Allied health clinics
Clinic appointments booked, without a single health question
EzyConn books the physio, dietetics or podiatry appointment a patient already knows they want, moves it or cancels it without asking why, and sorts billing and records enquiries to the right desk.
- Physio, dietetics, podiatry
- Never asks what it is for
A worked example. In the evening, with the clinic closed, a patient asks the website chat for a physio follow-up. EzyConn asks only which appointment and when suits, offers the times the clinic really has on Thursday, and books one. A confirmation email goes out. Nothing about the patient’s health is asked at any point.
Worked exampleThe clinic and the patient are invented. The questions are EzyConn’s own.
The day, honestly
What the clinic desk is actually doing all day
Most of it needs no judgement at all, and the one question that does is the one software should never ask.
One person and a switchboard
The calls that need no judgement (book a follow-up, move Tuesday, who do I ask about an invoice) take most of the day, and arrive while someone is being checked in.
A clinician paid to sit still
A follow-up held for somebody who does not arrive is gone. It only re-sells if the cancellation lands early, and cancellations tend to arrive after hours.
Three inboxes wearing a coat
Appointments, billing and records all arrive at one address. A records request waits behind forty appointment questions.
The question software must not ask
A receptionist can ask “what is it for?”. Software should not, so none of these processes asks it, not when booking and not when cancelling.
Three inboxes in one
Every message to the right desk, first time
Appointments, billing and records stop sharing one queue. Each message is named, the details are taken, and the right colleague picks it up.
Appointments
“Can I add my daughter to my Thursday slot?”
That’s one for the appointments team. Let me take a couple of details and pass you across.
Billing and insurance
“I was charged twice for my last session.”
That’s one for the billing and insurance team. Let me take a couple of details and pass you across.
Medical records
“Can you send my notes to my new GP?”
That’s one for the medical records team. Let me take a couple of details and pass you across.
The process’s own wordsThe messages patients send are examples. What EzyConn says back is HEALTH-03’s own wording.
What it runs
Three jobs it takes off the front desk
Ready-made processes for allied health clinics. Switch on the ones you want.
- Available now
Book an appointment
Which appointment, when suits, a name, a number that dials, an email, and whether they have been before. Then only the times the clinic really has, booked, with a confirmation email.
Read the full process: Book an appointment - Available now
Move or cancel an appointment
Finds the appointment from the name, number and email it is under, then moves it to a time that fits, or cancels it and frees the slot.
Read the full process: Move or cancel an appointment - Available now
Follow-up and routing
Works out whether it is for appointments, billing and insurance, or medical records, names that desk, takes a name, a number and an email, and invites your team in.
Read the full process: Follow-up and routing
When a person is needed
A records request goes to the records team
It names the desk, gathers the details, and a colleague from the clinic takes the conversation over.
- Customer: Hi, can you send my notes to my new GP?
- EzyConn: Who do you need: appointments, billing and insurance, or medical records?
- Customer: Medical records
- EzyConn: That’s one for the medical records team. Let me take a couple of details and pass you across.
- With your teamMedical records · Tom Reyes · number checked · email taken
- Jess, recordsYour team: Hi Tom, I can help with that. I’ll call you this afternoon to confirm the details we need.
It names the desk
Appointments, billing and insurance, or records, asked in the process’s own words.
It gathers only what the desk needs
A name, a number that dials and an email. Nothing about anybody’s health.
Your team takes it from there
The request reaches your inbox with everything gathered, and whoever replies holds the conversation.
Where it answers
Your website, WhatsApp and the switchboard
The same agent and the same diary, wherever the patient starts.
Your website
Patients book their next session in the evening. It offers only the times the clinic really has.
WhatsApp
Where patients message to move a session. Your team can step into the thread at any point.
Your phone lineFrom Starter
The switchboard call, answered on your own number while the desk is checking someone in.
You connect your own Twilio number.
Also answers onTelegramEmail
Your team replies fromSlackMicrosoft TeamsBeta
Every channel EzyConn answers onWorked exampleThe messages in the drawings are examples. The replies are the processes’ own wording.
Worked example
Asked at 19:42. Booked by 19:46.
A follow-up booked in the evening with the clinic closed. Every question is the booking process’s own wording.
- 19:42Customer: Hi, can I book a physio follow-up?
- 19:42EzyConn: Which appointment would you like: a physiotherapy initial assessment, a physiotherapy follow-up, or dietetics?
- 19:42Customer: A follow-up
- 19:43EzyConn: When suits: the next appointment we have, a particular day, or are you flexible?
- 19:43Customer: The next one you have
- 19:43EzyConn: And who should we put this down for?
- 19:43Customer: Grace Lindqvist
- 19:44EzyConn: What’s the best number to reach you on?
- 19:44Customer: 07700 900815
- 19:44EzyConn: And an email address for the appointment?
- 19:44Customer: grace@example.com
- 19:45EzyConn: Have you been seen at this clinic before?
- 19:45Customer: Seen here before
- 19:45EzyConn: Available times for Physiotherapy follow-up on Thursday 8 October: 08:30, 13:15. Would you like to book one of these times?
- 19:45Customer: 08:30
- 19:46EzyConn: You’re booked for Thursday 8 October at 08:30. Your confirmation is on its way to grace@example.com.
In your diary
Physiotherapy follow-upThursday 8 October, 08:30 to 09:00
- Patient
- Grace Lindqvist
- Phone
- 07700 900815
- When suits
- The next one
- Been before
- Yes
Booked
Sent to grace@example.com
Booking Confirmed: Physiotherapy follow-up
Four minutes, a Thursday slot filled, and not one question about why.
Worked exampleRiverside Physio, Grace and the number are invented, and the times are illustrative. The questions are the process’s own.
Setup
Four settings, entered once. It reads them every time.
Your opening hours, your clock, and your own published appointment types with their real lengths and prices.
- Your opening hoursFor example: Mon to Fri, 8:00 to 19:00
- Your timezoneFor example: Europe/London
- Your services, their length and their priceFor example: Physio initial assessment, physio follow-up, dietetics
- Your price listFor example: Physiotherapy follow-up, 30 minutes
FAQ
Questions clinics ask before they switch it on
From bookings to billing and records.
Which clinics is EzyConn for?
Allied health clinics such as physiotherapy, dietetics and podiatry, for front-desk work: booking, moving, cancelling and routing.
Can patients move or cancel their own appointment?
Yes. It finds the appointment from the name, number and email it is under, then moves it to a time the clinic has free or cancels it.
What happens to billing and insurance questions?
They are routed to your billing and insurance team with a name, a number and an email, and your team takes the conversation from there.
Which plan do I need?
The ready-made booking processes run on workflows, which are from Starter. Answering on your phone line is from Starter.
Keep reading
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Guides
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- HealthcareAppointment scheduling and patient routing for practices.
- Wellness & fitnessStudios, gyms and practitioners booking sessions.
- Translation & interpretationAgencies capturing jobs and booking interpreters.
Start free
Fill the slot before the clinic opens
Add your appointment types with their lengths, set your hours, and patients book the times you really have.
Free plan, no card.