Fewer no-shows, fewer missed calls, every patient routed to the right clinic
Patients book, reschedule, and ask questions across WhatsApp, email, web chat, and phone. Lodgestory brings them into one inbox, sends appointment reminders and prep instructions automatically, routes each caller to the right clinic or department, and forwards urgent after-hours calls to on-call staff — with patient data kept role-based, encrypted, and in-region.
Patient communication is too important to leave to a ringing phone.
When the front desk is busy or closed, calls go unanswered, appointments get forgotten, and patients can't tell which clinic to reach.
No-shows and last-minute gaps
A forgotten appointment is an empty slot that can't be refilled in time. Manual reminder calls don't scale, and prep instructions arrive too late or not at all.
Calls to the wrong place
Patients dial one number and get bounced between reception, departments, and clinics. The right person is hard to reach, and urgent calls wait in the same queue as routine ones.
After-hours and scattered channels
Evenings, weekends, and holidays leave urgent calls unanswered. Meanwhile WhatsApp, email, and web chat sit in separate inboxes, so no one sees a patient's full history.
A patient front office that answers, reminds, and routes
The building blocks of Lodgestory reshape to how patients actually reach you — and to how your clinics actually work.
An AI agent that answers patient questions
A knowledge-grounded chat and voice agent answers common questions — hours, locations, what to bring, how to prepare — in the patient's language, and hands off to a human the moment care or judgement is needed.
One timeline per patient
Every WhatsApp message, email, web chat, and phone call about a patient lives on a single timeline, so whoever picks up can see the full history — with access kept role-based and recordings behind authenticated playback.
Smart routing to the right clinic
An IVR and smart routing send each caller to the correct department or clinic on the first try, with priority paths so urgent calls reach the right team instead of waiting in a general queue.
After-hours calls reach on-call staff
When the desk is closed, Follow-Me rings the on-call staff member's mobile so urgent calls are answered. Anything missed drops to voicemail with a callback request, captured on the patient's timeline.
One patient, from booking to follow-up
Booking
A patient self-books an appointment through a scheduling link; the slot syncs to Google Calendar and an available clinician or room is assigned.
Before the visit
Automated WhatsApp, email, and AI voice reminders go out with the time, location, and prep instructions — and a one-tap way to confirm or reschedule.
On the day
A question or call comes in. The AI agent answers instantly, or the IVR routes the patient to the right clinic — urgent calls jump the queue.
After the visit
A follow-up message and a short CSAT survey go out automatically, so you hear how the visit went and can act on feedback early.
Everything this solution runs on
WhatsApp Business messaging
Send and receive on the official WhatsApp Business API — reminders, prep instructions, and templated replies patients already know how to use.
Cloud voice, IVR & AI voice agents
Provision a number, build an IVR that routes to the right clinic, and let an AI voice agent answer routine calls. Calls recorded to the patient's timeline behind authenticated playback.
Reminder & follow-up broadcasts
Send appointment reminders, prep instructions, and follow-ups to patient segments over WhatsApp, email, and AI voice, with delivery tracking.
Bookings & scheduling
Share a link for appointments; patients self-book a slot, an available clinician is auto-assigned, and everything syncs to Google Calendar.
After-hours Follow-Me & voicemail
Route closed-hours calls to on-call staff's mobiles with Follow-Me, and capture anything missed as voicemail with a callback request on the timeline.
Analytics & CSAT
Track response times, AI resolution, reminder delivery, and patient satisfaction by clinic, channel, and team.
What healthcare teams get out of it
- Reduce no-shows with automated reminders and easy rescheduling
- Route every caller to the right clinic or department on the first try
- Answer urgent after-hours calls by forwarding to on-call staff
- Deflect routine questions to a knowledge-grounded AI agent
- Support patients in their own language across chat and voice
- Keep patient conversations role-based, encrypted, and in-region
Before and after Lodgestory
Before
- Manual reminder calls don't scale and no-shows leave empty slots
- Patients get bounced between reception, departments, and clinics
- Urgent after-hours calls go unanswered or straight to voicemail
- WhatsApp, email, and web chat history sit in separate inboxes
With Lodgestory
- Automated reminders go out on WhatsApp, email, and AI voice
- An IVR routes each caller to the right clinic on the first try
- Follow-Me forwards urgent after-hours calls to on-call staff
- Every patient conversation — chat and call — lives on one timeline
Plugs into the tools you already run
Questions, answered
Can Lodgestory send appointment reminders automatically?
Yes. Schedule reminders and prep instructions over WhatsApp, email, and AI voice, with a one-tap way for patients to confirm or reschedule and delivery tracking so you know what was received.
How are calls routed to the right clinic?
An IVR and smart routing send each caller to the correct department or clinic, with priority paths so urgent calls reach the right team instead of waiting in a general queue.
What happens to calls after hours?
Follow-Me rings the on-call staff member's mobile so urgent calls are answered when the desk is closed. Anything missed becomes a voicemail with a callback request, captured on the patient's timeline.
How is patient data protected?
Lodgestory is SOC 2 and GDPR aligned with a DPA available, AES-256 encryption, role-based access control, in-region data residency, and authenticated recording playback. We do not claim HIPAA compliance; talk to us about your specific requirements.
Cut no-shows and never miss an urgent call.
Set up reminders, clinic routing, and after-hours forwarding today — or get a walkthrough tailored to your clinics and tools.