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Hospitals & Health Systems — Outpatient Scheduling

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Self-serve booking and rescheduling for hospital clinics and ancillaries—standards-first (FHIR/HL7) with Calendar fallback, EN/ES on one number.

Discuss a service-line pilotSee a scheduling demo
Hospital scheduling operations dashboard

Why this matters now

Hospital clinics run on thin margins and variable demand.

Fewer gaps, fewer surprises

Scheduling efficiency

Missed calls and fragmented calendars drive no-shows and idle slots, while staff drown in callbacks. Outpatient Scheduling turns a single conversation—voice or SMS—into a booked slot with clean confirmations, waitlist logic, and auditability.

Nothing flashy: just fewer gaps and fewer surprises.

What the patient experiences

Patient experience
Patients can call or text the hospital’s main number (EN/ES) and immediately book or reschedule.
Assistant offers the next three best times, holds the slot, and confirms with ICS + prep notes.
If a patient cancels, the waitlist automatically fills the gap without staff intervention.

How it works (Cloudain systems)

Purpose-built stack for outpatient operations.

TeleCloud + QotBot: Conversational intake over voice/SMS—no IVR maze.
MindAgain: Visit-type descriptions, prep instructions, bilingual copy.
AgenticCloud: Slot search → hold (TTL) → confirm/cancel → waitlist refill → notifications.
HealthCloud: Stores mappings and non-PHI operational data; reads/writes FHIR Appointment/Slot/Schedule or falls back to Calendar/iCal that honors clinic rules.

Standards & safety posture

FHIR/HL7 preferred; Calendar fallback never blocks adoption.
All actions logged with timestamps + acting identity.
No clinical advice. Booking metadata only, with consent + STOP/HELP enforcement.
911/988 banners appear wherever appropriate.

Staff controls

Visit types, durations, lead/lock windows, overbook tolerance, locations, and language templates.
Deposits + holds configurable per service line (e.g., MRI vs. clinic follow-up).
Pause online booking during exceptional circumstances and broadcast closures.

Integrations model

Preferred (FHIR)

Preferred (FHIR)

FHIR Appointment, Slot, Schedule (+ optional Patient pointer) with webhook callbacks for status changes.

Fallback (Calendar)

Fallback (Calendar)

Read/write to a central Calendar with ICS confirmations and holds; reconciliation jobs keep schedules aligned.

Webhooks

Webhooks

Booking created/updated/cancelled → downstream reminders, analytics, door displays via AgenticCloud.

Reporting & outcomes

Time-to-next-availableConversion to bookedWaitlist fill rateNo-show trend vs. baselineLanguage split (EN/ES)

HealthCloud renders a practical dashboard and sends weekly summary emails—operations stay informed without logging in.

MVP pilot (2–5 weeks)

Inputs

CSV or slot API
Clinic hours
Visit-type catalog
Bilingual templates

Outputs

Bookings/reschedules
Filled cancellations
ICS logs
Weekly summary

Success markers

≥25% conversion from inquiries
No-shows ↓10–15%
Time-to-next-available reduced

FAQ (operational)

Can we keep our main number?

Yes—port or forward. One number supports EN/ES.

What if our EHR lacks APIs?

Start with Calendar/iCal fallback, move to FHIR later.

Deposits/waitlists?

Supported per visit type with clear receipts and hold timers.

Implementation outline

1

Week 0–1: Provision number; load hours/visit types; choose FHIR or Calendar; craft EN/ES copy.

2

Week 2: Enable booking/reschedule, configure holds + waitlist, test ICS invites.

3

Week 3–4: Turn on reminders, tune copy, verify reporting baselines.

4

Week 5: Review metrics and decide scale-up + integration depth.

Compliance basics

HIPAA-aligned workflows with PHI minimization; encryption in transit/at rest; audit logs; configurable retention windows. Non-diagnostic coverage; crisis redirects are mandatory.

Demo

See a hospital scheduling demo

Walk through TeleCloud intake, AgenticCloud holds, and HealthCloud reporting in under ten minutes.

Discuss a service-line pilot
Operations team reviewing scheduling metrics