AI2026

Dr. Jen Healing Acupuncture

HIPAA-conscious AI system handles after-hours calls and automates bookings 24/7 across 2 clinic locations

Results

✓24/7 booking without manual intervention
✓After-hours callers get an immediate professional response
✓Staff freed from routine scheduling calls
✓HIPAA-conscious design throughout

See It Running

Live clinic ops dashboard built for Dr. Jen: website activity, website booking actions by location, and confirmed appointments — The live ops dashboard we run for the clinic. No patient contact details are ever shown here.

Automated 24/7 booking page for both clinic locations — 24/7 self-serve booking across both locations, synced to the clinic calendar.

Healing Acupuncture & Beyond website built and operated by NigelBuilds — The live patient-facing site, built and operated by NigelBuilds.

The Situation

•After-hours calls went unanswered, so potential patients could not book
•Manual booking across 2 locations created admin bottleneck
•No system to capture new patient inquiries outside office hours

The System

•AI voice receptionist answers every after-hours call naturally
•Automated booking via Cal.com for Rockville and Clarksburg
•Lead routing: new vs existing patient logic with escalation
•Live ops dashboard for system monitoring

How it runs

TriggerPatient callsAfter hours, either clinic

ActionAI receptionist answersKnows services and hours

DecisionNew or existing?Routing logic

ActionBooks the visitInto the real calendar

ActionEscalates to the teamWith the full context

OutputOps dashboardAggregate only

GuardPatient details stay putScrubbed before any external system

The live system: an after-hours call becomes a booked appointment on the real calendar, or a routed message with full context. No patient contact details reach the dashboard.

Stack

Retell AICal.comCloudflare WorkersTwilio

What's Next

SMS follow-up for missed calls
Post-visit review automation

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