AI Medical ReceptionImplementation type: AI Reception + Appointment Confirmation

AI receptionist and AI appointment confirmation for a psychotherapy centre

How Częstochowskie Centrum Diagnozy i Terapii handles over 570 calls a month with two Leadbot voice AI agents integrated with Dobry Gabinet: a receptionist that books appointments and an agent that confirms them 24 hours ahead.

570+

patient calls per month

140+

appointments booked, rescheduled or confirmed

430+

appointment confirmation calls

11 h+

of calls handled by AI per month

Challenge

Registration at the Centre is handled exclusively by phone — every missed call is a potentially lost patient.
The first call to a psychologist can be the hardest for a patient, and after a missed call they do not always try again.
The Centre guarantees a first appointment within no more than 2 days, which requires efficient booking support.
Weekly or fortnightly therapy means a large number of recurring appointments need confirmation.
Reception had to answer calls, book, reschedule and cancel appointments, and remind patients of their dates at the same time.
Calls with psychological practice patients require calm, tact and discretion.

Solution

Leadbot implemented two voice AI agents integrated with the Dobry Gabinet system.
The AI receptionist answers patient calls, checks available slots live, and books, reschedules and cancels appointments.
The confirmation agent calls patients 24 hours before their appointment and confirms the date.
After every call, the facility receives an email with a summary and details.
Calls are handled calmly and tactfully, with the discretion required in psychotherapy.
The facility's feedback is applied quickly — usually within one day.

Results

570+

calls per month

inbound and outbound, handled by AI

147

inbound calls

answered by the AI receptionist

430+

outbound calls

appointment confirmations 24 h ahead

140+

appointments per month

booked, rescheduled or confirmed by AI

11 h+

of calls per month

time taken off reception

1 day

to apply feedback

typical turnaround for changes requested by the centre

We work with Leadbot AI, which implemented a virtual AI receptionist at our centre integrated with the Dobry Gabinet system. The assistant answers patient calls, checks available slots, and books, reschedules and cancels appointments. After every call, we receive an email summary. Leadbot is also implementing an agent for us that confirms appointments by phone 24 hours ahead. We appreciate the Leadbot team's commitment. Our feedback was applied quickly, usually within one day. We recommend Leadbot to medical facilities that want to reduce the load on registration.

Robert Kowalczuk

Owner, Częstochowskie Centrum Diagnozy i Terapii