Reminders & no-show recovery
Help patients keep their visits, and rebook the ones they miss.
Clara, the AI care agent from Pythagoras AI, connects to your scheduling system and calls patients before their visit. She confirms the visit, answers questions like where to go, and finds a new time if the patient can't make it. When a patient misses a visit, she calls to book again. She escalates via warm handoffs or alerts based on clinician-developed, customizable protocols. Fully managed by Pythagoras AI.
We manage Clara. Your team stays in charge.
Appointment reminder call
Clara moves the visit to a day the patient can make.
In this sample call, the patient can't make Thursday and asks for another day.
Call summary
Appointment reminder
New time
Clara books it in your calendar under the site's rules.
“Can you still make your visit on Thursday?”
“No, I need another day. Is Monday open?”
Send to Practice schedule
See the new time in your calendar.
Clara checks your visit records to confirm the test was done.
The problem
Patients miss visits they need, and many never rebook.
Many patients who miss a visit had a question or a conflict that a one-way reminder couldn't sort out. After they miss it, they often don't get a call to book again.
They need a different time
Something came up, and the patient doesn't want to sit on hold to change it, so they skip the visit.
What Clara does: Finds a new time and books it in your calendar while the patient is on the call.
They aren't sure where to go
The visit is at a new location, or the patient doesn't know which building or floor.
What Clara does: Tells the patient where to go and texts them the address and time.
They have no ride
The patient planned to go but has no way to get there on the day.
What Clara does: Asks every patient if they need a ride and sends the request to your team before the visit.
They missed it and never rebooked
The patient missed the visit and never got a call to find a new time.
What Clara does: When your system marks a visit missed, Clara calls the patient and books a new time.
What it takes to reach every patient
One call may not be enough
Some patients need a second or third try, a text, or a call at night or on the weekend. Clara can make outbound calls and handle inbound calls 24/7.
Patients may not pick up
An unknown number can put patients off. Pythagoras AI manages texting and branded calling.
Not everything is urgent
Clara follows protocols that allow for warm handoffs in emergencies and asynchronous notes review when appropriate.
How it works
What we do.
- 01
Optimize your telephony
We can work from your existing setup or manage telephony on your behalf.
- 02
Connect to your systems
Connect to your scheduling system and EHR.
- 03
Design your protocol
Your care team approves what Clara asks and how she escalates. Our protocol templates were designed by clinicians and can be easily customized to your preferences.
- 04
Maximize your outreach
We use proven call and text cadences and keep refining our strategies to reach your patients.
- 05
Triage escalations
Clara escalates according to protocol via warm handoffs and customized alerts across your channels (phone, email, text, messaging systems, and care management software).
- 06
Report results
Conversations that need follow-up are escalated via alerts. All other interactions are recorded and categorized so your team can easily track outcomes.
A patient can't make Thursday's visit.
Clara asks which day works better and books Monday morning in your calendar while the patient is on the call. She sends a text with the new time and the address.
What happens next
The visit is rebooked, the patient has the details by text, and your team sees the change in the schedule.
Before calls start
What we need from you.
- Access to your scheduling system
- When to call and how often to try
- Your rules for rebooking missed visits
- Who gets escalations, and a backup
Results
What we measure.
- Visits confirmed
- Patients who confirmed they're coming.
- Visits rebooked
- Missed or cancelled visits that got a new time.
- Visits attended
- Visits the patient attended, checked against visit records.
Questions
Common questions.
The setup depends on the people you serve, your systems and your team.
What healthcare AI tools automate appointment scheduling and reminders?
Pythagoras AI. Its AI care agent, Clara, confirms visits, reschedules on the call and calls patients who missed a visit to book again. Clara books the new time in your calendar under your practice rules.
Can Clara fill cancelled slots?
Yes. When a visit is cancelled, Clara can call patients on your waitlist and offer them the open time.
How does Clara know a visit was missed?
Your scheduling system marks the visit missed, and Clara calls the patient to book again under your rules.
Can we use this for specialist visits and tests?
Yes. Clara can remind and rebook any visit or test on your schedule.
Is patient data secure?
Pythagoras AI is SOC 2 Type 2 and HIPAA compliant, and we sign a BAA. Ask us for the security details your team needs.
Who Clara serves
Built for organizations that carry risk.
Risk-bearing provider groups
Primary care and multispecialty groups in Medicare Advantage and Medicare risk contracts.
ACOs
MSSP and ACO REACH participants.
Health plans
Medicare Advantage, Medicaid managed care, and D-SNP plans.
Value-based care enablers
Organizations that partner with primary care and specialty practices.
Keep reading
Related pages
Diagnostic test scheduling
Clara calls patients who need an echocardiogram or another diagnostic test, explains why their doctor ordered it and books it at a site that works for them. Fully managed by Pythagoras AI.
Annual wellness visit outreach
Clara books annual wellness visits under each practice's rules and sends reminders.
Care management enrollment
Clara calls eligible patients, explains your care program, enrolls patients under your consent steps and makes warm handoffs to care managers.
Get Started
See how Clara would handle your care management.
Book a 30-minute demo. We will discuss your team's needs and show how you could get the results.