Automate Your Medical Practice Operations with AI Agents

Appointment reminders, patient recalls, insurance claim follow-ups, and care coordination. Describe the task in one sentence, the agent handles it across your apps.

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AGENT

Confirm every appointment for tomorrow and flag who hasn't responded

Find open slots this week and fill them from the waitlist

Pull every patient overdue for their annual checkup and reach out

Find every claim that's been sitting unpaid for more than 30 days

Notify patients when their lab results are ready

Ask every patient for a review the day after a positive visit

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Any Practice Task. One Message. Done.

Appointment gaps, overdue recalls, unpaid claims, post-visit follow-ups. Tell the agent what you need and it works across your practice management system, Gmail, Google Sheets, and 1,500+ apps.

Get Work Done With Simple Chat Messages

Pull tomorrow's appointments from the 'Upcoming Appointments' tab in Google Sheets. For each patient, send a confirmation message via Gmail with the appointment time, location, and what to bring. Log the confirmation sent in the 'Appointment Status' tab in Google Sheets. Flag any patient who hasn't confirmed by 4 PM today in a separate 'Unconfirmed' tab and post the list to the front desk channel in Slack so someone can call them before end of day.||

28 confirmations sent. 4 patients flagged as unconfirmed. Slack channel notified.

Tomorrow's Appointment Confirmations

Status	Patient	Time	Provider	Action
🟢 Confirmed	Ananya Patel	9:00 AM	Dr. Mehra	Confirmation email sent
🟢 Confirmed	Robert Chen	9:30 AM	Dr. Mehra	Confirmation email sent
🟢 Confirmed	Sunita Rao	10:00 AM	Dr. Kapoor	Confirmation email sent
🟡 Unconfirmed	James Oduya	10:30 AM	Dr. Mehra	No response — flagged for call
🟢 Confirmed	Maria Santos	11:00 AM	Dr. Kapoor	Confirmation email sent
🟡 Unconfirmed	Preethi Nair	2:00 PM	Dr. Mehra	No response — flagged for call
🟡 Unconfirmed	Kevin Walsh	3:30 PM	Dr. Kapoor	No response — flagged for call
🟡 Unconfirmed	Deepa Krishnan	4:15 PM	Dr. Mehra	No response — flagged for call

Summary: 24 confirmed, 4 unconfirmed. Unconfirmed list posted to #front-desk in Slack. Remaining 20 confirmations sent successfully.

👇 Here's what your team could do with a single message.

1.Confirm every appointment for tomorrow and flag who hasn't responded

2.Find open slots this week and fill them from the waitlist

Check the 'Schedule' tab in Google Sheets for any appointment slots that are still open today and tomorrow. Pull the top waitlisted patients from the 'Waitlist' tab in Google Sheets who match the provider and appointment type for each open slot. Send each waitlisted patient a same-day availability email via Gmail with the open time and a link to confirm. Log who was contacted in the 'Waitlist Outreach' tab in Google Sheets and post a summary of open slots and outreach to the scheduling channel in Slack.

3.Send pre-visit prep instructions to every patient with a procedure tomorrow

Check the 'Upcoming Appointments' tab in Google Sheets for any patient scheduled for a procedure, lab draw, or diagnostic test tomorrow. For each one, pull the correct prep instructions from the 'Procedure Prep Library' tab in Google Sheets based on the appointment type and send a personalized email via Gmail with their name, appointment time, provider, and the specific prep steps they need to follow. Log the instructions sent in the 'Pre-Visit Comms' tab in Google Sheets.

4.Identify no-shows from today and trigger a rebooking outreach

Pull today's appointments from the 'Schedule' tab in Google Sheets and cross-reference with the 'Checked In' tab. For any patient marked as a no-show, send a short, warm email via Gmail acknowledging they missed their appointment and offering easy ways to rebook. Update their status in Google Sheets to 'No-Show - Outreach Sent' and post the no-show count and names to the front desk channel in Slack so the team is aware.

