Text-back for missed calls
When a call goes unanswered, the caller gets a friendly text straight away with a link to book.
Example: a call is missed at 18:47, and a text with a booking link goes out straight away.
AI can cut your clinic’s costs and grow its revenue.
Ivytone starts with a free audit that shows where AI could save you time and money and bring in more income.
Book your free auditAfter the audit, I can build and set up the automations.
What the audit looks at
I look at the work around treating patients to find where your clinic could save time and money and earn more.
Enquiries
Calls, forms, emails and messages, and how quickly each one gets a reply.
Booking
How a first enquiry becomes a booked appointment, and where it stalls.
Reminders and no-shows
What patients get before an appointment, and what happens to an empty slot.
Follow-up and reviews
Rebooking after a course of treatment, and asking for a review.
Behind the scenes
Back-office admin
Intake forms, notes, invoices and the jobs that wait for the evening.
Your team and AI tools
How your team uses tools like ChatGPT, if at all, and what should never go into them.
Four jobs that can run in the background
Examples of what a clinic can automate. The audit works out which of them, if any, are worth setting up for you.
WhatsApp booking assistant
Patients can message at any hour and get an answer. Anything clinical, or anything it isn’t sure about, goes to your team.
Example: a patient asks for a Thursday evening appointment, the assistant offers two times, and the booking is confirmed in the chat.
Review requests
Every patient gets the same well-timed request, so reviews stop depending on someone remembering to ask.
Example: after an appointment, a thank-you message asks how it went, with five stars to tap.
AI receptionist
Out-of-hours callers get an answer instead of voicemail. It can stick to practical questions and pass anything clinical to your team.
Example: an out-of-hours caller is greeted and asked whether they’d like to book, change or cancel an appointment.
These are four of the many things AI can do for a clinic. The audit finds the ones that suit yours.
Each one needs something in place first, like a phone line that can tell when a call was missed. The audit checks what you already have.
How the audit works
The audit is a short form and two calls. You come away with a clear plan and no obligation to act on it.
Tell me about your clinic
Fill in a short form about how your clinic runs now, then pick a time for the call.
Your time: a few minutes
The audit call
We talk for 60 minutes on Google Meet. I ask how your clinic runs day to day, where the time and money go, and where more income could come from.
Your time: 60 minutes
The findings call
I prepare my findings, then give you a short presentation on a second call: where automation could help, what it would involve, and what isn’t worth doing.
Your time: 15 to 20 minutes
A written summary
Afterwards I send you a short written summary, so you have the plan to hand.
Your time: a few minutes to read it
Your options
Use the plan yourself, or talk to me about putting parts of it in place. There’s no obligation either way.
Your time: up to you
After the audit
You keep the plan whatever you decide. Then you can choose one of three ways forward, or none of them.
Do it yourselves
Use the plan with your own team, at your own pace.
Have me build it
I set up the automations we agree on and test them with your team before they go live.
Have me train your team
Practical sessions on everyday AI tools: how to use them well, and what never to put into them, like patient information.
Why I do this
I’m Oscar Coates, and I run Ivytone.
I started Ivytone because I kept noticing the same thing: good small businesses losing hours every week to admin, missed messages and manual follow-up, work that modern tools can now handle quietly in the background.
I work with physio clinics because the job is about caring for patients, and the paperwork around that care shouldn’t get in the way of it.
I work with every clinic myself. I start by understanding how your clinic actually runs, I’m straight about what will and won’t help, and I treat your data with care.
Oscar CoatesIvytone
Questions clinic owners ask
Is the audit really free?
Yes. I’m offering a limited number of free audits to the first clinics I work with, with no obligation to buy anything afterwards.
What happens in the audit?
We have a 60-minute call over Google Meet. I ask how your clinic runs day to day, where the time and money go, and where more income could come from. I then prepare my findings and present them on a second call of 15 to 20 minutes. Afterwards, I send you a short written summary.
Do you need access to patient records?
No. The audit doesn’t need any patient information and I won’t ask for it. If we later work together, how any patient data is handled would be agreed in writing first.
Will this replace my reception team?
No. Ivytone isn’t about replacing anyone’s job. It makes repetitive tasks easier, so your team can focus on the work that helps the clinic grow.
How much does it cost to put automations in place?
It depends on what’s involved. The audit gives you a clear idea of scope and cost before you decide anything.
What do I need to do to get started?
Fill in the short form and pick a time for the call. That’s it.
Start with a free audit.
See where AI could save your clinic time and money and bring in more income. I’m offering free audits to the first few clinics I work with, with no obligation to buy anything afterwards.
Book your free audit