Industries · Clinics and practices
An AI assistant for the admin side of your clinic
Bookings, reschedules, cancellations, suppliers and team coordination: Tessa organises front-desk and practice admin. Clinical work stays where it is.
"Between the phone, WhatsApp and email, things slip through"
At a clinic, the front desk is a funnel. Patients book by email, reschedule on WhatsApp, cancel an hour before; suppliers confirm orders; an insurer asks for a form; the team coordinates in a group chat. It all lands at once and it all feels urgent.
What hurts isn't the volume, it's what falls through: the cancelled slot nobody offers to the waiting list, tomorrow's confirmation that never went out, the lab email buried under newsletters. And any tool you bring in has to handle data that, in a clinic, is particularly sensitive.
How it works with Tessa
- 1
Connect the admin inbox and Slack
Each person on the admin team connects their Google account and Slack. With the "Clinic" template, Tessa knows bookings, cancellations and patient questions are high priority, and that she must never suggest diagnoses or medical advice in drafts.
- 2
Every request becomes a task
"I need to move my Thursday appointment" becomes a task with a priority and a date, plus a proposed admin reply. Automated notifications stay out of the way.
- 3
Routines handle the repetitive bits
Every afternoon, tomorrow's appointments and what still needs confirming. When a cancellation comes in, an alert and a suggestion to offer the slot to the waiting list.
- 4
You approve every reply
Nothing goes to a patient until someone on the team has checked it. With the clinic template, sending emails and requesting supplier quotes always need confirmation.
What you get
- Fewer empty slotsCancellations don't get lost in the inbox: Tessa flags them the moment they arrive and has the waiting-list message ready.
- Tomorrow's list, ready every afternoonWho's coming, what's unconfirmed and what needs preparing, without scrolling through the whole inbox.
- Internal coordination without the noiseSchedule changes, rotas and protocols agreed in meetings end up in the minutes with an owner, without repeating health details that aren't needed.
- Suppliers under controlOrders, confirmations and supplier invoices become tasks and, if you use Holded (beta), Tessa flags what's coming due.
What Tessa does, and doesn't do, in a clinic
Tessa works on the admin side: practice email, bookings, suppliers and team coordination. She doesn't connect to your clinical records system, doesn't read medical reports and doesn't give health advice. If a patient asks about symptoms or treatment, the draft simply refers them to a clinician.
Under the GDPR, health data is a special category (Article 9). Even though Tessa isn't meant for clinical records, health details can still turn up in a patient's email or WhatsApp. So the clinic should review with its data protection officer which inboxes to connect, update its records of processing and impact assessment, and sign the data processing agreement we provide.
Routines in the "Clinic" template
They come ready to use and can be edited or switched off:
- "Every afternoon, prepare tomorrow's appointment list and anything that needs confirming."
- "When a cancellation arrives, tell me and offer the slot to whoever is on the waiting list."
Integrations that matter
The core runs on Google Workspace and Slack. Many clinics get booking requests on WhatsApp: with WhatsApp Business (beta), messages land in the inbox with a suggested reply, and a person sends it with one click. The model only sees the latest messages with phone numbers and emails masked, never the patient's number or name. If you'd rather the analysis ran on a European AI model, you can ask for that.
What Tessa reads for each person stays private, your data is stored in the EU and nothing goes out without your approval.
Frequently asked questions
Can Tessa read patients' medical records?
No. Tessa doesn't connect to clinical software and isn't designed to process medical information. She works with admin email, calendars, suppliers and team coordination.
Is using AI in a clinic GDPR-compliant?
It can be, done carefully: a clear legal basis, a processing agreement, EU data storage, data minimisation and an impact assessment where health data may appear. Tessa stores data encrypted in the EU and provides a DPA and sub-processor list, but the clinic decides what to connect and should review it with its DPO.
Can she reply to patients on WhatsApp automatically?
She never sends on her own. With WhatsApp Business (beta) she suggests a reply and a person sends it with one click, within the 24-hour window WhatsApp allows after the patient's last message.
What if a patient emails a medical question?
The clinic template forbids suggesting diagnoses or medical advice. The draft sticks to admin and points the patient to the right clinician.
Does it replace our booking system?
No. Tessa helps with what arrives by email, Slack or WhatsApp around appointments, but your clinical schedule stays in your booking software. Tessa works with each person's Google or Microsoft calendar.
Keep reading
- FeaturesEvery email that asks for something becomes a taskTessa reads your email and Slack, turns every request into a prioritized task with a due date and clears what's already done. Try it free.
- FeaturesAutomations you write the way you'd say themWrite “every Monday, remind clients with overdue invoices” and Tessa does it every week, with your approval for anything leaving the company.
- IntegrationsBetaWhatsApp Business with AI: every customer message, reply readyCustomer messages on WhatsApp Business land in your inbox with a reply drafted by Tessa. Review it and send it in one click. Nothing goes out on its own.
- GuidesHow to use AI in your company and stay GDPR compliantHow to use AI tools in your company without breaching GDPR: data processing agreements, data minimisation, EU storage and human oversight, made simple.
- GuidesHow to manage email with AI without losing controlStop living in your inbox: a four-decision triage, email time blocks, filters worth setting up and how AI helps without taking control away from you.
What does your team look like?
Same AI for both. Where you start is what changes.
Startups
5 to 30 people
Grow without losing the thread
Tasks from email and Slack, follow-ups, sales and investors, without everything landing on the founders.
Companies
30 to 250 people
What gets decided gets done
Minutes and tasks from every meeting, commitments that get followed up and a pulse per team, without watching anyone.
Start with the front-desk inbox: connect it, pick the "Clinic" template and check with your DPO what else to connect.
Start freeFree plan for teams of up to 3 people. Anything that leaves the company waits for your approval.