AI medical CRM · patient access & appointment recovery
Turn missed calls and empty appointment slots into kept appointments.
OptiMed finds the appointment opportunities your clinic is already losing, guides staff to the next best action, and proves which recovered appointments were actually kept.
One missed call, four surfaces, no re-entry — the call record, the approved template, the staff decision, and what the patient actually receives are the same thread.
Six sources of lost appointments, one queue
- Missed calls
- Cancellations
- No-shows
- Waitlists
- Recalls
- Failed requests
How it works
Detect, decide, act, prove. Four screens carry the whole workflow. It plays through them on its own, or step through at your own pace.
Opportunities
218
674 still open
Kept
82
confirmed attendance
Kept rate
38%
of detected
Recovered value
$17,358
clinic-verified
Recovery trend
last 12 weeks
By source
Figures are the synthetic demo clinic’s. Nothing here is a customer result.
Every lost-appointment source lands in one place, already ranked.
Platform
The work a front desk never gets to. Detected, ranked, acted on with staff approval, and proved at the end of the month.
Nothing gets lost quietly. Six sources of lost appointments — missed calls, cancellations, no-shows, waitlist gaps, overdue recalls, failed requests — land in one queue, already ranked.
Every source, one place
The call that rang out at 4:58pm and the recall that came due in March sit in the same list, ranked against each other rather than living in separate systems nobody checks.
A slot opens, the waitlist moves
A Thursday cancellation is matched against who is waiting, so the gap is worked while it is still worth working.
A next action, or an honest abstention. OptiMed AI gives each opportunity a next best action, a permitted channel, and a contact window in the patient’s timezone — and says when it does not know.
Priority you can audit
The 0–100 score is a published formula, not an opaque number. Every figure opens its own explanation, with the model version and how fresh the data was.
It abstains rather than guesses
Past the freshness threshold it reports stale data instead of producing a number to fill the card. A high score never overrides consent, quiet hours, or a stale slot.
Staff approve. The system never freelances. Consent, opt-outs, quiet hours, frequency caps, and your global pause are enforced outside the model entirely, so nothing it drafts can override them.
STOP is handled first
Opt-out keywords run before any AI or workflow processing, so an opt-out is recorded and enforced even when everything else is busy.
One switch stops everything
Global pause takes effect immediately and applies to every channel, every campaign, and every queued send. Resuming asks you to confirm; pausing does not.
Booked, confirmed, and kept are three different things. An estimate never quietly becomes a result. Verified value needs trusted evidence, and one kept appointment counts exactly once.
Every number drills through
A total on the dashboard opens the rows behind it. If a figure cannot be traced to the appointments that produced it, it does not belong on the page.
Imported history stays honest
Loading a clinic’s own past appointments does not inflate recovered value. Only what the product actually recovered is attributed to it.
Estimate
What is leaking out of your schedule? Adjust the inputs to match your clinic. Every assumption is listed — this is a sizing tool, not a forecast.
Per month, across all locations
We default to 20%. Adjust it to whatever you think is defensible.
Estimated monthly opportunity
$35,100
195 visits that did not happen
At a 20% recovery rate
$7,020
≈ 39 visits per month
Assumptions
- • Every missed call, unfilled cancellation, and no-show is treated as one lost visit.
- • All lost visits are valued at the same average amount.
- • The recovery rate is an assumption you set, not a measured result from your clinic.
- • No allowance is made for patients who rebook on their own, or for capacity limits.
This is an estimate for sizing a conversation. It is not a forecast, a guarantee, or a claim about what OptiMed will recover for you.
What it looks like
The whole model, end to end. A worked example on a demo clinic, produced by the same code that runs on a live tenant — detection through to verified value.
218
opportunities detected
Across six sources in a twelve-week window, from the seeded clinic’s own call and appointment history.
Synthetic demo data
38%
of detected were kept
Not booked. Kept — confirmed attendance, with evidence, counted once each.
Synthetic demo data
$17,358
verified recovered value
Held separately from the $29,140 estimate. The two are never added together.
Synthetic demo data
Security & trust
Built for regulated workflows, described honestly.
We will not tell you we are certified, because certification is not a thing a vendor can claim on your behalf. Here is what is actually true.
Designed for HIPAA-regulated workflows
Data minimisation by design. No diagnoses, medications, clinical notes, lab results, or insurance details are stored.
Encrypted in transit and at rest
Contact details are encrypted per field. Message content is never written to logs.
Authenticator-app MFA on sign-in
Sign-in takes a code from an authenticator app. Enrolment and verification are built; step-up re-authentication for high-risk actions is not yet.
Tenant isolation, tested
Every clinic is isolated at the database level, and cross-tenant access tests run on every build.
Every action audited
Mutations are recorded in an append-only trail the application itself cannot edit or delete.
Staged activation
Live patient messaging stays disabled until agreements, provider approvals, and per-clinic activation checks are complete.
A business associate agreement is available for clinic customers. We do not claim HIPAA certification, guaranteed compliance, or zero breach risk — no software can deliver those, and any vendor who says otherwise is worth a second look.
Pricing
One monthly fee. No per-seat surprises. Adding front-desk staff does not increase the bill. Messaging usage is billed at cost on top.
Founding Pilot
One location
$1,000/month
$500 onboarding
- Core recovery workflows
- OptiMed AI
- Weekly review
- 5 staff accounts
Recover Core
Up to two locations
$1,500/month
$2,000 onboarding
- Everything in Founding Pilot
- Full reporting and attribution
- Managed workflow optimisation
- 12 staff accounts
Recover Growth
Up to four locations
$2,000/month
$3,000 onboarding
- Everything in Recover Core
- Advanced reporting
- Priority integration support
- 25 staff accounts
Pricing is a starting point, not a rate card. Included usage, overage terms, additional locations, and custom integrations are set in the contract.
See it on your own numbers.
A short working session, not a slide deck. Tell us a little about the clinic and we will show the recovery flow end to end.