Agents
Checkup reminders
Calls patients who are due a routine checkup, offers them free times and books the visit.
The checkup reminder agent looks for patients who are due a routine visit — for example, six months or a year since their last one — and calls to book it. It doesn’t just ask yes or no: it offers free times with the right doctor and books the one the patient chooses.
How it works
- Voxlera uses your PMS history to find patients who are due a checkup according to your timing.
- Within your active hours, the agent calls the patient.
- It explains why it’s calling, checks availability for the doctor and offers a few free times.
- When the patient picks one, it books the appointment.
- If they don’t answer, it tries again, up to your maximum number of attempts.
Free times are worked out from each doctor’s working hours, minus the appointments already in your PMS. That’s why doctors’ working hours must be set before this agent can book with them.
What gets recorded
| Field | What it means |
|---|---|
| Booking interest | Booked, interested, declined, asked to be called back, or undecided. |
| Preferred timing | Days or times the patient said suit them. |
| Objection | Why the patient declined or hesitated — useful for your team’s follow-up. |
Settings
In Agents → Configuration → Agents → Checkup Reminder:
| Setting | What it controls | Default |
|---|---|---|
| Checkup timing | How long after a patient’s last treatment they become due, in days, months or years. | 6 months |
| Max attempts | How many times to try an unanswered patient. | 3 |
| Time between attempts | How long to wait before calling again. | 1 hour |
A patient who has had a treatment, or has already been contacted about a checkup, within the timing isn’t called again until it has passed.
The wording is in Templates under the checkup reminder.