AI systems for clinics

In a clinic, reception is the bottleneck: missed calls, no-shows, the same admin questions over and over, and diaries that overflow. STAKKER SYSTEMS builds AI phone agents, WhatsApp chatbots and workflows that cover admin enquiries 24/7, while everything clinical stays in the hands of healthcare professionals. The system is designed to cut front-desk workload, not to replace the person who looks after the patient.

What usually fails

Missed calls at peak times or out of hours, which means patients ringing the clinic down the road instead.
No-shows that leave empty slots in the diary because the reminder goes out late or not at all.
Reception answering the same admin questions 30 times a day ("opening hours", "ballpark prices", "how do I get there", "what do I need to bring").
Manual rebooking that takes more time than the appointment itself.
WhatsApp enquiries with nobody to reply at 10pm, when most patients are writing.

What we build

AI phone agent for admin reception

Picks up incoming calls and works out whether it's a new appointment, a reschedule, an admin FAQ or a clinical matter. If it's administrative, it handles it. If it's clinical, it passes the caller to a healthcare professional with no AI filtering.

WhatsApp chatbot for appointments and reminders

A WhatsApp Business API bot that offers available slots, books appointments in the clinic's system, and sends a confirmation and a reminder. If the patient cancels, the slot is freed up automatically.

Automatic reminders with confirmation

48 hours and 2 hours before the appointment, the patient gets a WhatsApp reminder. They confirm or cancel. If they cancel, the slot is released and can be reassigned.

Admin FAQs with RAG

A website chatbot built on your public information (opening hours, location, parking, ballpark prices, payment methods, paperwork needed). It takes the repetitive questions off your plate.

n8n workflows with your practice management software

Syncs with clinical software (Doctoralia, Dentaltic, ClinicCloud, custom) and your calendar, without touching patient records. Only diary, identity and administrative data.

Use cases

Late-night call to a clinic

A patient rings at 9:30pm to book. The AI agent asks the reason (check-up, administrative urgency, first visit), offers available slots, books the appointment and sends a WhatsApp confirmation. Reception doesn't lift a finger.

Reminder with slot reassignment

48 hours before, the patient gets a reminder. They cancel because they can't make it. The system frees the slot and offers it to the next patient on the waiting list, in order. The slot is filled automatically.

Admin FAQ via WhatsApp

A patient writes "what do I need to bring for my first visit?". The bot replies with the public checklist, the clinic's details and opening hours. No need for reception to step in.

Clinical case detection and handover

A patient writes describing symptoms or asking for medical advice. The bot replies "this needs a professional review, I'll pass you to the team" and hands over without generating any clinical answer.

Weekly report for the manager

Every Monday an automatic summary: appointments booked, no-shows, coverage rate, waiting list, most common FAQs. The manager decides on any operational adjustments.

What to automate first

Phone reception out of hours (evenings, Saturdays, bank holidays).
Booking and rescheduling of administrative appointments.
Automatic reminders 48 hours and 2 hours before, with confirmation.
Reassigning cancelled slots to the waiting list.
Public admin FAQs (opening hours, ballpark prices, paperwork).

What not to automate yet

Clinical diagnosis, medical advice, treatment recommendations. NEVER. The AI does not answer symptoms with clinical advice.
Access to patient records, prescriptions, medical reports. The AI does not touch the clinical system or Article 9 GDPR data.
Communications about test results, diagnoses or medical decisions. These are communicated by the healthcare professional.
Treating minors without verified guardian consent.
Sensitive data (health, genetic, mental) without the clinic's DPO (data protection officer) and a prior DPIA (data protection impact assessment).

How the flow looks

Patient calls or messagesThe patient gets in touch by phone, WhatsApp or the website at any time.
Identifying the type of enquiryThe system classifies it: new appointment, reschedule, admin FAQ or clinical case. Only administrative matters stay with the AI.
Administrative resolutionBooking, rescheduling or an FAQ answered using public information. Confirmation sent by WhatsApp.
Clinical handoverIf the enquiry touches on a medical topic, the AI hands over without answering and notifies reception so they pick it up during opening hours, or the patient gets a call the next day.
Reminder before the appointmentA reminder with the appointment details goes out 48 hours and 2 hours before. The patient confirms, cancels or reschedules. The slot is freed up or reassigned automatically.
Visit with the professionalThe healthcare professional does their work in person. The AI plays no part.
Administrative follow-upWhere appropriate, a reminder for the next appointment or an administrative (not clinical) satisfaction survey. Data is stored only if there is a legal basis.

Risks to watch in this sector

Health data is a special category under GDPR (Art. 9). It can only be processed under reinforced conditions and kept separate from the administrative work the system automates.
The system must make it clear to the patient that they are talking to a virtual assistant and that for clinical matters they will speak to a healthcare professional.
Recording calls in the healthcare sector requires a DPIA by default (high risk). We recommend working with limited transcription and short retention.
Any flow that touches patient records, prescriptions or diagnosis requires the clinic's DPO and legal validation.
Promotional messages to patients (annual check-up reminders, offers) require documented, explicit consent, not assumed from an existing relationship.

What we build it with

AI phone agent, WhatsApp chatbot, n8n automation, Clinic management software (no patient records), Internal dashboard with administrative KPIs, Email/WhatsApp reminders and confirmations

Frequently asked questions

Will the AI give medical advice or diagnose?

No. This is rule number one. The AI only covers administrative reception: booking, reminding, answering public FAQs. Any clinical enquiry is passed to a healthcare professional without the AI generating a response. It's an explicit commitment we put in the contract.

Does it comply with data protection rules in healthcare?

We design the system to minimise the processing of health data and keep it separate from the administrative flow. Final compliance with LOPDGDD (Spain's data protection law), GDPR and regional healthcare regulations is validated by your DPO or legal adviser. Without their sign-off, we don't go live.

Does it work with Doctoralia, Dentaltic or our own software?

Yes, all modern clinical management software has an API or webhooks. For legacy software we assess integration via email or a dashboard. The AI only touches the diary, identity and administrative data, NEVER patient records.

How much do no-shows come down?

It depends on the case. Industry literature on automatic reminders with confirmation points to significant reductions in no-shows, but those are market figures, not ours. We don't promise specific numbers until we've measured your baseline.

Do we need to sign anything special?

Yes: a services contract plus a DPA (data processing agreement) with reinforced clauses for the healthcare sector, a list of sub-processors, technical and organisational measures, and a DPIA if applicable. See the AI and data protection page for details.

To understand the terms

What is an AI agent, What is WhatsApp Business API, What is n8n, What is AI automation