For clinics · Gibraltar to Marbella

The calls you miss are the appointments you lose.

Support Studio builds AI receptionists and automated enquiry, appointment and follow-up systems for clinics, helping your team answer more enquiries, reduce no-shows and spend less time on admin.

Fewer no-shows. Less admin. Better patient follow-up.

We work with your existing systems where possible, connecting the tools and automating the repetitive work around them.

Book a 15-minute call See how it works

Built and run by Hayley in Sotogrande · English and Spanish

Illustration of a clinic reception screen: an incoming call answered by an AI receptionist, the enquiry details captured, appointment times offered, the appointment booked and a confirmation message sent.

Busy clinics lose money quietly.

An enquiry arrives on Instagram after closing. The phone rings while reception is checking someone in. A patient cancels at short notice, and nobody has time to follow up with the next person waiting for an appointment.

These are everyday situations in a busy clinic, but without the right systems, they can mean missed bookings, empty appointment slots and more administrative work for your team.

Before

  • Calls go unanswered when reception is busy
  • After-hours enquiries wait until the next day
  • Appointment reminders are sent manually
  • Cancellations require staff to chase available patients
  • Follow-ups depend on someone remembering

After

  • AI receptionist handles routine enquiries
  • Requests captured outside opening hours
  • Confirmations and reminders sent automatically
  • Cancellation and rescheduling workflows
  • Follow-ups triggered at the appropriate time

These are ways to reduce missed opportunities and repetitive administration, rather than a guarantee of fewer no-shows or a fuller diary.

From first enquiry to returning patient

We build the system around how your clinic already works.

We connect enquiries, appointments, communication and follow-up, and automate the repetitive steps in between.

  1. 01

    Capture

    Bring enquiries from WhatsApp, Instagram, your website, phone and other channels into one place.

  2. 02

    Book

    Manage appointment requests, confirmations and booking details, with direct calendar booking where supported.

  3. 03

    Reduce no-shows

    Send timely reminders and provide straightforward ways to confirm or request a change to an appointment.

  4. 04

    Follow up

    Send relevant messages after enquiries, consultations and appointments, based on the clinic's agreed processes.

  5. 05

    Build loyalty

    Automate appropriate review requests, recall reminders and routine communication with existing patients.

  6. 06

    Re-engage

    Reconnect with patients who have not booked recently or are due for an agreed follow-up.

An illustrative journey, not a fixed process. Not every clinic uses every stage, some patient communication needs consent or professional review, and nothing here involves AI making clinical decisions.

The part most clinics feel first

Something that answers when reception can't.

Your receptionist can't answer every call while checking patients in, managing appointments and helping the people already at the clinic.

An AI receptionist can handle routine enquiries when your team is busy or the clinic is closed, answering common questions, capturing information and helping patients take the next step.

  • Answer routine calls during and outside opening hours
  • Handle common questions about opening times, location, services and appointment availability
  • Communicate in English and Spanish where configured
  • Capture enquiry details and booking requests
  • Check availability and book appointments where the clinic's calendar supports integration
  • Send relevant information to the reception team
  • Summarise conversations and record follow-up tasks
  • Escalate questions that need a person
  • Follow the clinic's agreed rules about what it can and cannot answer

Direct booking depends on the system your clinic already uses. Where we can connect to your diary, the appointment can be booked during the conversation. Where we cannot, the enquiry and booking request are captured and passed to your team to arrange.

It handles administration, not clinical judgement. It does not diagnose, give personalised medical advice or decide how urgent a symptom is — anything of that kind follows your agreed escalation route to a person. Any setup handling patient information is designed around your clinic's own legal, privacy and security requirements.

It isn't there to replace your receptionist. It's there so they can look after the person standing in front of them.

Illustration of a handled call: an incoming call out of hours, answered by the AI receptionist, with a summary of what was captured and two possible outcomes - booked in the diary where the calendar connects, or the request passed to reception where it does not.

What your system can include

Everything working together, instead of in separate tools.

These are capabilities we can build around your clinic, not a package every clinic receives. What is possible depends on your existing software, your operational requirements, what it allows us to integrate with and the scope we agree.

Patients & enquiries

  • Enquiry records
  • Contact details
  • Enquiry tracking
  • Custom information fields
  • CRM pipelines
  • Staff assignments
  • Follow-up tasks

Communications

  • Shared inbox
  • WhatsApp
  • Email
  • SMS
  • Website enquiries
  • Social messages
  • Call activity and summaries

Appointments & bookings

  • Appointment requests
  • Calendar integrations
  • Booking confirmations
  • Reminders
  • Cancellation requests
  • Rescheduling workflows
  • Appointment follow-up

Payments & administration

  • Deposit requests
  • Payment links
  • Invoicing workflows
  • Payment-status tracking
  • Outstanding-payment reminders
  • Forms and document collection
  • Internal administrative tasks

Automation & patient follow-up

  • Enquiry acknowledgements
  • Unanswered enquiry follow-up
  • Appointment reminders
  • Missed appointment follow-up
  • Review requests
  • Appropriate recall reminders
  • Repeat-booking communications

AI tools & reporting

  • AI phone receptionists
  • WhatsApp assistants
  • Website chat
  • Enquiry qualification
  • Conversation summaries
  • Enquiry-source reporting
  • Appointment and no-show dashboards

Enquiry and administrative records are not the same thing as clinical records. We do not replace your practice management system — we work alongside it.

As simple or as comprehensive as you need.

Before we build anything

It fits around your clinic, not the other way round.

We start by understanding how your clinic operates, what systems your team already uses and where enquiries, appointments or administrative tasks are taking up unnecessary time.

Where your existing systems work well, we keep them. We look at what can be connected, what can be simplified and where automation or AI could make the biggest difference.

  1. 01Understand your clinic

    We learn how your clinic operates, what systems you use and what your team needs.

  2. 02Design & build

    We design and connect the appropriate systems, workflows and AI tools.

  3. 03Test & refine

    We test the processes and make adjustments before they go live.

  4. 04Get your team running

    We show your team how to use the system and manage the parts relevant to them.

  5. 05Ongoing support

    We maintain and adapt the setup as your clinic's requirements change.

Start here

Let's start with a conversation.

Tell us how your clinic currently handles enquiries, appointments and patient communication, what's taking up too much time and where opportunities are being missed.

We'll help you identify what could be connected, simplified or automated, and explain what it would take to build a solution around your clinic.

Prefer email? [email protected]

Support Studio · supportstudio.es · [email protected] · +34 658 406 399
Clinics from Gibraltar to Marbella · English and Spanish