Orkivanta
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Healthcare & clinics

Every recall offered a slot. Every cancellation refilled.

One bounded loop runs the front-desk and back-office work that sits around care — booking, prep, and routing an admin task to done. Nothing clinical goes near it.

Book a demoSee the six agents

Incoming event

  • Recall falls due
  • Appointment missed
  • Cancellation opens a slot

Orkivanta agent

AI Voice Dialer

  • Offer slots
  • Book
  • Route

Connected system

Scheduling · practice records

Bookings & tasks logged

Human owner

Front-desk lead / clinical staff

Decides any clinical judgement

  • Incoming event
  • Orkivanta agent
  • Connected system
  • Completed update
  • Human owner

One bounded loop in Healthcare & Clinics, drawn as an example to tune to your own process — not a published client result.

A day in the operation

Four or five moments, one bounded loop.

The front desk answers the same questionsNo-shows and unused slotsPre-visit prep doesn't landFollow-up falls throughFeedback isn't captured

  1. 01 · Enquiry

    Book the appointment

    Offer open slots to an enquiry, recall, or missed appointment, book directly into your scheduling system, and confirm it.

  2. 02 · Appointment

    Confirm & fill slots

    Confirm attendance, and when a cancellation opens a slot, work an approved waiting list to book the first patient who accepts.

  3. 03 · Pre-visit

    Send prep instructions

    Send the pre-approved prep instructions for that appointment type, confirm receipt, and flag no-replies to the desk.

  4. 04 · Follow-up

    Close the loop after care

    Route each post-visit admin task to the right person, track it to done, and escalate anything clinical immediately.

Six agents for Healthcare

What each one would be configured to do here.

The same six agents we ship, read against this industry. Each panel is an example fit to tune to your process — including the ones where the honest answer is that this is not the workflow to automate first.

  • AI Voice Dialer

    Responds, qualifies and books

    Example fitOffer open slots against a recall or a missed appointment, and book it

    Works on Scheduling system · approved messaging

    Front-desk lead handles anything raised beyond scheduling

    Gives no clinical advice, ever

    Detail

    It books and confirms against your scheduling rules. Any question about a symptom, a medication, or a result is handed straight to clinical staff.

    Wrong for If your product needs a human to build trust over several long conversations — a big enterprise sale, a clinical consultation — the agent should qualify and hand off, not close. Point it at volume, not at the relationship.

    See AI Voice Dialer

  • AI Marketing Agent

    Drafts, schedules and reports

    Not the first workflow to automate here

    Patient-facing health content needs a clinician's sign-off on every line, so the review gate would carry the whole job. The calendar is the more useful first target.

    Your clinical and practice leads

    Not the first workflow to point an agent at

    Detail

    The review gate the agent ships with is real, but in a clinic it would sit in front of every sentence — which is most of the work. We would rather say so than sell you the fit.

    Wrong for This is a marketing engine, not a brand strategist. If you have a capable CMO already, it makes them faster — it does not replace their judgement. And it will not invent a positioning you have not decided.

    See AI Marketing Agent

  • AI Meeting Notes Agent

    Captures decisions, closes the loop

    Example fitPractice and staff meeting notes, action items with an owner, and the follow-up draft

    Works on Internal notes · email draft

    The practice manager approves the follow-up before it sends

    Never in a consultation — recording is out of scope

    Detail

    Internal practice meetings generate follow-up that stalls in an inbox, and that is the whole of its job here. A clinical consultation is exactly the room the product says not to put it in.

    Wrong for If your meetings are confidential in a way that forbids recording — some legal, medical, or HR conversations — do not put an agent in the room. It earns its keep on the routine calls that create follow-up nobody has time to do.

    See AI Meeting Notes Agent

  • AI Data Entry Agent

    Does the work between the work

    Example fitSend the pre-approved prep for an appointment type, then route the post-visit admin task

    Works on Scheduling · practice records · approved messaging

    Front-desk coordinator and the practice manager

    Nothing tailored to a diagnosis; clinical escalates at once

    Detail

    Standard, pre-approved instructions for an appointment type only, and admin tasks tracked to done. It interprets no result and decides no care.

    Wrong for If the task changes shape every single time and has no repeatable pattern, an agent has nothing to learn — a person is cheaper. This pays off on the work that is dull precisely because it repeats.

    See AI Data Entry Agent

  • AI Data Analyst

    Answers questions of your data

    Example fitAsk how slot utilisation and recall reach are moving, and read the query behind the answer

    Works on Your records, read-only

    Practice manager audits the working

    Reads nothing clinical into the numbers

    Detail

    Scoped to the operational tables you point it at, it answers a scheduling question and shows the exact query. It is not a clinical instrument and should not be scoped as one.

    Wrong for Trust here depends on clean data. If your source tables contradict each other and nobody owns the definitions, the agent will answer faithfully from a mess. Fix the warehouse first, or scope the work to the tables you trust.

