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Clinic guideConsultation requests

Agents

Consultation requests

Turn website visitors into booked consultations with a call-back form and an AI booking call.

The consultation agent answers requests from a form on your own website. A visitor leaves their details and a good time to call; the agent calls them in that window, finds a free consultation slot with one of your doctors, and books it.

What you need

  • A doctor with a connected calendar. Consultations are booked into doctors’ calendars, so at least one doctor needs a calendar connected and AI consulting booking switched on. See Doctors and working hours.
  • Automatic Outreach switched on. Consultation calls are placed automatically, so they wait in the queue while it’s off.
  • The form on your website. Copy the snippet from Doctors → Consulting booking embed and give it to whoever manages your website. They’ll find instructions in the developer guide.

How it works

  1. The visitor fills in their name, phone number, email and the best time to call — morning (09:00–12:00), afternoon (12:00–17:00) or evening (17:00–20:00) — and ticks the consent box.
  2. The agent calls in that window, straight away if it’s open now.
  3. It introduces itself as an automated assistant, checks the person is still interested, and offers the earliest free consultation slots across your doctors who take consultations.
  4. When they choose a slot, it’s booked in that doctor’s calendar and they get a confirmation by text message.

If nobody answers, the agent tries again up to 3 times, at least an hour apart and always within the chosen window. A request that hasn’t been booked within 48 hours expires.

If the same person fills in the form twice while their first request is open, it’s treated as one request — they won’t be called twice.

Evening calls

Your clinic’s allowed calling hours apply to consultation calls too. If your calling hours end before 20:00, someone who chooses “evening” may be called the next morning instead. If you want to offer evening calls, ask your onboarding contact to extend your consultation calling hours to 20:00.

Changing the wording

The consultation call script is in Templates. You can edit the opening, how slots are offered, what’s said when a booking is confirmed and what’s said when no slots are free.

Replacing the form

If you ever need to disable a form that’s on your website, use Regenerate on the embed card. The old form stops working immediately, and you’ll need to put the new snippet on your site.