Automated Patient Scheduling and Communication Platform

Goal:

Eliminate manual scheduling and communication bottlenecks in a multi-doctor dental clinic by automating notifications, confirmations, and personalized reminders across messaging platforms while ensuring data privacy and responsiveness.

Impact Keywords:

• Process Automation
• Patient Engagement
• Operational Efficiency
• Resource Optimization

Approach:

LunarTech Lab engineered a fully automated scheduling and communication pipeline that integrates directly with the clinic’s internal calendar system and patient database. The solution unified appointment management, real-time notifications, and conversational AI support into one cohesive operational workflow.

1. Automation Engine:
2. The Lab developed a rule-based scheduling system connected to the clinic’s calendar API. The engine automatically sends appointment reminders 24 hours and 30 minutes before each visit via WhatsApp, Telegram, and email. It also supports two-way confirmation, allowing patients to instantly confirm or reschedule through their preferred channel.
3. Personalization & Customization:
4. Each message template can be customized by the clinic — from greeting style to time format, doctor’s name, or clinic branch. This flexibility maintains a human tone while saving staff hours of repetitive coordination.
5. AI-Assisted Interaction:
6. A fine-tuned large-language-model agent was trained securely on the clinic’s anonymized operational data and common patient queries. The agent allows both staff and patients to ask natural-language questions such as:
7. “When is my next appointment with Dr. Smith?” or “Can I move my cleaning to next week?”
8. The agent retrieves contextually accurate answers instantly, reducing administrative workload.
9. Integration & Compliance:
10. The solution was deployed on-premise to ensure full compliance with healthcare data-protection regulations (GDPR, HIPAA). All communications are encrypted, logged, and auditable, with configurable access controls for staff roles.

Summary:

This project demonstrates how LunarTech Lab transforms routine clinical operations through intelligent automation. By merging scheduling, communication, and conversational AI within a secure framework, the Lab delivered a scalable system that improves patient experience, reduces staff overhead, and exemplifies how applied AI can elevate everyday healthcare workflows.