> ## Documentation Index > Fetch the complete documentation index at: https://docs.apollospace.ai/llms.txt > Use this file to discover all available pages before exploring further. # Healthcare > Scheduling, pre-visit intake, reminders, and backoffice for clinics and health services — with a hard line where the clinical begins. It's 7:40am on a Tuesday. The clinic's calendar has three open slots, two patients messaged on WhatsApp asking to reschedule, one of them forgot to bring their exams last time, and the front desk hasn't even opened yet. By afternoon, half the appointments are at risk of no-show because nobody had time to confirm them. All of this is administrative work — repetitive, time-bound, and when it slips it costs an empty chair. **What leaves your plate:** booking and rebooking over chat, confirming and reminding before the visit, collecting the pre-visit intake, and keeping patient documents organized all start happening on their own — with context, within budget, and with **anything clinical always in the hands of a health professional.** **The most important line on this page:** the agent handles the **calendar and the admin work**, never the **clinical**. It does not diagnose, does not triage symptoms, does not advise on treatment, and does not give medical advice — under no circumstances. The moment a conversation touches any clinical judgment, it **stops and hands off to a health professional**, with the context ready. ## How it works, in one line In healthcare, the agent is **the front desk and the backoffice that never sleep** — not the consulting room. It takes the calendar and paperwork off the team's plate so people can care for people, and it holds a hard boundary where clinical care begins. ```mermaid theme={null} flowchart LR A[Trigger
message, date,
reminder routine] --> B[Agent pulls context
from Company Brain + CRM] B --> C[Decides + uses tools
Chats, Routines, Docs, Folders] C --> D{Clinical, money,
or record of record?} D -->|No| E[Schedules / reminds / organizes] D -->|Yes| F[Stops + hands off
to clinician / human] E --> G[Becomes memory
the next visit already knows] F --> G ``` ## Concrete flows ### 1. Schedule and reschedule over WhatsApp **Trigger:** a patient messages on [WhatsApp](/en/integrations/whatsapp) — "can I move Thursday's appointment?" or "I'd like to book with Dr. So-and-so." [Athena](/en/agents/athena), the organization's operator, pulls the clinic's rules from the [Company Brain](/en/features/brain) — each provider's hours, the duration per visit type, the overbooking and cancellation policy. She talks it through in [chat](/en/features/chats), offers the slots that are actually open, and on confirmation records the appointment and logs the [activity in the CRM](/en/features/crm) for that patient. If the reschedule involves a no-show fee, a penalty, or any **money**, she **proposes** it and waits for the front desk to approve — she never charges on her own. The clinic calendar can live in your current tool — Google Calendar, for instance — via [Composio](/en/integrations/composio). The agent reads the open slots and books right there, without you switching systems. ### 2. Remind patients of their visit and cut no-shows **Trigger:** a [routine](/en/features/rotinas) the agent schedules for itself — every morning, sweeping the appointments in the next 48 hours. The agent pulls from the [CRM](/en/features/crm) who has a booked visit, composes each patient's confirmation message, and sends it on the right channel ([WhatsApp or email](/en/features/outbound)), with **human approval before sending** if you want to keep a hand on outreach. Whoever confirms is marked; whoever asks to move re-enters flow 1; whoever stays silent becomes a [task](/en/features/boards) and a [bell notification](/en/features/rotinas) for the front desk to call. The empty chair stops being a same-day surprise. **Why this matters:** the reminder is the easiest work to postpone and the costliest to forget — every no-show is a slot that doesn't come back. A routine has no busy Tuesday: it confirms on the right day, every day, and turns silence into an actionable call instead of a 2pm surprise. ### 3. Collect the pre-visit intake before the appointment **Trigger:** a confirmed visit is approaching — the routine fires the intake the day before. The agent sends, on the patient's channel, the **administrative** prep script held in the [Company Brain](/en/features/brain): registration details to verify, documents and exams to bring, arrival and parking notes, insurance and ID card. It collects the answers, organizes what came back into the patient's [folder](/en/features/pastas), and attaches the [documents](/en/features/documentos) to the visit card, so the provider opens the schedule with everything already in place. Intake is **logistics, not anamnesis.** The agent collects what's administrative — registration, documents, insurance, the reminder of what to bring. Any question about **symptoms, clinical history, or a complaint** is logged as "for the provider to review," **never interpreted** by the agent. Whoever reads a symptom and decides on care is always the clinician. ### 4. Keep documents and records organized — and answer the admin questions **Trigger:** a document arrives (an exam request, an insurance proof) or an administrative question comes in over [WhatsApp](/en/integrations/whatsapp). For **documents**, the agent files each item in the patient's correct [folder](/en/features/pastas) and updates the record in the [CRM](/en/features/crm), so nothing gets lost between the front desk and the consulting room. For **administrative questions** — opening hours, accepted insurance, address, required documents, how to reschedule — it answers first-line from the [Company Brain](/en/features/brain). When the question leaves the administrative and touches the clinical, it **doesn't answer**: it hands off to the right person with the history of what was asked. ```mermaid theme={null} flowchart TD A[Message arrives] --> B{About what?} B -->|Calendar / record / insurance| C[Answers from Brain
+ organizes in folder/CRM] B -->|Money / record of record| D[Proposes + waits for human] B -->|Symptom / care / clinical question| E[Stops + hands off
to health professional] C --> F[Becomes memory] D --> F E --> F ``` ## What stays human The agent **proposes or hands off**, never decides alone, when the matter is: * **Any clinical judgment** — diagnosis, symptom triage, severity assessment, treatment indication, medication change, medical guidance of any kind. **Always a health professional.** * **The chart and the actual health record of record** — the patient's official record is filled and signed by whoever carries clinical responsibility; the agent organizes administrative documents around it, not the chart itself. * **Money** — charges, refunds, discounts, no-show fees, invoice adjustments, any amount with the patient or the insurer. * **Sensitive, legal, or regulatory communication**, governance decisions, and destructive actions (deleting a record, removing history). In these cases the agent prepares everything — the draft, the context, the recommendation — and **waits for a person to approve**. Health data is handled in line with the LGPD and isolated per organization; every action sits in an auditable trail, with author and rationale. ## Where to start Load each provider's hours, the overbooking and cancellation policy, the accepted insurers, and the administrative prep script into the [Company Brain](/en/features/brain). That's where the agent pulls every answer — and where you define, in writing, exactly where the administrative ends. Hook up [WhatsApp](/en/integrations/whatsapp) and let the agent book, reschedule, and answer administrative questions. Start with human approval before each outbound send and ease off as it gets things right. Create a [routine](/en/features/rotinas) that confirms the next 48 hours of appointments every day. One agent, one cadence, one channel — and autonomy grows like a ratchet, not a leap. ## Next steps The channel where patients book, reschedule, and confirm — where the front desk that never sleeps works. The cron behind reminders and intake — the agent confirms on the right day, every day. How health data stays isolated, auditable, and LGPD-aligned. The triage, routines, and self-moving tasks pattern, beyond healthcare.