01
A first visit
- It asks
- Which service or practitioner they want, whether they have a referral if your clinic needs one, and the days and times they can come in.
The problem
Where the work leaks.
Clinic admin is high-volume and low-variation: confirming, moving, reminding, directing. It is also the work most likely to be interrupted, and the least suitable place to improvise about anything clinical.
On the phone
Which clinic calls the assistant takes, and which it passes on.
Physiotherapy, chiropractic, massage therapy and similar clinics hear the same few administrative questions all day; anything clinical goes to staff.
02
Changing a booking
- It asks
- The name the booking is under and its current time, then the alternatives that suit them.
03
Coverage and paperwork
- It asks
- Whether you bill their insurer directly, what to bring and how intake forms arrive, all from the clinic's own wording; a question about a specific claim goes to the front desk.
Flagged urgent
A caller who describes a symptom, a worsening injury or a reaction to treatment is not triaged. The call is passed to staff with the caller's own words and marked for attention, and the assistant answers nothing about it.
Booking tools
Clinic booking systems are not connected directly. Patients are sent your own online booking page, or the request goes to the front desk; appointments held in Google Calendar can be booked into directly.
What we set up
Three that fit this work.
Each one is described by what sets it off and what then happens — so you can check it rather than take it on trust.
01
Confirmations and reminders
- Starts when
- An appointment approaches.
- What happens
- A reminder goes out with the time and location, and the response is recorded against the booking.
02
Rescheduling and cancellations
- Starts when
- A patient asks to change an appointment.
- What happens
- Alternative times are offered from real availability, the change is confirmed, and the released time returns to the diary.
03
Enquiry routing
- Starts when
- A call or message arrives that is not a booking.
- What happens
- It is categorised as administrative or clinical, and anything clinical is passed to a person with the caller's own words attached.
Works with: AI receptionist · missed-call text-back
Example scenario
An after-hours call about an appointment
A patient rings in the evening to move next week's appointment. The change is offered and confirmed. A second caller describes a symptom; that call is captured and flagged for the clinic to handle, and nothing about it is answered automatically.
A worked example of how a run takes shape.
Scope
What this does not do.
Administrative scope only. No symptom triage, no clinical advice, no handling of health records. Data handling is scoped with you in advance, and anything touching patient information is designed around your existing obligations rather than around what would be convenient.
01
Map
A session on how enquiries reach you now, which ones are missed, and what should happen instead.
02
Script
The greeting, the questions asked and the routing rules, written down for you to change before anything is built.
03
Build
Wired to your number, calendar and records, then tested end to end on a line that is not yours.
04
Launch
Live with a rollback path. We watch the first days of real enquiries and adjust against what people actually say.
Pricing
Month to month, published in the open.
Plans start at $299 a month plus $299 setup, including 200 voice minutes. Cancel any month.
Questions
Clinics & Health: common questions
Where we work
Where we work for Clinics & Health teams.
Carrtel supports Clinics & Health teams in Calgary, Airdrie, Cochrane, and Okotoks. Service delivery is remote: planning, setup, and ongoing support happen online or by phone, without requiring a local office visit.
Other industries
Same setup, different shape.
Start with whatever costs you most.
A short call to map where enquiries are being lost, and what it would take to close the largest one.