1.Pull every patient overdue for their annual checkup and reach out

Check the 'Patient Records' tab in Google Sheets for every patient whose last annual visit was more than 11 months ago. Draft a personalized recall email via Gmail for each one, mentioning their name, their usual provider, and that it's a good time to come in for their yearly checkup. Include a link to book online or a phone number to call. Log every patient contacted in the 'Recall Outreach' tab in Google Sheets with the date and message type.

2.Send follow-up reminders to patients who haven't completed a referral

Pull the 'Pending Referrals' tab in Google Sheets for any patient referred to a specialist more than two weeks ago with no record of a completed visit. Send each patient a gentle reminder via Gmail letting them know the referral is still open and why following through matters for their care. CC the referral to the referring provider's inbox. Update the referral status in Google Sheets and post overdue referrals to the care coordination channel in Slack.

3.Reach out to patients managing chronic conditions who are overdue for a check-in

Check the 'Chronic Care' tab in Google Sheets for patients with diabetes, hypertension, or other flagged conditions whose last visit was more than 90 days ago. Draft a personalized check-in email via Gmail for each one, mentioning their condition by name, the importance of regular monitoring, and easy ways to book. Log the outreach in the 'Chronic Recall' tab in Google Sheets and flag anyone who hasn't responded in 7 days for a phone follow-up.

4.Reconnect with patients who haven't been in for over a year

Pull every patient from the 'Patient Records' tab in Google Sheets with no visit recorded in the past 12 months and no upcoming appointment. Draft a warm re-engagement email via Gmail with their name, their provider's name, and a no-pressure note that you'd love to see them again. Include a booking link. Log the campaign in the 'Re-Engagement' tab in Google Sheets. Post a count of patients contacted to the front desk channel in Slack.

1.Find every claim that's been sitting unpaid for more than 30 days

Pull the 'Outstanding Claims' tab in Google Sheets and filter for any claim submitted more than 30 days ago with a status of pending or no response. For each one, log it in a 'Claims Follow-Up' tab in Google Sheets with the payer name, patient name, claim amount, and days outstanding. Draft a summary email via Gmail to your billing contact listing every overdue claim and which payers are holding them. Post the total amount outstanding and claim count to the billing channel in Slack.

2.Flag denied claims and organize them by denial reason

Pull the 'Claims' tab in Google Sheets and filter for any claim with a status of denied in the last 30 days. Group them by denial reason (authorization, eligibility, coding, timely filing). Log the grouped denials in a 'Denial Tracker' tab in Google Sheets with payer, patient, denial reason, and original claim date. Draft a summary email via Gmail to the billing team laying out which denial categories need the most attention this week. Post the denial count and top reason to the billing channel in Slack.

3.Pull unpaid patient balances and send friendly payment reminders

Check the 'Patient Balances' tab in Google Sheets for any patient with an outstanding balance older than 14 days and under collections threshold. For each one, draft a short, friendly balance reminder email via Gmail with the amount owed, services rendered, and easy payment options. Log the reminder sent in the 'Balance Outreach' tab in Google Sheets with date and amount. Post a total outstanding balance figure and reminder count to the billing channel in Slack.

4.Reconcile today's payments against what was expected

Pull today's received payments from the 'Payments' tab in Google Sheets and compare against the 'Expected Payments' tab for the same date. Flag any discrepancy where the received amount is below the expected amount. Summarize the reconciliation in the 'Daily Reconciliation' tab in Google Sheets with each claim, expected amount, received amount, and variance. Send a reconciliation summary via Gmail to the practice manager and post any variance totals to the billing channel in Slack.

1.Notify patients when their lab results are ready

Pull the 'Lab Results' tab in Google Sheets for any result marked ready today. For each patient, send a notification email via Gmail letting them know their results are available, who their provider is, and how to access them or schedule a follow-up to review. Log the notification in the 'Lab Notifications' tab in Google Sheets with date and result type. Flag any result marked urgent in the 'Urgent Results' tab and post those to the care team channel in Slack immediately.

2.Send post-visit summaries and next steps after every appointment

Pull today's completed appointments from the 'Completed Visits' tab in Google Sheets. For each patient, draft a post-visit email via Gmail that summarizes what was discussed, any prescriptions or referrals ordered, and what their next steps are. Log the summary sent in the 'Post-Visit Comms' tab in Google Sheets. Flag any patient with a referral or lab order who hasn't had a follow-up scheduled and add them to the 'Pending Follow-Up' tab.

