Appointment scheduling and no-show reduction
High no-show-risk patients are reached on WhatsApp in advance; freed slots are refilled from the waiting list.
Appointment scheduling and no-show reduction is an agent scenario in the Healthcare sector running on the whatsapp, sms, batch channels. Trigger: Nightly batch: appointment list for the next 72 hours. The Appointment Supervisor coordinates 3 specialist agents (No-show Risk Agent, Dialogue Agent, Booking Agent) across 3 systems (Hospital Information System (HIS), WhatsApp Business API, SMS Gateway); of 9 steps, 1 write to systems and 1 are checks or approvals. Outcome: Appointment moved or confirmed, old slot released to the waiting list, reminder scheduled.
Appointment scheduling and no-show reduction
- Nightly batch: 1,240 appointments in the next 72 hours loaded
- History pulled: patient P-77120, 2 no-shows in the last 12 months
- No-show risk 0.62 (threshold 0.40) → proactive confirmation channel selected
- WhatsApp sent: "Dr Aksoy, Thu 10:20 — confirm / reschedule?"
- Reply: "Thursday is bad, next week?" → intent: reschedule, preference: next week AM
- 3 free slots found: Mon 09:00, Tue 09:40, Wed 11:20 (same physician)
- Rule check: same physician, ≤ 14 days delay, no prep conflict → OK
- Appointment moved to Tue 09:40, original slot released to the waiting list
- Confirmation SMS sent, 24 h reminder scheduled, 12 slots refilled from the list
- ■completed
Simulation · derived from real agent definitions · every agent can be built by dialogue with the Autonomous Agent and validated with a test corpus
Nightly batch: appointment list for the next 72 hours
Appointment moved or confirmed, old slot released to the waiting list, reminder scheduled
Agents
Appointment Supervisor
Decomposes the objective, delegates to agents, manages approval points, merges the result.
No-show Risk Agent
Predicts no-show risk from history
get_appointment_historyscore_noshow_riskDialogue Agent
Talks on WhatsApp and understands reschedule intent
send_whatsappparse_replypropose_slotsBooking Agent
Finds a free slot in the HIS and moves the appointment
find_free_slotsreschedule_appointmentrelease_slotsend_smsSteps
| # | Kind | Agent | What happens | System | ms | tok |
|---|---|---|---|---|---|---|
| 01 | ingest | Appointment Supervisor | Nightly batch: 1,240 appointments in the next 72 hours loaded | — | 300 | — |
| 02 | tool | No-show Risk Agent | History pulled: patient P-77120, 2 no-shows in the last 12 months | Hospital Information System (HIS) | 420 | — |
| 03 | reason | No-show Risk Agent | No-show risk 0.62 (threshold 0.40) → proactive confirmation channel selected | — | 540 | 380 |
| 04 | notify | Dialogue Agent | WhatsApp sent: "Dr Aksoy, Thu 10:20 — confirm / reschedule?" | WhatsApp Business API | 260 | — |
| 05 | reason | Dialogue Agent | Reply: "Thursday is bad, next week?" → intent: reschedule, preference: next week AM | — | 620 | 410 |
| 06 | tool | Booking Agent | 3 free slots found: Mon 09:00, Tue 09:40, Wed 11:20 (same physician) | Hospital Information System (HIS) | 480 | — |
| 07 | verify | Booking Agent | Rule check: same physician, ≤ 14 days delay, no prep conflict → OK | — | 380 | 240 |
| 08 | write | Booking Agent | Appointment moved to Tue 09:40, original slot released to the waiting list | Hospital Information System (HIS) | 520 | — |
| 09 | notify | Booking Agent | Confirmation SMS sent, 24 h reminder scheduled, 12 slots refilled from the list | SMS Gateway | 240 | — |
Patient journey coordinator: appointment, preparation, approval and results
The patient writes or calls; appointment, preparation instructions, insurer pre-approval and result notice come together in one coordinator.
Prior authorization
Payer rules searched, clinical evidence gathered and the packet ready to submit within minutes of the order.
Patient intake and triage
The patient types or talks; intake and urgency scoring take seconds, and a nurse always makes the final call.
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