Medical clinics

Fewer empty slots, less admin before every appointment

Clinic administration is a constant stream of confirmations, forms, reminders and repeat requests. Each one is small; together they consume the day. Xgenta drafts the routine communication so your staff spend their attention on the patients in front of them — and because health data is special category data, it stays in the UK or the EU with every action logged.

Configure your medical agentBook a scoping call
No card for trial · Every message approved by your team before it sends
Operations

Where Xgenta removes work from your patient journey

Your clinic rarely loses time in one dramatic failure. It loses it between stages — enquiries wait, cancellations leave gaps, forms arrive late and recommended follow-ups are never booked. The Operations agent watches those handovers and prepares the next action for your team to approve.

  • Enquiry

    Guided pilot

    Captures and classifies enquiries, then prepares a timely response for your team to approve.

  • Booking

    Integration required

    Coordinates booking information and prepares waiting-list offers when an appointment becomes available.

  • Pre-appointment

    Guided pilot

    Sends approved reminders and surfaces missing forms, deposits and pre-authorisation before the appointment.

  • Consultation and treatment

    Clinician-led

    No clinical decision-making or treatment automation.

  • Follow-up and onward care

    Integration required

    Tracks agreed next steps and prepares follow-up communication when the relevant systems are connected.

  • Invoicing and insurance

    Integration required

    Surfaces exceptions and prepares administrative chasers when billing data is connected.

  • Recall and review

    Integration required

    Monitors approved due dates and prepares recall outreach from connected scheduling or patient systems.

  • Aftercare and feedback

    Guided pilot

    Prepares scheduled aftercare check-ins, feedback requests and approved review invitations.

Any of theseEnquiry arrivesSlot cancelledRecall dueOperations agentReads only the sources you approveWrites in your own tone, never clinicalDrafts the reply, form request or recallHeld as a draft — nothing has left the building yetYour team decidesApproveEditRejectA rejection records the reason, so the next draft is betterWrites to your practice management systemYour system stays the source of truthNo clinical content · Every message approved · Full audit trail
Operations guardrailsApplied to every step above, without exception
  • No triage, symptom assessment or clinical advice
  • Results go to the clinician, never to the patient
  • Every patient message approved, or sent from a template you approved
  • Your clinical system stays the source of truth
  • Full audit trail, exportable for CQC evidence

Consultation and treatment is deliberately excluded from automation. Examination, diagnosis, prescribing and every other clinical judgement stay with the clinician.

Nothing slips through the diary any more. Appointments are filled, pre-authorisation is done before the patient arrives, and reviews go out on schedule.

Booking, forms, pre-authorisation, invoicing and recalls — written into your clinical system, approved by your team, never clinical.

Sales

Self-pay conversion and follow-up care completion

In a clinic, sales means self-pay conversion and follow-up care completion. Both are follow-up problems, both are usually unowned, and both are the first thing to slip when the clinic gets busy.

  • Enquiry response

    Guided pilot

    Answers promptly with clear next steps and what the patient should expect.

  • Quote tracking

    Integration required

    Tracks each quote as presented, accepted, declined or undecided.

  • Undecided follow-up

    Guided pilot

    Follows up on a defined sequence, referencing what was actually discussed.

  • Plan completion

    Integration required

    Tracks each recommended step through to a booking rather than a reminder.

  • Lapse re-engagement

    Integration required

    Flags lapsed courses for re-engagement before the patient is lost entirely.

  • Payment options

    Integration required

    Surfaces the payment plan or finance options the clinic has already approved.

  • Clinical question

    Clinician-led

    Escalates immediately and answers nothing clinical.

Any of theseSelf-pay enquiryQuote undecidedCourse lapsedSales agentReads only the sources you approveWrites in your own tone, never clinicalDrafts the follow-up for that patient and quoteHeld as a draft — nothing has left the building yetYour team decidesApproveEditRejectA rejection records the reason, so the next draft is betterLogs the outcome against the quoteYour system stays the source of truthNo clinical advice · No invented pricing · Every message approved
Sales guardrailsApplied to every step above, without exception
  • No clinical advice, treatment recommendation or discussion of suitability
  • No pricing beyond what you have already quoted
  • Every message approved before it sends
  • Nothing that pressures a patient toward treatment

Clinical questions are deliberately excluded from automation. Suitability and treatment recommendations belong to a clinician, never to a follow-up sequence.

