Xcope agentTomorrow's confirmations
Replies to confirmation requests by specialty, with the patients still to contact flagged.
Put AI to workin healthcare.
Patients at risk of missing an appointment get a confirmation request, and every slot that frees up is offered to the waiting list, without piling more onto reception.
The challenge
Patients are waiting for an appointment while slots go empty on the day.
The waiting list often lives in a spreadsheet kept apart from the practice management software, and confirmations go out through a text messaging platform that talks to neither. On the wards, expected discharges and free beds are passed between departments by phone, and theatre only confirms the bed on the morning of surgery.
- 01
No‑shows you could see coming
First appointments booked months ahead and patients who have missed before carry the highest risk. Without a confirmation request in time, the slot is only found to be free when the appointment is due.
- 02
Cancellations that never reach the list
When someone cancels the day before, reception has to work through the waiting list and ring several patients until they find someone who can come. Often the slot stays empty.
- 03
Beds managed by phone
Discharges expected for the next morning do not always reach bed management in time. Planned surgery is held up and the emergency department fills with patients waiting for a bed.
Day to day
Questions that finally get answers
Which of tomorrow's appointments are still unconfirmed?
How many freed slots went unfilled this week?
Which specialty has the longest waiting list?
How many beds will be free by 12:00 tomorrow?
Which of tomorrow's operations still have no bed assigned?
AI at work
Every slot that frees up reaches someone on the waiting list.
AI works on top of your practice management software and text messaging platform to ask patients at risk of missing for confirmation and offer freed slots to the waiting list. On the wards, it matches expected discharges with the theatre schedule.
Slots filled again
How many freed slots were taken up again, and how much notice each cancellation gave.
Discharges and beds
Expected discharges from each department matched with planned surgery, so theatre knows the day before which beds it will have.
Insurer billing
Each day's procedures checked against each insurer's price list and authorisations before the batch goes out.
Illustrative figures.
The data you already have, put to work
We connect to the systems you already have, without replacing them, and you decide which data each agent can read.
Works with what you already use
ERP, CRM, email and documents stay where they are, and nobody has to move to a new system.
Reads and cross‑checks your data
Brings together what is scattered today and finds what does not add up.
Proposes, you approve
Every sensitive action goes to whoever has the authority to approve it.
Acts and keeps a record
Works inside your team's systems and records where every decision came from.
The diary first, then the beds.
Outpatient appointments come first, one specialty at a time. Bed management and theatre are connected once the scheduling team is already working with the system.
- 01
Assessment
We map the operation and the data and choose what reaches production first.
- Data sources mapped
- Opportunities assessed
- Scope and plan agreed
- 02
First system in production
We build in the tools you already use and put the system to work on real cases.
- Practice software and SMS connected
- Confirmations agent in production
- 03
A team that runs it
Your team takes the system over and we choose the next process together.
- Scheduling team trained
- Next process chosen
How is patients' health data handled?
Health data is a special category of personal data under the GDPR (Article 9) and is handled as such: it stays on your infrastructure, every access is logged, and the texts only carry the date, time and place of the appointment. What the system can read is agreed with you and your data protection officer.
Does it work with our practice management software?
If the software has an API, the diary is read and confirmations recorded through it. If not, we use read‑only access to the database or scheduled exports of the diary, and patients' replies reach reception as a list ready to record.
Will patients be talking to a machine?
Only in the confirmation and slot‑offer messages, which are written with your team. Any clinical question, or any reply that falls outside the script, goes to reception.
Is it for hospitals or only for clinics?
Both. A clinic usually starts with the diary and no‑shows. A hospital adds expected discharges, bed occupancy and the theatre schedule, so that every operation has a bed confirmed the day before.
How many freed slots went unfilled last month?
Show us how your diary and waiting list work today, and in a 30-minute conversation we will see what to automate first.
Book a callNot ready for a call yet. I would rather send a question.
Write down the question your operation cannot answer today. We will reply by email with how to get there.
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