Where should a medical clinic start with AI?

With confirmations, reminders and rescheduled visits. In the review we count how many slots are lost.

How much does front desk automation cost?

From €3,000 net, paid once. After the 5-day test the build takes 2 to 6 weeks. You get a fixed price before the contract: 50% on signing and 50% after acceptance on your own cases.

ChatGPT will help with a letter to a patient. Health data needs agreed processing, and schedule changes need a connection to your calendar. Your admin team on ChatGPT or Claude with data rules is a second step, from €1,150 net.

When does it not pay off?

Below 130 appointment changes a month the payback takes more than a year. Then it is better to start with ChatGPT or Claude for the team, from €1,150 net, with training on your own tasks.

Does the system touch medical records?

No. It organises appointments. Records, diagnoses and recommendations stay with the staff.

What do we need to prepare?

The appointment calendar, 20 to 100 rescheduling requests from recent weeks and your rescheduling rules.

Medical clinics · Rollout scenario · Updated 22 October 2026

AI in healthcare: running the clinic's admin

The front desk phone never stops ringing. The system confirms visits, sends reminders and handles rescheduling, and the front desk approves the changes.

Automation, paid once: from €3,000 net

Test on your process: €0
You pay 50% after acceptance

How much does AI for a medical clinic cost, and when does it pay back?

Short answer

AI for a medical clinic costs from €3,000 net. In our scenario it pays back in 1 month. Today, handling 1,500 confirmations and appointment changes by hand costs €3,490 a month. With the system, the same work costs €533. Treatment and clinical decisions stay with the staff. The system organises appointments. The test on your process is free.

Statistics

Missed appointments statistics 2026

23%
According to a systematic review in Health Policy (2018), the average no-show rate for medical appointments is about 23%.
Source: Dantas et al., Health Policy, No-shows in appointment scheduling (2018) ↗
48.8%
According to Eurostat (2025), 48.8% of EU enterprises that considered AI and did not use it named concerns about data protection and privacy as a reason.
Source: Eurostat, AI use in enterprises 2025 (2025) ↗
84%
According to the European Commission (2025), 84% of Europeans think AI needs careful management to protect privacy and ensure transparency at work.
Source: European Commission, survey on AI and the future of work (2025) ↗
47%
According to the European Commission (2026), customer service is the most common use of AI among EU small and medium-sized companies that already use it: 47%.
Source: European Commission, Flash Eurobarometer (2026) ↗
90%
According to the European Commission (2026), 90% of companies using AI say people take the decisions. In these companies, 2% of decisions are fully automated.
Source: European Commission, Flash Eurobarometer (2026) ↗

Figures checked: 22 October 2026

Cost today · Scenario

What the front desk costs you today

€3,490

a month for handling 1,500 confirmations and appointment changes by hand

Payback: 1 mo.

In your company

Clinic
400 appointment changes · €931 a month
3.8 mo. payback
Network of 3 to 5 sites
1,500 appointment changes · €3,490 a month
1 mo. payback
Large network
4,000 appointment changes · €9,307 a month
0.4 mo. payback

The team gets back about 85 hours of work a month, or 11 working days, and the company €35,485 a year. We count after the time a person spends checking and after the model cost. The process also brings money: recovered visits are worth about €1,721 a month in this scenario (see the assumptions under "How we calculate it"). According to a systematic review in Health Policy (2018), patients miss about 23% of booked medical appointments. A slot cancelled early can go to someone on the waiting list.

Source: Dantas et al., Health Policy, No-shows in appointment scheduling (2018) ↗

How we calculate it

1,500 × 4 min = 100 h × €34.90 = €3,490 a month. With the system, a person checks the output in 15% of the old time (€524) and the model costs €9. That leaves €533. The saving is €2,957 a month, so €3,000 pays back in 1 month. On top of that, recovered visits bring about €1,721 a month in this scenario, which the payback leaves out.

Assumptions: 4 minutes per confirmation, reminder or rescheduling and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: Claude Sonnet 5.5, about 2,000 + 300 tokens per change, at the ECB rate of 1.1205 USD per euro on 22 October 2026. Recovered visits are a scenario: we assume 1 in 30 handled changes frees a slot early, the front desk fills it from the waiting list and a visit is worth €34. In the review we count it on your price list.

Book a free process review (30 min)

We will calculate it on your schedule.

How it works

What changes at the front desk

Today

A patient calls to move a visit
Client
The front desk cannot answer
Team
The patient does not turn up
Client
The slot is lost
Team
The waiting list never hears about it
Team

With the system

A reminder with an option to cancel
System
The patient replies to reschedule
Client
Proposes free slots
AI
The front desk approves
Person
The freed slot goes to the waiting list
System

What stays with people: Treatment and clinical decisions stay with the staff. The system organises appointments.

Client results.

All projects →

customer service

foap.com customer service: 95% of replies are sent automatically.