3.Chase patients who were prescribed a new medication but haven't picked it up

Pull the 'Prescriptions' tab in Google Sheets for any prescription sent to pharmacy in the last 5 days with no pickup confirmation. For each patient, send a gentle reminder email via Gmail letting them know their prescription is waiting and why taking it matters for their recovery. Log the outreach in the 'Prescription Follow-Up' tab in Google Sheets and flag patients who still haven't picked up after 7 days for a provider alert.

4.Coordinate an incoming referral and get the patient booked

Pull new referrals from the 'Incoming Referrals' tab in Google Sheets added today. For each one, send the patient a welcome email via Gmail introducing the practice, letting them know their provider received the referral, and including a link to book their first appointment. Log the outreach in the 'Referral Intake' tab in Google Sheets with the referring provider, patient name, and contact date. Post a count of new referrals received today to the scheduling channel in Slack.

1.Ask every patient for a review the day after a positive visit

Pull patients from the 'Completed Visits' tab in Google Sheets who had an appointment yesterday and are not flagged as having a complaint or billing dispute. For each one, send a warm thank-you and review request via Gmail with a direct link to your Google review page and your Healthgrades profile. Log the request in the 'Review Outreach' tab in Google Sheets with the patient name and visit date. Post a count of requests sent to the front desk channel in Slack.

2.Find new online reviews across platforms and summarize the feedback

Search the web for recent Google reviews and Healthgrades mentions of the practice. Pull all reviews posted in the last 7 days, summarize the overall sentiment, flag any negative reviews that mention a specific staff member or process, and add everything to the 'Review Tracker' tab in Google Sheets. Draft a weekly review summary email via Gmail to the practice manager with total review count, average rating, and any issues that need a response. Post the summary to the team channel in Slack.

3.Draft responses to recent negative reviews

Pull any negative reviews flagged in the 'Review Tracker' tab in Google Sheets that haven't been responded to yet. For each one, draft a professional, empathetic response that acknowledges the patient's experience, avoids disclosing any private information, and invites them to call the practice directly to resolve the issue. Save each draft response in the 'Response Drafts' tab in Google Sheets for the practice manager to review before posting.

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Your Practice Keeps Running. Even When You're With a Patient.

Appointment confirmations, recall reminders, claim follow-ups, post-visit messages. Running on a schedule or the moment something happens in your apps, so nothing slips when your day fills up.

Automate recurring processes in 30 seconds.

Send appointment confirmations the moment a booking is made

When this happens...

App

Google Sheets

When

When a new row is added to the Upcoming Appointments sheet

Then do this...

👇 No workflow builder. Set it up in plain English.

Send appointment confirmations the moment a booking is made

When a new appointment is added to Google Sheets

When a new appointment row is added to the 'Upcoming Appointments' tab in Google Sheets, send the patient a confirmation email via Gmail with their appointment date, time, provider name, location, and what to bring. Log the confirmation sent in the 'Appointment Status' tab in Google Sheets. If the appointment is for a procedure or lab draw, also pull the correct prep instructions from the 'Procedure Prep Library' tab and include them in the same email.

Send a reminder 24 hours before every appointment

Every day at 7:00 AM

Pull tomorrow's appointments from the 'Upcoming Appointments' tab in Google Sheets. For each patient who hasn't already confirmed, send a reminder email via Gmail with the appointment time, provider, address, and a confirm link. Flag anyone who hasn't responded by 4 PM in the 'Unconfirmed' tab in Google Sheets and post the unconfirmed list to the front desk channel in Slack for phone follow-up.

Reach out to every patient overdue for an annual checkup

Every Monday at 8:00 AM

Check the 'Patient Records' tab in Google Sheets for every patient whose last annual visit was more than 11 months ago and who has no upcoming appointment booked. For each one, send a personalized recall email via Gmail mentioning their name, usual provider, and a link to book their yearly checkup. Log the outreach in the 'Recall Outreach' tab in Google Sheets and post a count of patients contacted to the front desk channel in Slack.

