📅 Missed appointments cost businesses thousands every year—but what if AI could handle your confirmations and reschedules automatically?
In our latest tutorial, we walk through how to build an AI-powered appointment confirmation system that does exactly that. No more phone tag, no more chasing patients. Just a smooth, automated process that keeps your schedule full and your staff focused.
Watch the tutorial:
Why Automating Appointment Confirmations is a Game-Changer
For service businesses, missed appointments can cost thousands each year. And while staff are often tasked with chasing confirmations or rescheduling no-shows, it’s time-consuming and error-prone.
With AI handling the process, you get:
- Fewer no-shows – Confirmations happen automatically, every day
- Time saved – No more manual follow-ups or reminder calls
- Real-time rescheduling – AI helps patients pick a new time if needed
- Accurate records – Updates are pushed straight to your system
This solution is ideal for dentists, healthcare clinics, and any appointment-based business.
How to Build Your Own AI Appointment System (Step-by-Step Guide)
Using just two tools—Vapi.ai and Make.com—you can automate the entire confirmation and rescheduling process.
🧭 Step 1: Map Out the Confirmation Flow
Start by outlining how the AI should handle each call:
- What information to confirm (name, date, time)
- How to handle “yes” and “no” responses
- What happens if someone needs to reschedule
📚 Step 2: Create Your Knowledge Base
Train the AI with a knowledge base so it can:
- Understand common patient responses
- Confirm booking details naturally
- Guide the conversation without sounding robotic
🎙️ Step 3: Set Up Vapi for Voice Automation
Vapi lets you create a voice AI agent that:
- Makes outbound calls
- Engages in real conversation
- Uses custom functions to interact with booking data
🔁 Step 4: Use Make to Automate Daily Calls & Rescheduling
Make.com handles the behind-the-scenes automation:
- Triggers daily calls to upcoming unconfirmed appointments
- Updates the Google Sheet with confirmation status
- Automatically reschedules and adjusts calendars as needed
Ready to Automate Your Appointment Confirmations?
Want to set this up for your own business? Whether you run a clinic, a salon, or any service-based operation, AIWise can help you automate appointment management with ease.
