorithms that optimize appointment slots based on provider preferences, patient needs, and historical patterns.
Smart Reminders
Automated multi-channel reminders via SMS, email, and voice that adapt to patient preferences and response patterns.
Waitlist Management
Automatic backfill of cancelled appointments with intelligent patient matching based on availability and urgency.
Predictive No-Show
ML models predict no-show probability for each appointment, enabling proactive overbooking and outreach.
Multi-Location
Seamless scheduling across multiple facilities with resource and equipment optimization.
Self-Service Portal
Patient-friendly booking interface with real-time availability and appointment management.
Built for every setting
Primary Care
Optimize patient panels with smart scheduling that balances same-day availability with preventive care.
Specialty Clinics
Complex scheduling for multi-step procedures with resource and equipment coordination.
Telehealth
Seamless virtual visit scheduling with automatic video link generation and technical support.
Surgical Centers
Operating room scheduling with procedure time optimization and turnover management.
Seamless Integrations
Connect with your existing systems
Scheduling and intake are one continuous workflow
Practices treat booking and registration as separate problems, which is why both stay broken. A patient books by phone, then arrives to complete a clipboard of forms containing information the practice could have collected days earlier, while a staff member verifies insurance that could have been checked at the moment of booking.
Patient scheduling and intake automation with agentic AI treats the two as a single pipeline running from first contact to a clinically ready chart. Everything the encounter needs — demographics, coverage, consent, clinical questionnaires, cost estimate — is gathered before the patient arrives, because every item collected in advance is one not being collected in a waiting room.
Booking across every channel
Patients book by phone, web, text and patient portal, and the schedule has to stay consistent across all of them. Agents handle booking and rescheduling conversationally in whichever channel the patient chose, applying provider templates, visit-type durations and referral requirements as they go.
Eligibility at the moment of booking
Running the EDI 270 and 271 exchange at booking rather than at check-in changes what is possible. Coverage problems surface while there is still time to resolve them, instead of becoming a front-desk conversation with a patient who is already in the building.
Digital intake and registration
Demographics, insurance cards, consents and clinical questionnaires are collected in advance and written into the chart rather than transcribed from paper. This removes the transcription step where most registration errors, and the downstream claim denials they cause, originate.
Reminders and no-show reduction
Reminders work when they are timed to the visit type and easy to act on. A conversational reminder that lets a patient reschedule in the same thread converts a silent no-show into a released slot the practice can still fill.
Waitlist backfill
An empty slot is unrecoverable revenue with fixed costs already committed. When a cancellation lands, agents work the waitlist immediately against clinical suitability and patient preference, filling the gap in the window where filling it is still possible.
Cost estimates and referrals
Uninsured and self-pay patients are entitled to a Good Faith Estimate under the No Surprises Act, and referral-driven visits carry authorisation requirements that must be satisfied before the appointment. Both are deterministic checks that belong in the booking flow rather than in a follow-up call.
Why an empty slot costs more than it looks
A no-show is not a neutral event. The provider's time is already paid for, the room is already staffed, and the patient who could have taken the slot has been turned away. The loss is the full value of the visit plus the delayed care of whoever was waiting for that appointment.
Access failures compound in the same direction. When the next opening is weeks out, patients seek care elsewhere or not at all, which harms both continuity and revenue. Automating scheduling and intake attacks both ends: fewer slots lost to no-shows and cancellations, and more capacity released by removing the administrative work that limits how many patients a front desk can process.
Scheduling and intake inside XEHR
Scheduling, eligibility and the patient portal ship as part of XEHR, the AI-native EHR and practice management platform we built for XEHR LLC. Because they share a single data model with the clinical record, an appointment that has been booked, verified and registered arrives as a chart ready for the encounter rather than as three systems waiting to be reconciled.
For practices staying on their current EHR, we deliver the same workflows as an automation layer on top of it: scheduling triage, insurance eligibility and benefits verification, inbound fax and document classification, and patient outreach by SMS, email and voice.
Questions we get asked most
What is patient intake automation?
It is the collection and validation of everything an encounter requires before the patient arrives: demographics, insurance details, consent forms, clinical questionnaires and, where applicable, a cost estimate. The information is written directly into the chart rather than transcribed from paper, which removes the step where most registration errors begin.
How does automated scheduling reduce no-shows?
Through reminder timing matched to visit type and, more importantly, by making rescheduling frictionless. Most no-shows are not refusals; they are appointments the patient could not keep and had no easy way to move. A reminder that allows rescheduling in the same conversation converts a lost slot into a released one.
Will patients actually use a conversational booking agent?
Adoption is highest where the agent works in a channel the patient already uses and where a human is reachable on request. Phone and text tend to outperform portals, which require a login patients frequently do not have. The design goal is fewer steps than calling the office, not a new application to install.
Does insurance verification happen before the visit?
That is the point of running it at booking. The EDI 270 request and 271 response confirm active coverage, plan type, deductible status and patient responsibility while there is still time to act on a problem, rather than surfacing it at check-in when the options have narrowed considerably.
How does this integrate with our existing scheduling system?
Automation sits on top of the existing schedule rather than replacing it, reading and writing through whatever interface the system exposes — FHIR appointment resources, an HL7 SIU feed, or a vendor API. The practice keeps its system of record and its established templates.
Is a Good Faith Estimate required for every patient?
Under the No Surprises Act it is required for uninsured and self-pay patients scheduling care, with timing requirements tied to how far in advance the service is booked. Because the trigger is deterministic, it is well suited to being handled inside the booking flow rather than tracked manually.
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