Flag every claim that's gone unpaid past 30 days

Every weekday at 9:00 AM

Pull the 'Outstanding Claims' tab in Google Sheets and check for any claim submitted more than 30 days ago with a status of pending. Log each one in a 'Claims Follow-Up' tab with payer name, patient, claim amount, and days outstanding. Send a daily digest email via Gmail to the billing team listing every new over-30-day claim. Post the total outstanding count and dollar amount to the billing channel in Slack.

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Healthcare Playbooks Any Staff Member Can Run

New patient onboarding, insurance verification, denial appeals, discharge follow-ups. The same process, the same standard, every single time, no matter who runs it.

Complete repetitive processes in clicks

Onboard a new patient from first contact to confirmed first appointment

1. New Patient Details

New Patient Details

Fill fields below 👇

Patient Name *

Patient Email *

Date of Birth *

Insurance Provider

Reason for Visit *

2. Match Provider and Draft the Welcome Email

Agent

Check the 'Active Providers' tab in Google Sheets for the best available provider match for Patient Name based on the reason for visit: Reason for Visit. Pull the correct new patient intake checklist from the 'Intake Templates' tab that matches the visit type. Draft a warm, personalized welcome email to Patient Email that introduces the practice, names the matched provider, lists what to bring (including insurance card for Insurance Provider if provided), and includes a link to complete intake forms. Prepare the new patient record with name Patient Name, date of birth Date of Birth, email Patient Email, insurance Insurance Provider, and visit reason Reason for Visit for logging.

3. Log the New Patient in Google Sheets

Add Row to SheetinGoogle Sheets

4. Send the Welcome Email

Send EmailinGmail

👇 See use cases.

1.Onboard a new patient from first contact to confirmed first appointment

How this Playbook works?

Enter the new patient's name, email, date of birth, insurance information, and the reason for their visit. The AI agent checks your active providers in Google Sheets for the best match by specialty and availability, pulls the correct new patient intake checklist for their visit type from the 'Intake Templates' tab, and drafts a personalized welcome email introducing the practice, the provider they'll see, what to bring, and a link to complete their intake forms. It logs the new patient in the 'Patient Records' tab in Google Sheets, sends the welcome email via Gmail, and creates a reminder in Google Sheets to confirm their attendance 24 hours before the appointment.

2.Run a full recall campaign for patients overdue for a specific service

How this Playbook works?

Enter the care type (annual checkup, flu shot, chronic condition review, etc.) and how many months overdue counts as a target. The AI agent pulls every qualifying patient from the 'Patient Records' tab in Google Sheets who hasn't had that service in the specified window and has no upcoming appointment. It drafts a personalized recall email for each patient mentioning their name, the care they're overdue for, and a booking link, then sends the campaign via Gmail and logs every patient contacted in the 'Recall Campaign' tab in Google Sheets with the date, care type, and outreach status.

3.Verify insurance eligibility before a scheduled appointment

How this Playbook works?

Enter the patient's name, date of birth, insurance provider, and member ID, along with their appointment date. The AI agent checks the patient's insurance details against the 'Insurance Records' tab in Google Sheets, flags any known eligibility issues or missing information, and drafts an eligibility summary for the front desk. It logs the verification in the 'Pre-Auth & Eligibility' tab in Google Sheets with a verified or needs-follow-up status and sends an alert via Gmail to the billing team if any issue is flagged before the appointment date.

4.Prepare and submit a denial appeal for a rejected insurance claim

How this Playbook works?

Enter the patient name, claim number, denial reason, and service date. The AI agent pulls the original claim details from the 'Claims' tab in Google Sheets, looks up common appeal language for the specified denial reason, and drafts a formal appeal letter with the correct clinical justification and supporting documentation checklist. It saves the appeal draft to the 'Denial Appeals' tab in Google Sheets, sends a copy to the billing team via Gmail for review, and adds a follow-up reminder 14 days out so the appeal doesn't get forgotten.

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You Became a Clinician to Treat Patients, Not Chase Paperwork.

Describe any practice task in one sentence. The agent handles it across your apps.

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