Cut no-shows in half.
Fill every chair.
OpenClaw sends appointment reminders, automates patient intake, follows up on treatment plans, runs recall campaigns, and coordinates referrals. Your front desk handles patients, not paperwork. Runs 24/7 on a $5/month server.
The Practice Operations Problem
Your front desk is a bottleneck. Your patients feel it.
Private practices lose tens of thousands every year to no-shows, manual intake, missed follow-ups, and patients who simply drift away because nobody reached out.
No-shows are bleeding your revenue.
15% to 30% of appointments end as no-shows. That is an empty treatment room with a provider sitting idle, staff waiting, and overhead running. One no-show costs $200 or more. Five per week costs over $50,000 per year.
Intake paperwork consumes your front desk.
New patient arrives. Forms need to be filled out. Insurance needs to be verified. Medical history needs to be entered into the EHR. Your front desk spends 45 minutes per new patient on tasks that should have been completed before they walked in.
Patient communication falls through the cracks.
Treatment plans go unsent. Post-visit follow-ups get skipped. Referral coordination stalls. Between visits, patients hear nothing from your practice. The ones who needed a 6-month follow-up simply never schedule it.
Recall campaigns exist on paper, not in practice.
You know which patients are overdue. The list sits in your EHR. But nobody has time to call 200 patients to schedule their annual visit. So they go to whoever sends them a reminder first, or they skip care entirely.
What OpenClaw automates
8 workflows that improve patient care and revenue.
Start with appointment reminders. Add the rest as your practice grows. Each automation improves patient experience while freeing your team.
01
Appointment Reminders with Confirmation
Tools: Jane App, SimplePractice, Twilio, Google Calendar
OpenClaw sends reminders at 72 hours, 24 hours, and 2 hours before the appointment. Each includes a one-tap confirm or reschedule option. If the patient cancels, it immediately offers the slot to your waitlist. No-show rates drop dramatically when patients get the right number of touches.
02
New Patient Intake Automation
Tools: Jane App, SimplePractice, JotForm, Twilio
New patient booked. OpenClaw sends intake forms digitally within minutes. Demographics, medical history, insurance information, consent forms. Patient completes everything on their phone before they arrive. Data flows directly into your EHR. Front desk greets them instead of handing them a clipboard.
03
Insurance Verification Workflow
Tools: Kareo, DrChrono, Availity, Google Sheets
Before the appointment, OpenClaw verifies insurance eligibility, checks coverage details, and flags any issues. If there is a problem, the patient gets contacted before they arrive, not after. Your billing team spends less time on claim rejections and more time on collections.
04
Treatment Plan Follow-Ups
Tools: SimplePractice, Twilio, Mailchimp, Zoom
Patient leaves with a treatment plan. OpenClaw follows up at the intervals you define. Day 3: how are you feeling? Day 7: are you following the plan? Day 14: time to schedule your follow-up. For therapy practices, includes check-in prompts between sessions. Patients feel cared for and stay engaged.
05
Patient Satisfaction Surveys
Tools: Google Business, Twilio, JotForm, Mailchimp
After every visit, OpenClaw sends a brief satisfaction check. Happy patients get a Google review request with a direct link. Unhappy patients get routed to an internal feedback form so you can address the issue before it becomes a public review. Reputation management on autopilot.
06
Recall Campaigns for Overdue Patients
Tools: Jane App, SimplePractice, Twilio, Mailchimp
OpenClaw scans your patient database weekly. Anyone overdue for their annual physical, dental cleaning, therapy check-in, or follow-up gets a personalized outreach. Text first, then email, then a phone prompt if needed. Segments by how overdue they are and adjusts the message accordingly.
07
Referral Coordination
Tools: EHR system, Fax, Email, Google Sheets
Patient needs a specialist referral. OpenClaw packages the relevant records, sends the referral to the specialist's office, follows up to confirm receipt, and notifies the patient with the specialist's contact info and next steps. Closes the loop that usually stays open for weeks.
08
Practice Performance Dashboard
Tools: EHR system, QuickBooks, Google Sheets, Slack
Weekly report delivered automatically. Patient volume, no-show rate, new patient acquisition, recall completion rate, revenue per provider, outstanding balances. Everything your practice manager needs in one view, compiled without manual data pulling.
Patient nurturing on autopilot
From inquiry to loyal patient. Automatically.
Every prospective patient gets a fast, professional experience. Every current patient gets proactive follow-up. Nobody falls through the cracks.
New Patient Inquiry
Website form, phone call, Psychology Today listing, or referral from another provider. The prospective patient reaches out.
Instant Response with Availability
OpenClaw responds with your next available appointment, accepted insurance plans, and a brief welcome message. Professional, warm, immediate.
Digital Intake Forms Sent
Demographics, medical history, insurance card upload, consent forms. Patient completes everything on their phone. No paper, no clipboard, no waiting room delays.
Pre-Appointment Reminder
Reminder with the provider's name, office location, parking instructions, and what to bring. One-tap confirm button. Reschedule option if needed.
Final Reminder
Quick text: "We look forward to seeing you at 2pm today." Reduces last-minute no-shows by giving patients one more touchpoint.
Post-Visit Follow-Up
Thank you message, satisfaction check, treatment plan summary, and next appointment scheduling link. The patient feels cared for before they even process the visit.
Treatment Plan Check-In
How are you feeling? Any questions about your treatment plan? Need to adjust anything? Proactive communication that improves outcomes and retention.
Recall and Re-Engagement
Overdue for a follow-up? Haven't been in 6 months? OpenClaw reaches out with a personalized message and a direct booking link. Patients who would have drifted away come back.
The ROI
Better patient experience. Lower overhead.
Front Desk Staff
Essential but overwhelmed
Virtual Receptionist
Better reach, limited capability
OpenClaw
The modern practice solution
Quick math: If appointment reminders reduce your no-show rate from 20% to 8%, that is roughly 12 recovered appointments per month at $200+ each. That is $2,400 in recovered revenue, every month, for $5.
How it works
Fewer no-shows by next week.
Get the $19 Workshop
Guided setup on Mac, PC, or VPS. Connect your practice management tools and run your first automation. One payment, lifetime access.
Connect Your Practice Tools
Link Jane App, SimplePractice, Kareo, or your EHR. Connect Twilio for SMS, Google Calendar, and your email system. OAuth connections, no coding required.
Activate Appointment Reminders
Start with the highest-impact automation. Three-touch reminder sequences cut no-shows by 40% to 60%. Running in under an hour.
Expand Patient Communication
Add intake automation, recall campaigns, treatment follow-ups, and review requests one at a time. Each workflow improves patient experience and practice revenue.
Start this week
Reduce no-shows starting today.
The $19 Workshop walks you through installation, connecting your practice management system, and building your first reminder sequence. Most practices have it running the same afternoon.
Get the $19 WorkshopCommon questions
Questions private practices ask.
Written by
Kevin Jeppesen
Founder, The Operator Vault
Kevin is an early OpenClaw adopter who has saved an estimated 400 to 500 hours through AI automation. He stress-tests new workflows daily, sharing what actually works through step-by-step guides and a security-conscious approach to operating AI with real tools.
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Let our team build your complete patient communication stack. From appointment reminders to recall campaigns.