No recommended follow-up gets forgotten any more. Every treatment plan is booked, and patients mid-course don't quietly disappear.

Enquiry response, treatment plan follow-up and course completion — approved by you, never clinical.

Marketing

Content and reputation, inside the advertising rules

Advertising by regulated healthcare professionals is governed by your professional body and by CAP rules on health claims. So this agent is built around what it will not say, and it publishes nothing on its own.

  • Content planning

    Guided pilot

    Plans content around your actual services and seasonal demand.

  • Drafting

    Guided pilot

    Drafts posts and articles from a pre-approved claim library, in the clinic's voice.

  • Profile upkeep

    Integration required

    Keeps hours, services, clinicians and answered questions current.

  • Feedback requests

    Guided pilot

    Triggers review and feedback requests after suitable appointments.

  • Review monitoring

    Integration required

    Drafts responses for approval and escalates negatives immediately.

  • Handover

    Guided pilot

    Hands generated enquiries to the Operations flow so they become appointments.

Any of theseContent dueAppointment completedNew review postedMarketing agentReads only the sources you approveWrites in your own tone, never clinicalDrafts the post, request or review replyHeld as a draft — nothing has left the building yetYour team decidesApproveEditRejectA rejection records the reason, so the next draft is betterPublishes to your profile and channelsYour system stays the source of truthApproved claims only · No patient information · Nothing auto-published
Marketing guardrailsApplied to every step above, without exception
  • Nothing publishes without your approval
  • No clinical claims, outcome promises, before-and-after imagery or treatment testimonials
  • Patient information never appears in marketing content
  • A review reply never confirms or denies that someone is a patient

Nothing sits in draft any more. Your clinic posts every week, feedback gets asked for, and your profile stays current.

Content, feedback and profile — drafted, reviewed by you, published.

Does it fit your stack?

Works with the tools you already run

A logo shows that a system matters to clinics, not that it is already connected. Each card states whether it is available, guided, integration-dependent or planned.

Microsoft 365 / Outlook

Available now

Google Workspace

Available now

Clinic website

Guided pilot

Semble

Integration required

Cliniko

Planned

Pabau

Planned

Medesk

Planned

WriteUpp

Planned

Nookal

Planned

Zanda

Planned

TM3

Planned
Beyond the practice system

The rest of what your clinic runs on

Your practice management system is only part of the picture. These are the other systems a clinic runs on, and what an agent would do with each — including whether it works today or needs integration work first.

CategorySystems in useWhat the agent does with itAvailability
Insurance Bupa, AXA Health, Vitality, Aviva provider portalsPre-authorisation chased before the appointment. Rejected claims flagged for resubmission rather than written off.Integration required
Laboratories Direct laboratory integrations, notably via SembleResults tracked so nothing sits unactioned — and flagged only to a clinician.Integration required
Accounting Xero, QuickBooks, SageRemoves re-keying between the clinical system and the ledger.Planned
Patient communication Email, SMS, patient portalReminders, recalls, form requests and notifications — approved before they send.Guided pilot
Online booking Practice website, PMS booking portalConverts enquiries into booked appointments without occupying reception.Integration required
Reviews and feedback Google Business Profile, Doctify, TrustpilotFeedback and review requests, drafted for approval — also evidence for CQC.Integration required
Build your agent blueprint

Choose the work you want Xgenta to coordinate

No credentials, patient information or clinical data are collected here. Your choices become a draft setup plan after registration.

Control and compliance

Patient data stays in the UK or the EU. It is not processed on US infrastructure and is not used to train external models. Every action an agent takes is logged and exportable, which is the same evidence trail a CQC inspection asks for. Your clinic signs off once, not per project — and we complete your data-processing agreement before a pilot touches real data.

Before you start

Questions we get from medical clinics

Is this a medical device or clinical decision support?
Not quite your world?

Other industries we build for

Dental practicesTreatment plans followed up, recalls that never slip, chairs that don't sit empty.Legal officesClients who stop chasing you for updates, matters that move, time that gets billed.Insurance brokersRenewals worked every month, quotes followed up, nothing left to the diary.Real estate agenciesEnquiries answered in minutes, viewings booked, chains chased without you.
Your next step

Turn your clinic requirements into a saved agent blueprint.

Choose the administrative workflows and systems you need, then carry the same brief into a scoping call.

Configure your medical agentBook a scoping call