How Wellness Medical Clinic achieved efficient workflows

Problem

Front desk staff overwhelmed with appointment calls, causing long patient wait times and administrative bottlenecks. The clinic was receiving 150-200 calls daily, with average hold times exceeding 8 minutes. This led to patient frustration, abandoned calls, and scheduling inefficiencies that limited the clinic's capacity to serve their community.

Approach

Implemented Ringlyn's HIPAA-compliant AI assistant to handle appointment scheduling, reschedules, cancellations, and routine patient inquiries. The system was integrated with their electronic health records (EHR) system to check real-time availability, send appointment confirmations via SMS, and manage waitlist notifications. Staff retained oversight for complex medical inquiries while routine scheduling became fully automated.

Outcomes

35% reduction in patient wait times on phone and in-office

Staff able to focus on in-person patient care and clinical support tasks

28% increase in appointment capacity, serving 40+ additional patients weekly

Elimination of scheduling errors and double-bookings through automated calendar sync

Patient satisfaction scores increased from 82% to 96%

After-hours appointment booking captured 15% more patients who couldn't call during business hours

Administrative costs reduced by $3,200 monthly

Our front desk staff was overwhelmed with scheduling calls. Ringlyn now handles all routine appointments, giving our team more time for real patient care. What impressed me most was how naturally the AI communicates—patients often don't realize they're speaking with automation. It's reduced our administrative burden while actually improving the patient experience, which I didn't think was possible.

— Dr. Elena Rodriguez, Medical Director