Appointment Request Preparation
Prepares booking options and a confirmation draft. Nothing changes until staff approve.
Practices and firms
Clinics: help at the front desk, nothing clinical automated
For practice managers and front-desk leads at dental and allied-health clinics with one to three locations. Workflows prepare replies, answers and requests; your staff decide.
Your week, in your words
iSystematic works with clinic front desks whose week goes on missed calls and messages, the same ten questions, confirmations, recalls, no-shows, insurance questions and review requests.
Sara (fictional), a front-desk lead at a dental clinic, starts each morning with messages from the phone line, the web form and email, and answers most of them from memory. The workflows on this page are written for a week like hers.
Where most start
Most clinics start with a setup session for two workflows: W02 Inbox Triage and Draft Replies and the W03 Approved FAQ Assistant, configured with you in your own AI assistant account. Messages are sorted and drafted; your staff send.
A different start fits clinics rebuilding their website and patient information together: the Practice Platform, with nothing clinical automated.
What we set up
Each workflow prepares work for a person to check. Status on 9 October 2026: free cards in testing, packs proposed. Workflows without a link are designed and not yet published.
Daily Briefing
A dated morning briefing of today's commitments, priorities and open questions, from your own notes.
Read more →Inbox Triage and Draft Replies
Sorts messages into scheduling, billing, general, complaint or urgent, and drafts replies from approved facts only.
Read more →Approved FAQ Assistant
Answers only from your approved FAQ, cites the section, and says when staff must confirm.
Read more →Invoice Reminder Preparation
Prepares reminders for confirmed unpaid invoices only, with the exact amounts supplied.
Read more →Feedback Themes and Review Requests
Summarises feedback, sends complaints to staff, and drafts one neutral review request, never filtered by rating.
Weekly Owner Review
A weekly memo from figures you supply, with missing data shown and at most three recommended actions.
Public Policy Watch
Checks official sources you name and reports real changes with links. A failed source is reported, never read as no change.
Works with your systems
Most of this runs without touching your practice management system; confirmations and recalls are the exception, and we say so.
| What it does | What it needs |
|---|---|
| Sorting messages, drafting replies from your FAQ, preparing appointment requests | No integration. It runs in your own assistant account and does not touch your practice management system. |
| Confirmations and recalls | Schedule data. That is a custom integration (level 5), assessed with your own practice management system first. |
Software is named here only to say what has been tested with it. Nothing on this page implies an integration that has not been built.
How it is built
Every system we build for a clinic keeps the promises below; each is the plain-words form of a framework explained on How we build.
| What we promise | What stands behind it |
|---|---|
| It never promises a patient anything you have not approved | The Boundary Invariant |
| It checks every answer against your own sources before anyone sees it | PEVG: the verifier |
| It cannot change its own instructions; you approve what it learns | PARA: adaptation bounded like action |
| Nothing goes live until a named person at your clinic signs it off | Five-Gate Deployment Model™: G3 Approval |
| Confidential questions go only to the AI services you approved, in Canada where required | Governed Routing Policy; Cross-Border AI Architecture Patterns™ |
| It has a monthly spending limit it cannot exceed | Budget as Boundary |
| We check every service we put into your setup | AI Vendor Risk Framework (AVRF)™ |
| If something goes wrong, we can show exactly what happened, and fix the cause | AI Incident Response Protocol (AIRP)™ and the event identity |
| You can see what it did and why | The BOE Declaration |
These promises describe the systems we build and run for you. A free card is a manual routine: you run it and check its output yourself.
What always stays with you
Your staff decide these, every time.
- Any clinical question
- Any booking change
- Anything sent to a patient
- Any refund or fee decision
What we never do
We never build any of these into a clinic's setup.
- Clinical advice or triage
- Patient records, charts, X-rays or health numbers in consumer AI accounts
- Review gating: asking only satisfied patients for reviews
- Writing or posting reviews on anyone's behalf
- Booking changes without staff approval
What the research says
This is one published study, not our result. It measured physicians writing clinical notes with an AI scribe, not clinic front desks.
About 9.5% less
Physicians spent about 9.5% less time writing each note with one of two ambient AI scribe tools (Nabla); the other tool (DAX) showed no significant change.
238 outpatient physicians across 14 specialties, randomised 1:1:1 to DAX, Nabla or no scribe; 72,369 visits over two months at one academic institution, measured as time-in-note per note in the Epic health record.
Single centre; physicians, not front desks; English-only visits. Burnout and workload were secondary measures and were not statistically tested; the authors say any improvement needs confirmation in larger trials. Clinicians reported that notes occasionally contained clinically significant inaccuracies. The scribes were used in only 29.5% (Nabla) and 33.5% (DAX) of visits, and time-in-note leaves out editing inside the vendors' apps.
Lukac et al., NEJM AI, 2025 ↗Published studies, not our results. Ours will come from documented pilots.
Start
One step is enough to begin. The free card is a complete manual routine and stays free.
Get the free card
W02 Inbox Triage and Draft Replies: the prompt, the flow and the approval rules, as a routine you run yourself.
Read more →Book a setup call
We configure W02 and W03 with you in your own ChatGPT, Claude or Perplexity account, in a 60 to 90 minute call. Priced on the call.
Read more →Ask for a workflow assessment
For clinic groups, or when patient information is involved: we review up to five repeated tasks and recommend workflows and levels. Fixed fee, shared on a short call.
Read more →The Practice Platform
Website, knowledge library, staff assistant, front door and answer-engine presence, all on one approved library.
Read more →Related
Where to go next
Law firms
Law firms: iSystematic sets up AI workflows for intake summaries and client onboarding. Legal advice, conflict checks and every citation stay with lawyers.
Read more →Accounting firms
Accounting and bookkeeping firms: iSystematic sets up AI workflows that list missing documents and draft requests and reminders. The firm sends every message.
Read more →Service businesses
Service businesses: iSystematic sets up AI workflows that sort messages, draft replies from facts you approve and prepare invoice reminders. Prices stay yours.
Read more →W02 Inbox Triage
W02 Inbox Triage sorts messages by kind and drafts replies from your approved facts only. Unclear messages go to a person; nothing is sent until you approve.
Read more →W03 Approved FAQ
W03 Approved FAQ Assistant answers only from your approved FAQ and cites the section. If the answer is missing, out of date or conflicting, staff must confirm.
Read more →Practice Platform
The Practice Platform gives a professional firm one approved knowledge library behind its website, staff assistant, front door and answer-engine presence.
Read more →Sara is a fictional persona. Workflows prepare; people decide.
Start
Tell us the task that fills your front desk's week
We reply with one recommended start.