Users from several countries write to foap.com, in several languages. The system reads the entire conversation and the terms of that person, and then sends a response in that person's language. Questions about money and exceptions go to the team with a ready draft, so they have to check and send them.

the system sends the answers itself, without human typing: 95%; the system sends the answers itself, without human typing
time from the arrival of the e-mail to the ready response (median): 30 s; time from the arrival of the e-mail to the ready response (median)
e-mails that require a response receive a ready-made draft: 100%; e-mails that require a response receive a ready-made draft
less work for every 1000 answers (estimate): 47 h; less work for every 1000 answers (estimate)

Data from foap.com production, October 20-21, 2026. Estimate: 3 minutes for handwritten response.

How foap.com customer service works →

Sample messages. Money matters always come to the person.

Other implementations

jaktako.design

studio projektowe

−87%

Time to look for new customers, every day

4 hours → 30 min

approx. 73 hours less per month (21 days of work)

according to the studio

How the agent loop works →

real estate

approx. −90%

Operator time spent browsing portals, per day

2–3 hours → 20 min

approx. 45 hours less per month (21 days of work)

respect · contact the seller 5 minutes after the announcement

How the agent finds property listings →

HR team

firma technologiczna, NDA

−3–4 h

Recruiter's work for each candidate

the first conversation is conducted by a voicebot

How voicebot conducts recruitment →

Staffing agency

NDA

almost −1 h

Work for each person registered

CRM updates after each conversation

How voicebot calls candidates →

Who already works this way

Our systems already work for clients

What this scope builds on

The enquiry handling system that runs at a client

For a staffing agency (client under NDA) we built enquiry handling with a voicebot that leads the first call and records the result in the CRM. The agency saves almost an hour of work for every person who applies.

See the system →

Kuba Koziej, CEO and co-founder of MoreGrowth and board member at Natu.Care — Kuba KoziejCEO and co-founder, MoreGrowthView the original training review on LinkedIn ↗

„I already use AI.”

Your people too. Just no rules.

From our conversations with companies

5 na 10 employees paste sensitive data into private AI accounts: contracts, invoices, customer data.

In ESET survey (2026)

1 na 10 admits this in the survey.

Customer data pasted into a private AI account without an data processing agreement is a violation of the GDPR.

Don't worry, we won't tell anyone :)

What do we see in companies that "already use"

Only ChatGPT or Claude accounts, without plugins, skills, integrations and MCP servers with company tools.
Company programs are not connected to AI. People still click through systems and Excel, and enter chat data manually.
Lack of company standards: everyone writes instructions in their own way, no one shares what works.
No rules for personal data, GDPR and company secrets.
No limits and no visibility: no one knows who uses AI, how much and for what.

62% Polish employees use AI at work · 27% companies have written rules for working with AI.

Source: ESET and DAGMA, Cyberportrait of Polish business 2026 (March 2026, 1,026 people) ↗

ChatGPT or Claude space review

Accounts, permissions, rules for working with data and 5 tasks set for the team. 1 day.

€450 net

ChatGPT rollout →Claude rollout →

Company accounts, rules of working with data and team training in 2 weeks, from €1,150 net.View implementation for the team →

How to start

How to start. The first two steps are free.

1 · 30 min
Free process review
€0
An engineer works out the cost of the process with you. Written plan within 2 working days.
2 · 5 days
Test on your process
€0
We run 20 to 100 cases your team has already handled.
3 · 2–6 weeks
Build
from €3,000
Fixed price in the contract. 50% on signing, 50% after acceptance on your test set.

Book a free process review (30 min)

or call+48 888 78 48 78 WhatsAppMon–Fri 9:00–17:00 CET

You will see the slots in your time zone.

Included in the build

Visit confirmations and reminders
Handling requests to reschedule
A list of free slots for the front desk
Calendar entry after approval

What happens to your data

You choose the test cases. We anonymise them on request.
They stay in the EU and we delete them after the test.
We sign the NDA and the data processing agreement before we receive anything.

After acceptance you keep the code, the test set and the documentation. You pay for licences and model usage directly to the provider. Your clinic's admin team on ChatGPT or Claude: from €1,150 net for a team of up to 10 people.

Questions

Where should a medical clinic start with AI?
With confirmations, reminders and rescheduled visits. In the review we count how many slots are lost.
How much does front desk automation cost?
From €3,000 net, paid once. After the 5-day test the build takes 2 to 6 weeks. You get a fixed price before the contract: 50% on signing and 50% after acceptance on your own cases.
Is ChatGPT enough?
ChatGPT will help with a letter to a patient. Health data needs agreed processing, and schedule changes need a connection to your calendar. Your admin team on ChatGPT or Claude with data rules is a second step, from €1,150 net.
When does it not pay off?
Below 130 appointment changes a month the payback takes more than a year. Then it is better to start with ChatGPT or Claude for the team, from €1,150 net, with training on your own tasks.
Does the system touch medical records?
No. It organises appointments. Records, diagnoses and recommendations stay with the staff.
What do we need to prepare?
The appointment calendar, 20 to 100 rescheduling requests from recent weeks and your rescheduling rules.

Let's talk

Just write, call or choose a date.

We work fast because we hate corporate cotton wool. We don't have salespeople or managers to keep an eye on managers. You talk immediately to engineers who then build your system. We respect each other's time and yours too.

We will accept 3 more companies by the end of the year.

Write: contact@syntalith.ai
Call: +48 888 78 48 78
WhatsApp: write on WhatsApp

Mon–Fri 9:00–17:00 CET