Operational communicationthat supports your care team
QotBot handles appointment reminders, patient intake routing, medication adherence nudges, and post-visit follow-ups — so your staff focuses on care, not phone queues.
Healthcare communication boundary
QotBot supports operational communication: reminders, education, intake routing, and follow-ups. It does not diagnose, prescribe, replace clinicians, or handle emergencies. Sensitive conversations are escalated to qualified humans following configured rules.
See our HIPAA Notice and Security & Compliance page for deployment requirements.
Use cases
Six healthcare communication workflows
Operational workflows for common patient engagement scenarios.
Medication Adherence
SMS reminders tied to refill schedules. Patients can reply to confirm, ask questions, or request a callback.
Refill Reminders
Proactive outbound SMS when a refill window opens. Routes to pharmacy or provider if the patient responds with a question.
Appointment Reminders
Confirm, reschedule, or cancel by SMS. Reduces no-shows without staff making manual calls.
Chronic Care Education
Send approved educational content on schedule. Content is from your knowledge base — QotBot does not generate clinical advice.
Patient Intake Routing
Inbound calls or SMS are triaged by topic and routed to the right team — scheduling, clinical, or urgent care.
Post-Visit Follow-Up
Automated follow-up after appointments to confirm understanding, answer common questions, and flag concerns to staff.
Pain points
Where communication breaks for healthcare teams
Staff spend hours on appointment reminder calls
Calling patients manually for reminders is expensive and inconsistent. Voicemail callbacks pile up.
Patients miss follow-up instructions
After a visit, patients forget next steps. No follow-up system means worse outcomes and more calls back in.
Intake calls go to voicemail
Missed intake calls mean patients call competitors or walk in unannounced, stressing clinical staff.
Sensitive questions need fast escalation
When a patient asks something clinical, the system must get a human on the line quickly — not leave them in a loop.
Consent and audit trails are scattered
For HIPAA-adjacent workflows, every opt-in, opt-out, and message event needs to be timestamped and retrievable.
Automation
QotBot workflows
Each workflow follows: Trigger → Channel → Action → Escalation → Outcome.
Automated
Every step documented,
every escalation handled.
Appointment reminder workflow
- Trigger48 hours before scheduled appointment
- ChannelOutbound SMS to patient's consented number
- ActionSend reminder with Confirm / Reschedule / Cancel reply options
- EscalationIf no reply within 24h, flag to scheduling team for manual follow-up
- OutcomeConfirmed, rescheduled, or cancelled — logged with consent event timestamp
Patient intake call routing
- TriggerInbound call to main practice line
- ChannelVoice IVR (DTMF + speech)
- ActionIdentify intent: scheduling, clinical question, urgent, billing
- EscalationClinical and urgent intents route to live staff immediately
- OutcomeScheduling handled by bot; clinical routed to nurse line; urgent to on-call
Post-visit follow-up
- Trigger24 hours after appointment marked complete in scheduling system
- ChannelOutbound SMS
- ActionSend approved follow-up message with optional reply prompt
- EscalationIf patient reports concern or asks a clinical question, alert staff
- OutcomePatient acknowledged, question logged, staff alerted if needed
Coverage
Inbound vs. outbound
| Scenario | Direction |
|---|---|
| Patient calls to schedule | Inbound |
| Patient calls with urgent concern | Inbound |
| Appointment reminder | Outbound |
| Medication refill nudge | Outbound |
| Post-visit check-in | Outbound |
| Patient replies with clinical question | Inbound reply |
Integrations
Connect the systems your team already uses
EHR, scheduling, communication, and compliance tools — all in one flow.
Scheduling & EHR
Communication
Compliance & Audit
Native = built-in connector · Configured = setup required · Custom = API/webhook
Safety
Escalation rules — no dead ends
Clinical question detected
Route to nurse line or on-call staff immediately
Patient expresses distress or emergency
Alert on-call staff; provide emergency contact
QotBot cannot answer with approved knowledge
Acknowledge and transfer; never guess
STOP received
Opt out immediately; log in consent ledger; stop all outbound
Patient doesn't respond after 3 attempts
Flag to staff for manual follow-up
Outcomes
What teams typically observe
Indicative outcomes from operational use. Results depend on workflow configuration and patient population.
Reminder coverage
Staff time spent on manual reminder calls shifts to exception handling
Intake routing
Inbound calls reach the right team on first contact, reducing transfers
Consent tracking
Every opt-in, opt-out, and message event is timestamped and auditable
