Intakely
An AI assistant that answers, qualifies and books clinic enquiries around the clock.
Overview
Intakely is a concept intake assistant for a busy clinic. It chats with prospective patients on the website, answers common questions from the clinic's own documents, qualifies the enquiry, books the right appointment type and gives staff a live dashboard of every conversation.
The challenge
Clinics lose enquiries outside opening hours and spend staff time answering the same questions. The concept had to respond instantly at any hour, stay accurate to the clinic’s own policies, and hand over cleanly to a person whenever it was unsure.
Our approach
We designed the conversation around the clinic’s real intake form, grounded answers in a small set of approved documents, and set clear rules for when to book, when to ask more, and when to hand to staff. Every conversation is logged and reviewable on the dashboard.
Details
Key features
Guided intake chat
Asks the same questions the front desk would, in plain language.
Answers from clinic documents
Replies are grounded in approved policies and pricing, not invented.
Smart booking
Matches the enquiry to the right appointment type and offers real times.
Staff dashboard
Every conversation, qualification and booking in one live view.
Human handover
Low-confidence or sensitive cases go straight to a person with full context.
After-hours coverage
No enquiry waits until morning for an answer.
Capabilities
What this demonstrates
- Conversational UX that collects structured data without feeling like a form
- Retrieval over business documents with visible source references
- Automation designed with human review and clear fallbacks
- A staff dashboard that turns chats into bookings
Want something like this?
Tell us what you are building. We will scope it on a free 30-minute call.