    See AI Data Analyst

  • AI Resume Screener

    Ranks resumes with reasons

    Example fitShortlist front-desk and practice-admin applications, with a written reason for each ranking

    Works on Your applicant records

    A recruiter reviews the shortlist and every reason

    Never auto-hires and never silently rejects

    Detail

    Screened against the role spec you write, ranked, and handed over with the reasoning in plain language. The hiring decision is a person's.

    Wrong for It shortlists; it does not hire. Screening is where bias and legal exposure live, so the final call — and the accountability for it — stays with a person. If you want a tool that auto-rejects to zero human involvement, we will not build it.

    See AI Resume Screener

Where the boundary sits

Human decides here.

Orkivanta agent

The agent prepares the work

  • Offer open slots and book them
  • Confirm attendance and remind
  • Backfill a cancellation from an approved waiting list
  • Send the pre-approved prep for an appointment type
  • Route an admin task and track it to done
  • Capture non-clinical feedback

Human owner

Decisions that stay with your front desk and clinical staff

  • Any clinical judgement
  • Triage of symptoms
  • Advice, or interpreting a result
  • Any decision about care
  • Anything beyond scheduling and admin

The loop stops and routes the full context to front-desk lead / clinical staff the moment it reaches any clinical judgement, triage, or advice.

What changes operationally

What stops depending on somebody remembering.

  • Visibility

    Every action is logged with the reason behind it, so a supervisor can read back what happened and why rather than take an outcome on faith.

  • Less repetitive follow-up

    The callback, the missing document, the reminder — the contact that only works if it happens every time stops depending on somebody remembering.

  • Clear human ownership

    The sensitive decision has a named owner before anything runs, and the agent stops and hands over the full context instead of pressing on.

The detail, in full

Everything above, spelled out.

Open any of these for the long form — the worked examples, the comparison, an estimate of what the work costs today, and the exact wording of what a person keeps.

Every example configuration, stage by stage

Enquiry

Book the appointment

Appointment recovery

AI Voice Dialer
  1. Trigger

    A patient enquires

  2. Agent action
    • The Calling Agent calls or messages to offer open slots
    • Books directly into your scheduling system
    • Confirms the booking
  3. Systems & record

    CRM · calendar

    Action logged with its reason
  4. Human owner

    Front-desk lead

    Owns what happens next

Stops here — It books and reminds

The full configuration, in words
Trigger
A patient enquires, is due for a recall, or missed their last appointment.
Agent action
The Calling Agent calls or messages to offer open slots, books directly into your scheduling system, and confirms the booking.
Human owner
Front-desk lead — handles anything the patient raises beyond scheduling.
Honest limit
It books and reminds; it gives no clinical advice. Any symptom or medication question is handed straight to clinical staff.
See the AI Voice Dialer

Appointment

Confirm & fill slots

Confirmation & slot backfill

AI Voice Dialer
  1. Trigger

    An appointment is booked

  2. Agent action
    • The Calling Agent confirms attendance and reminders
    • When a slot opens it works an approved waiting list to offer it and books the first patient who accepts
  3. Systems & record

    CRM · calendar

    Action logged with its reason
  4. Human owner

    Front-desk coordinator

    Owns what happens next

Stops here — Scheduling only, against lists and rules you set

The full configuration, in words
Trigger
An appointment is booked, or a cancellation opens a slot.
Agent action
The Calling Agent confirms attendance and reminders, and when a slot opens it works an approved waiting list to offer it and books the first patient who accepts.
Human owner
Front-desk coordinator.
Honest limit
Scheduling only, against lists and rules you set. No triage or prioritisation on clinical grounds — that stays with your staff.
See the AI Voice Dialer

Pre-visit

Send prep instructions

Pre-visit instructions

AI Data Entry Agent
  1. Trigger

    An appointment is confirmed for the next day

  2. Agent action
    • The Employee Productivity Agent sends the pre-approved prep instructions for that appointment type
    • Confirms receipt
    • Flags no-replies to the desk
  3. Systems & record

    CRM · spreadsheets · email · internal APIs

    Action logged with its reason
  4. Human owner

    Front-desk coordinator

    Owns what happens next

Stops here — Standard, pre-approved instructions only — nothing tailored to a diagnosis

The full configuration, in words
Trigger
An appointment is confirmed for the next day.
Agent action
The Employee Productivity Agent sends the pre-approved prep instructions for that appointment type, confirms receipt, and flags no-replies to the desk.
Human owner
Front-desk coordinator.
Honest limit
Standard, pre-approved instructions only — nothing tailored to a diagnosis. Personalised medical guidance is not its job.
See the AI Data Entry Agent

Follow-up

Close the loop after care

Follow-up routing & feedback

AI Data Entry Agent
  1. Trigger

    A visit ends and generates an admin task

  2. Agent action
    • Routes each task to the right person against your rules
    • Tracks it to done
    • Captures non-clinical feedback
  3. Systems & record

