Medical clinic email: organisational questions without the queue
The system answers questions about opening hours, preparation and documents with a draft for approval. A message with test results goes straight to the named person.
Automation, paid once
from €3,000 net
Test on your process: €0
You pay 50% after acceptance
How much does email automation for a medical clinic cost, and when does it pay back?
Short answer
Email automation for a medical clinic costs from €3,000 net. In our scenario it pays back in 1.2 months. Today, a reception team spending 20 hours a week on patient emails costs €3,022 a month. With the system, the same work costs €470. The system does not assess medical urgency or the need for treatment. It answers only organisational questions, after reception approves. The test on your process is free.
Statistics
Patient service and AI statistics 2026
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%.
According to the European Commission (2026), 90% of EU companies that use AI say people take the decisions. Only 2% of decisions in these companies are fully automated.
a month for a reception team spending 20 hours a week on patient emails
Today€3,022
With the system€470
Payback: 1.2 mo.
In your company
Practice
8 h a week · €1,208 a month
2.9 mo. payback
Clinic
20 h a week · €3,022 a month
1.2 mo. payback
Clinic network
60 h a week · €9,067 a month
0.4 mo. payback
The team gets back about 74 hours of work a month, or 9 working days, and the company €30,619 a year. We count after the time a person spends checking and after the model cost.
20 h a week × 4.33 weeks = 86.6 h × €34.90 = €3,022 a month. The system drafts a reply to every email, and a person checks it in 15% of the old time (€453). The model costs €17. That leaves €470. The saving is €2,552 a month, so €3,000 pays back in 1.2 months.
Assumptions: Today our system at foap.com drafts a reply to every email that needs one (October 2026). The hours assigned to each firm size 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. We count the model at €9.87 per 1,000 emails (Claude Sonnet 5.5, 3,000 + 500 tokens per email, at the ECB rate of 1.1205 USD per euro on 22 October 2026), at 3 minutes of work per email.
A message with medical records goes straight to the named person
System
An organisational question gets a draft
AI
Reception approves the reply
Person
The case closes with a trail
System
What stays with people: The system does not assess medical urgency or the need for treatment. It answers only organisational questions, after reception approves.
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.
Since September 2026 our system has handled the foap.com inbox
Client review
“We started with my own AI agent. During the training that followed, I learned to build new applications myself. Today I am bringing this way of working with AI into my business. Working with Syntalith gave me exactly the skills and tools I needed.”
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.
Questions
How much does email automation for a medical clinic 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 emails.
Does the system send replies on its own?
The system prepares a draft, and reception checks the recipient, the content and the attachments before sending. Sending stays in the email program you already use.
Does the system read medical records?
Not in the first scope. A message with an attachment goes to the named person without the model reading it. The system works on organisational questions.
When does it not pay off?
When email takes less than 2 h a week, the payback takes more than a year. Then it is better to start with ChatGPT or Claude for reception, from €1,150 net, with rules for working with patient data.
What do we need to prepare?
A list of the most common organisational questions with answers, the preparation instructions for tests, and the people who receive messages with medical records.
What our OpenAI and Anthropic partnerships mean for you.
OpenAI makes ChatGPT and Anthropic makes Claude. We belong to the partnership programs of both companies, so we work with their tools every day and learn from the creators themselves.
Claude Partner Network
01We will select a tool for the task
We implement both ChatGPT and Claude. We check both on your documents, and you choose the one that makes fewer corrections and saves more time.
02Knowledge straight from the creators
We learn from official OpenAI and Anthropic courses and materials. Your team learns about the features and settings that work today.
03Licenses without our margin
You buy accounts directly from OpenAI or Anthropic and receive an invoice from them. We do not add anything to the license.
04Certified engineers
On the team, we have an AWS certification in machine learning and an Anthropic certification in systems architecture on Claude.
Participation in programs does not mean that OpenAI or Anthropic endorses our services.
customer service
