Apollo Clinic Network

Apollo Clinic Network is an independent group practice with multiple locations. No-shows left gaps in the schedule, front desk staff spent hours each day on reminder calls, and when a patient cancelled, the waitlist was worked by hand, so open slots often stayed empty.

Scheduling and reminder agents work alongside the front desk, which keeps every exception. The scheduling agent takes booking requests by phone and text, keeps the waitlist and offers open slots when a patient cancels. The reminder agent confirms upcoming visits, asks about barriers such as transportation, and reschedules when a patient can’t make it; staff follow up on the barriers patients report.

Reminder calls are made by the agent, with barriers flagged for staff. Open slots are offered to waitlisted patients when someone cancels, and booking requests are taken by phone or text at any hour.