540+ manual phone calls per day mapped, costed, and routed into a sequenced AI roadmap.
A multi-location med spa in the Netherlands. Runs on Zenoti for booking and EHR. Stated ambition: become the most efficient, automated med spa in Europe.
Problem
540+ manual phone calls per day across all clinics: 500+ inbound, 40+ outbound. Six bottlenecks. Outbound confirmations entirely manual. Inbound volume structurally too high for humans. Waitlist managed reactively. Cross-selling unsystematic. No Google Review collection. Prescription workflow ran through three tools manually. After-hours calls were missed entirely.
How the industry typically approaches this
Healthcare front desks are one of the most-studied targets for voice and conversational AI. Intercept high-volume low-complexity calls with a voice agent booking directly against the EHR. Deploy outbound voice agents for confirmations, reminders, and waitlist offers. Layer post-visit automation for reviews and cross-sell. Route everything clinical to a human.
Our approach
Audit structured around four phases, sequenced so each pays for the next. Phase 1, Gina outbound: voice agent on Zenoti running batch calls every other morning to unconfirmed patients, plus waitlist management. Phase 2, Gina inbound: 24/7 voice agent on the main lines for booking, rescheduling, and cancellation. Phase 3, Sky post-care: triggered when an appointment is marked complete, sends targeted WhatsApp or SMS for cross-sell and review requests. Phase 4, prescription workflow automation. Each phase shipped with explicit KPIs.
Outcome
Projected- •Phase 1+2 combined: 31.5 hours per week recovered, ~€28,665 annual savings per clinic
- •Phase 1 (Gina outbound) alone: 728 hours per year per clinic
- •Full audit report with page-by-page ROI 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 across contact centre, web, and mobile. ~$1M savings in 3 months. 79% call deflection on highest-volume types. 64% appointment-management automation across 57 clinics. Hyro
Academic medical centre, 8 hospitals and 60+ practices
ActiumHealth outbound voice agents on Epic. $39M incremental annual appointment revenue. 49,000 appointments scheduled. Cost per interested patient $19 → $1.50. ActiumHealth
Regional healthcare network, 2.3M residents served
Master of Code intelligent patient communication platform. Wait time -63%. Abandoned calls -47%. 89% patient satisfaction with AI. Master of Code
Nonprofit health system, 50+ contact centres unified
PwC Salesforce Health Cloud. -85% call abandonment at the first modernised site. PwC
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