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AI agent for clinics and dentists: appointments by phone and WhatsApp

When reception is busy with a patient, the phone keeps ringing. The agent answers when you can't, checks your calendar and books the appointment into a slot that actually exists. The everyday questions — opening hours, directions, what to bring — it answers with your information.

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In short

UTIO is an AI agent that looks after your clinic's or dental practice's patients by phone and on WhatsApp: it books, moves and cancels appointments in the real free slots of your calendar, sends reminders and answers common questions with the information you give it.

  • Appointments included in the voice agent from the Reception plan (€149/mo with 500 minutes).
  • No diagnoses, no treatment advice: it hands over to a person when needed.
  • 14-day free trial, no card required.

What it does for you, step by step

  1. Answers the call or the WhatsApp

    It introduces itself as the clinic's assistant and asks what the patient needs: a first visit, a check-up or a change of appointment.

  2. Checks the real diary

    It reads your calendar there and then and only offers free slots, taking the length of the treatment and the practitioner into account.

  3. Books, moves or cancels

    It confirms the appointment in the chosen slot. If the patient wants to change or cancel it, that's sorted in the same conversation and the slot goes back on offer.

  4. Sends the reminder

    Before the appointment the reminder goes out on its own: the patient confirms or says they can't make it, and you have time to fill the slot.

  5. Answers the usual questions

    Opening hours, directions, what paperwork to bring: it answers from your knowledge base. What isn't there it doesn't make up — it opens a ticket for your team.

Built on the verticals: Appointments and bookings Support

What it logs in the CRM

Every conversation leaves a record in the included CRM: your team knows what happened without listening back to the recording.

Appointment booked

It writes: ContactAppointmentReminder

The patient record is created or updated, the appointment goes into the diary and the reminder is scheduled.

Change or cancellation

It writes: AppointmentTask

The appointment is moved or freed in your calendar and the CRM at the same time; if it's cancelled and you've switched it on, a task is left to refill the slot.

No-show

It writes: RecordTask

The no-show is flagged on the patient's record and a call-back task is created.

Unanswered question

It writes: Ticket

Whatever the agent can't resolve becomes a ticket, with the details taken and what the patient has already been told.

Channel, what it handles and plan

UTIO plans for clinics and dental practices by channel, with what each one handles and its monthly fee excluding VAT
Channel What it handles Plan from
Phone Appointments: book, move, cancel and reminders Voice Reception €149/mo
Phone Appointments and common questions, with tickets for your team Voice Business €349/mo
WhatsApp Appointments and common questions, with tickets for your team WhatsApp Business €129/mo

Prices exclude VAT. Building it yourself with Creator is free. See full pricing

What it doesn't do

  • It doesn't diagnose, assess symptoms or recommend treatments or medication.
  • It doesn't handle emergencies: it recognises the ones you define, keeps them out of the calendar and tells the caller what to do (or transfers the call to your team, if transfers are enabled).
  • It won't share a patient's details with someone it can't identify: identity comes from the number they call or write from, or a verification code.
  • It doesn't make things up: if the answer isn't in your information, it leaves it as a ticket for your team.

Frequently asked questions

Can it book for several practitioners and types of visit?

Yes. You set up services, durations, practitioners, opening hours and public holidays; the agent only offers slots that fit those settings and, if you connect it, your Google Calendar.

Does it answer medical questions?

No. It answers practical questions with the information you give it: opening hours, directions, what to bring or the prices you publish. Any clinical question goes to your team; it doesn't diagnose or advise on treatment.

What happens if a patient doesn't turn up?

The reminder goes out before the appointment so they can confirm or cancel. If they still don't come, the no-show is flagged on their record and the CRM creates a call-back task.

How much does it cost for a clinic?

The appointments vertical is included in the voice agent from the Reception plan (€149/mo with 500 minutes). To answer questions with tickets as well, you need the Business plan: €349/mo for voice or €129/mo on WhatsApp. Prices exclude VAT, with a 14-day free trial.

Further reading

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UTIO is the AI agent line of Universal Telecom, an operator registered with the CNMC.