Configure Scheduling Intake With AI-Guided Workflows
Your AI assistant handles new patient inquiries, captures insurance information, identifies appointment urgency, and books appointments on your practice calendar. Available 24/7, even after office hours.
Visit
Type Capture
Insurance
Intake Field
Routing
Provider Selection
Calendar
Scheduling
Built for Healthcare Professionals
Configurable AI conversation flows designed around common qualification and booking steps in this industry.
Appointment Type Detection
The AI identifies whether the patient needs a new patient visit, follow-up, emergency consultation, or general consultation. Each type has its own scheduling and priority rules.
Insurance Verification
The AI asks about insurance status early in the conversation. Patients with insurance are asked for provider details, while uninsured patients are informed about payment options.
Urgency-Based Scheduling
Timeline carries extra weight in healthcare scheduling. Urgent requests are prioritized, and the AI can flag emergency situations for immediate staff attention.
Automatic Appointment Booking
Qualified patients are offered available appointment slots from your practice calendar. New patient appointments include extra time for intake paperwork.
After-Hours Patient Capture
Keep a limited scheduling workflow available outside business hours so visitors can request an appointment without waiting for the front desk.
Multi-Provider Support
Practices with multiple providers can route patients by specialty, availability, or preference. Each provider has their own calendar and patient load settings.
See the AI in Action
This fictional example shows how a configured conversation could unfold with a healthcare lead. It is not a customer transcript or performance claim.
Welcome to [Your Practice]! I can help you schedule an appointment. Are you a new or returning patient?
I'm a new patient. I need a general checkup.
Welcome! We'd love to have you. Do you have health insurance?
Yes, I have Blue Cross Blue Shield.
Great, we accept BCBS! How soon would you like to come in for your checkup?
This week if possible. I haven't had a checkup in a while.
Let me check availability. We have: 1) Thursday at 9 AM with Dr. Smith, 2) Friday at 2 PM with Dr. Johnson. Which works for you?
Thursday at 9 AM please!
How OnLeads Supports Healthcare Workflows
Support Front Desk Intake
Use the widget for basic appointment intake and booking requests while front desk staff retain control of patient follow-up.
Accept After-Hours Requests
Let prospective patients submit scheduling details after hours, on weekends, or during holidays through a configured workflow.
Pre-Qualified Appointments
Every appointment on your calendar includes insurance status, appointment type, urgency level, and patient contact info. Your staff is prepared before the patient arrives.
Frequently Asked Questions
How does the AI handle patient appointment booking?
The AI identifies appointment type (new patient, follow-up, emergency, consultation), verifies insurance status, determines scheduling urgency, and books directly on your practice calendar. Patients can schedule 24/7 without calling your office.
Is the AI chat widget HIPAA compliant?
OnLeads is designed with healthcare privacy in mind. The chat widget collects scheduling and insurance information, not protected health information (PHI). All data is encrypted in transit and at rest. We recommend reviewing with your compliance team for your specific use case.
Can it handle multiple providers?
Yes. The Team plan supports multiple providers, each with their own calendar, availability, and patient capacity settings. Patients can be routed by specialty or availability.
Does it replace our patient portal?
No. OnLeads handles initial intake and appointment booking for new and returning patients through your website. It complements your existing patient portal and EHR system, not replaces them.
What if a patient describes an emergency?
The AI is configured to detect emergency language and can immediately provide your office's emergency contact information or direct the patient to call 911. Critical situations are flagged for immediate staff attention.
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