25 hours per month of skilled staff time mapped to a single 24/7 voice and WhatsApp handler.
A beauty and wellness clinic in Amsterdam. Patient communication flows through phone, WhatsApp, and in-person at the front desk. Client retention is unusually high, meaning the clinical work is strong. The problem was everything before the appointment.
Problem
Roughly 19 hours per month of staff time on inbound phone calls. Another 6 hours per month on WhatsApp, often duplicating phone information. 25 hours per month on work with no variability. Revenue leak from missed bookings during busy appointments, modelled at several hundred euros per month, conservatively. Recurring pain: practitioner sick leave forced manual rescheduling across the day's calendar.
How the industry typically approaches this
Clinic front desks are one of the best-understood targets for AI automation in healthcare. Repetitive work, simple requests, measurable cost of missing a call, and APIs on most EHRs that support a voice or conversational agent on top.
Our approach
Full operational audit identifying bottlenecks and quantifying the time cost of each. Designed an AI agent called Gina as the recommended Phase 1 solution. 24/7 phone and WhatsApp handler with four core capabilities. Appointment lifecycle: booking, rescheduling, cancellation, confirmation. FAQ handling: services, pricing, hours, policies. Automated sick-leave workflow: detect a practitioner cancellation, block the affected slots, proactively contact clients, coordinate rescheduling. Full integration with the clinic's booking system. Stack: Twilio (telephony + WhatsApp), n8n (orchestration), ElevenLabs (voice), Supabase (data), AWS (dashboard).
Outcome
Projected- •19 hours per month recovered from phone, 6 from WhatsApp
- •25 hours per month of skilled staff time freed
- •Full audit, agent design, and pricing proposal delivered
What the industry has achieved with similar solutions
External benchmarks from comparable deployments. Sourced and labelled as third-party evidence, not our own results.
Baptist Health, US health system
Hyro AI agents. ~$1M savings in 3 months. 79% call deflection on highest-volume types. 64% appointment-management automation across 57 clinics. Hyro
Regional healthcare network, 2.3M residents
Master of Code platform. Wait time -63%. Abandoned calls -47%. 89% patient satisfaction. Master of Code
Academic medical centre, 8 hospitals and 60+ practices
ActiumHealth outbound voice agents. $39M incremental annual revenue. 12x lower cost per interested patient. ActiumHealth
Nonprofit health system, 50+ contact centres
PwC Salesforce Health Cloud. -85% call abandonment at first modernised site. PwC
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