    CRM · spreadsheets · email · internal APIs

    Action logged with its reason
  4. Human owner

    Practice manager

    Owns what happens next

Stops here — It does not interpret results or decide care

The full configuration, in words
Trigger
A visit ends and generates an admin task, or a feedback call is due.
Agent action
The agent routes each task to the right person against your rules, tracks it to done, captures non-clinical feedback, and flags anything a patient raises to the right team.
Human owner
Practice manager.
Honest limit
It moves tasks and gathers feedback; it does not interpret results or decide care. Clinicians own every clinical decision, and anything clinical escalates immediately.
See the AI Data Entry Agent

Across the lifecycle

Measured, not decided

Admin task triage

AI Data Entry Agent
  1. Trigger

    Inbound admin requests pile up in a shared inbox

  2. Agent action
    • Sorts them by type and urgency using your rules and drafts routine replies for a person to approve
  3. Systems & record

    CRM · spreadsheets · email · internal APIs

    Action logged with its reason
  4. Human owner

    Office manager

    Owns what happens next

Stops here — Triage and drafting, not autonomous replies on health matters

The full configuration, in words
Trigger
Inbound admin requests pile up in a shared inbox.
Agent action
The agent sorts them by type and urgency using your rules and drafts routine replies for a person to approve.
Human owner
Office manager.
Honest limit
Triage and drafting, not autonomous replies on health matters. A person approves anything patient-facing.
See the AI Data Entry Agent
  • Incoming event
  • Orkivanta agent
  • Connected system
  • Human owner
  • Where the agent stops
Before, and with Orkivanta

Before

Manual, fragmented — every step waits for a person to get to it.

Before: Recall due, then Nobody calls, then No-show, slot lost, then Prep missed, then Follow-up stalls in inbox. The gaps between those steps: No time to work the recall list; The cancellation is never backfilled; The instructions never landed; It stalls in a shared inbox.

With Orkivanta

One connected route, ending on a named person.

With Orkivanta: Recall due, then Agent offers slots & books, then Cancellation backfilled from waitlist, then Prep sent & confirmed, then Follow-up routed & tracked; clinical escalated, then your front desk and clinical staff owns the decision.

Illustrative workflow, not a customer result. Actual outcomes depend on your process, the system access you grant, and execution.

Plan a workflow estimate

A repetitive-work cost estimate from your own numbers — the same transparent arithmetic as the full calculator, not an ROI and not a saving. The defaults are placeholders; replace them with yours.

Estimate this Healthcare workflow
Monthly repeatable-work cost

₹14,548.80

Annual repeatable-work cost
₹174,585.60
Repeatable hours / month
41.568 hrs

Planning estimate from your inputs — not a quote or expected saving.

Run full calculatorCheck workflow fit
See the Calling Agent

What to baseline first

Candidates to scope against on your own systems — not promised uplift.

  • No-show rate and recall reach
    BaselineTarget you set
  • Appointment / slot utilisation
    BaselineTarget you set
  • Front-desk call volume
    BaselineTarget you set
  • Pre-visit instruction confirmation
    BaselineTarget you set
  • Follow-up completion
    BaselineTarget you set
  • Patient satisfaction (buyer-measured)
    BaselineTarget you set
You stay in control, and when not to automate this

You decide what the agent may say and where it must stop. The line is drawn well short of anything clinical: it schedules, reminds, and routes, and a patient question about symptoms, medication, or a result is handed to your staff every time. Instructions it sends are the standard, pre-approved ones for an appointment type — never guidance shaped to a diagnosis.

Every message and booking is logged, and the front desk keeps a clear view of what the agent did and what it escalated. Your practice defines exactly which records the agent may touch and which actions are in scope; the agent runs only inside that boundary, and the off-switch to narrow or stop it is always yours to reach.

Rollout is incremental by default. You start the agent on one appointment type or a single recall list, watch what it sends and what it escalates, and widen the scope only once the front desk trusts it. Nothing is switched on across the whole practice on day one, and the off-switch is always a person's to reach.

When not to automate this

Nothing clinical goes near these agents — no triage of symptoms, no advice, no interpretation of a result, no decision about care. They handle the scheduling and admin around care. If a workflow needs clinical judgement, or touches sensitive health information beyond booking and reminders, keep it with your staff and your existing systems. The agent's job is to give your front desk its time back, not to stand in for a clinician.

Next step

See it on your workflow.

Tell us which workflow you would point an agent at and roughly how much of it there is. We will come back on whether it is a fit — including when the answer is that you should not build it.

  • A demo is a working walkthrough on a scenario like yours, not a deck.
  • A free POC is scoped to one workflow so you can watch it run first — request one and we will agree what it covers.
  • Prefer to check yourself first? The readiness test scores your workflow in six questions and asks for no email.
What would you like?

A working walkthrough against a scenario like yours — not a deck.

This sends a request; it does not book a slot or start a POC. We read every message and reply ourselves.