12h
Saved per doctor weekly
28
Physicians managed
95%
Scheduling accuracy
0
Missed follow-ups
A healthcare network automated executive scheduling, patient follow-ups, and internal coordination, giving doctors back 12 hours per week.
The Challenge
Mednova operates a network of 28 physicians across 4 clinics. Scheduling was a nightmare: each doctor had different availability, patient follow-ups were falling through the cracks, and the admin team spent 60% of their time on calendar management rather than patient care coordination.
Double-bookings happened weekly, and patients were calling in just to confirm appointments that should have been auto-confirmed. The admin overhead was unsustainable as the network planned to add 10 more physicians.
The Solution
Mednova hired a Botonom Executive Secretary agent equipped with Email Integration and connected to their Google Workspace calendars. The agent handles:
- Appointment scheduling with conflict detection
- Automated patient reminders (SMS + email)
- Post-visit follow-up scheduling
- Internal meeting coordination across clinics
- Weekly schedule summaries for each physician
The agent learns each doctor's preferences over time. Dr. Patel prefers morning surgeries, Dr. Kim blocks Wednesdays for research, etc., and factors these into scheduling decisions automatically.
AI Employees Hired
AI
Executive Secretary
Scheduling & Coordination
AI
Customer Service Rep
Patient Follow-ups
Timeline: 4 months
The Results
Double-bookings dropped to zero within the first month. Each physician now saves an average of 12 hours per week previously spent on scheduling-related tasks.
Patient no-show rates decreased by 40% thanks to automated multi-channel reminders. The admin team has been redeployed to focus on patient experience and care coordination.
Mednova is now confidently expanding to 38 physicians, knowing the AI secretary can scale without additional configuration.
“The AI secretary handles scheduling for our entire exec team. It's like having a chief of staff on day one.”
D
Dr. Lisa Grant
COO, Mednova