Automating Diabetic Recalls & Orthotic Follow-ups for Podiatry
Business Type
Foot Care Clinics
Location
Thousand Oaks, CA
Size
4 Full-time Chiropodists, 2 Front-desk Staff
Challenge
High no-show rates for diabetic nail care and manual tracking of 200+ monthly custom orthotic orders.
The Challenge
The clinic faced a significant bottleneck in patient retention. With over 70% of their patient base being seniors over age 65, traditional SMS reminders were frequently ignored or missed. The administrative staff was spending over 4 hours daily manually calling patients for diabetic foot care recalls and tracking the status of custom orthotics from the lab.
Failure to book these recurring appointments resulted in a loss of approximately $18,000 in monthly potential revenue. Furthermore, the manual process of insurance verification for new patients was causing 15-minute delays at the front desk, impacting the clinical schedule and patient satisfaction.
The Solution
Services Used
- • Custom AI Voice Agents
- • Jane App API Integration
- • Automated Insurance Verification Pipeline
Timeline
5 weeks
Integrations
- • Jane App
- • Twilio Voice
- • Vapi
- • Zapier
The Results
32 hours/week
Time Saved
$4,100/month
Cost Saved
19% increase in recurring appointment adherence
Revenue Impact
94% (up from 68%)
Diabetic Recall Rate
Reduced by 4 days
Orthotic Fitting Lead Time
Decreased by 45%
Front Desk Phone Volume
"Our elderly patients actually enjoy talking to the AI assistant. It doesn't rush them, and it handles the booking directly into Jane App without my staff lifting a finger. It has completely transformed our recall revenue."
— Practice Manager, Thousand Oaks Foot & Ankle
Implementation Timeline
In Week 1, we mapped the Jane App patient flows and identified the highest-value recall triggers. During Weeks 2-3, we developed a high-fidelity, low-latency voice model specifically tuned for empathetic interaction with elderly patients. Week 4 involved connecting the lab's orthotic tracking software to our AI agent. By Week 5, the system was live, handling all outbound diabetic maintenance calls and inbound insurance queries.
FAQ
How do elderly patients handle the AI voice?
We utilize natural-sounding, low-latency voices that allow for human-like pauses. The AI is programmed to speak clearly and at a pace comfortable for seniors, resulting in a 90%+ completion rate for calls.
Can the AI handle complex insurance verification?
Yes. The AI can collect policy numbers, primary care provider names, and specific coverage details, then cross-reference them with your clearinghouse before the patient ever arrives.
How does it integrate with Jane App?
We use the Jane App API to check real-time practitioner availability and write appointments directly into the calendar, ensuring no double-bookings occur.
What happens if a patient has a medical emergency?
The AI is trained to recognize 'red flag' keywords like 'ulcer,' 'infection,' or 'discoloration.' If a patient mentions these, the system immediately transfers the call to a live clinical staff member.
How do we track the status of custom orthotics?
We create a bridge between your lab's shipping notification and the AI agent. As soon as the lab marks an order as 'delivered,' the AI calls the patient to schedule their fitting appointment.
Want results like these?
Free consultation. We'll look at your specific situation and tell you exactly what's possible.
Book a Call →Serving Foot Care Clinics businesses nationwide. Based in Westlake Village, CA.