Automated Patient Appointment Scheduling From Referral to Confirmation
Referrals pile up in your order management system while your staff plays phone tag with patients. Our patient appointment scheduling software monitors incoming orders, texts patients directly, and books appointments without a single outbound call from your team.
800+
Payers Mapped
6-8
Weeks to Live
$0
Integration Cost
Verified
Processing
Verified
7 min saved
Eligibility Verified
Referrals Are Piling Up While Your Team Plays Phone Tag
When a PCP sends you a referral, the clock starts ticking, but your staff is stuck making calls that go to voicemail.
Referrals Sitting Unworked
Orders come in via e-fax or your order management system—and sit there for days while staff tries to reach patients who won't answer unknown numbers.
Endless Outbound Calls
Your patient access staff spends half their day dialing patients who don't pick up. Meanwhile, patients in your office are waiting to be checked in.
New Patients Fall Through Cracks
The referral has patient demographics, but if they're new to your practice, someone has to manually create the chart before scheduling.
Patient Appointment Scheduling That Works While Your Staff Focuses on Patients
Our patient appointment scheduling system monitors your order management system or inbound e-fax, reaches out to patients via text, and books appointments automatically creating new patient records when needed.
Monitors Orders & E-Fax Automatically
Bot logs into your order management system, identifies new referrals, and kicks off outreach without staff intervention.
Creates New Patient Records
If the patient doesn't exist in your EHR, the bot extracts demographics from the referral and creates the chart so scheduling can happen immediately.
Patient Appointment Offering
Patient receives a text, selects morning or afternoon, picks from available times, and confirms all via simple A/B/C responses.
Collects Insurance & Calculates Liability
Sends patient a link to upload insurance cards, verifies benefits, and texts them their copay: "Your copay for this visit is $25."
Detected
Auto
Sent
Patient
Auto
Complete
Live in 6-8 Weeks. Not 6-12 Months
Other vendors quote year-long implementations. We've already built the frameworks we just customize them to your workflows.
Discovery
We map your charge capture workflows, payer mix, and edge cases. We understand where revenue is leaking before we write a line of code.
Design
Custom rule engine and decision trees built for your specific workflows. This isn't one-size-fits-all it's "build-a-bear" customization with pre-built components.
Development
Bots are programmed to work exactly like your best employees navigating the same screens, clicking the same buttons, following the same processes.
Go-Live
Incremental testing (5 → 15 → 50 → 100+ accounts) ensures quality. Then full production deployment with ongoing monitoring and support.
Real Numbers From Real Healthcare Organizations
Don't take our word for it. Here's what automated claim scrubbing and revenue cycle automation delivered for one multi-location dermatology network.
$1.16M+ Recovered in 6 Months
Real numbers from a real client. A multi-location dermatology network transformed their patient appointment scheduling system and saw results within weeks.
"We went from 25%+ eligibility denial rates down to 9%. The ROI was obvious within the first month our team finally has time to focus on patients instead of payer portals."
Revenue Cycle Director
Multi-Location Dermatology Network
We're Different And Here's Why It Matters
We're not a tech company that learned healthcare. We're RCM operators who built the automation we wished existed.
RCM Expertise First
Our founder has 28+ years in healthcare operations. We started in revenue cycle, not tech. We understand your problems because we lived them.
No Integration Required
Our bots work the same way your staff does logging in, navigating screens, clicking buttons. Works with EHR/Practice Management, and 1,800+ payers.
6-8 Week Implementation
Not 6-12 months. Every process automated in 6-8 weeks. Our "build-a-bear" approach uses pre-built components customized to your workflow.
Accessible Pricing
We built Innobot to be the "Walmart of healthcare automation" high quality at accessible prices. Mid-market hospitals shouldn't be priced out of automation.
Full-Service Model
Every engagement includes a dedicated team: software developers, business analysts, solution architects, quality auditors, and onshore RCM experts with 10-15+ years experience.
Proven Track Record
$1.3 billion in increased revenue at previous organizations. $17M recovered in underpayments in 120 days for one client. 20% staff reduction in year one for a 4-year enterprise client.
Frequently Asked Questions About Patient Appointment Scheduling
How does automated patient appointment scheduling software integrate with our EHR?
Our bots connect via RDP or VPN the same way a human employee accesses your systems. There's no API integration, no IT project, and no changes to your existing workflows. The bot literally clicks the same buttons your staff would click, just faster and 24/7.
What makes your AI patient appointment scheduling different from our EHR's built-in RTE?
Built-in RTE tools often return incomplete data or "call payer" responses. Our bots navigate directly to payer portals Availity, Optum, PaySpan, Instamed, Medicare MACs, and 800+ more to extract the specific benefit details you need. We get the granular information that generic RTE solutions miss.
Can we schedule new patient appointments online and verify eligibility automatically?
Absolutely. When a patient books online (or via phone), our patient appointment scheduling system immediately triggers eligibility verification. Within minutes, you'll know coverage status, copay amounts, deductible information, and whether authorization is required all posted directly to your EHR.
How long does it take to implement a patient appointment scheduling system?
Most implementations go live in 6-8 weeks. Week 1-2 is discovery (we shadow your team), Week 2-6 is configuration and development, and Week 6-8 is incremental testing. We start with 5 accounts, scale to 20, then 50, then full production when you're confident.
What ROI can we expect from automating scheduling patient appointments?
Our clients typically see manual touch costs drop from $18+/hour to approximately $0.06/touch. One client saved 46,000+ hours and realized $1.16M+ in financial benefit within 6 months. Another reduced eligibility denials from 25%+ down to 9%. We provide transparent ROI tracking throughout.
Ready to Stop Leaving Revenue on the Table?
See how Innobot's charge capture automation can work in your specific environment. No pressure, no generic demo just a real conversation about your challenges.
