Handle It Playbook
What it looks like when calendars become reliable again.
This is the operating play for teams that replaced ad-hoc scheduling with intent-driven coordination.
≤4s
Clarity in 4 seconds
Intent is captured before time is assigned.
92%
Correct-first bookings
Appointments land in the right slot the first time.
68% fewer back-and-forths
Fewer back-and-forths
Intelligent routing minimizes rewrites.
01 · Capture
Intent before time
Requests are captured by need, not by slot.
- Reason-for-visit first
- Constraints collected automatically
- No premature booking
02 · Sense
Rules resolve complexity
AI maps intent to the correct calendar, provider, or resource.
- Specialty-aware routing
- Availability logic
- Conflict detection
03 · Resolve
Confirmed once, not three times
Appointments finalize cleanly or escalate with context.
- Auto-confirmation
- SMS reminders
- Change audit trail
Playbook
Launch sequence (10 business days)
1. Map reality
We import the last 60 days of signal to surface peak times, abandonment, and conversion leakage.
2. Wire the line
Forwarding rules, SMS numbers, and CRM/EHR webhooks get connected. No rip-and-replace—just reroute what already exists.
3. Train the voice
We fine-tune the lightorb agent on your tone, compliance statements, and escalation criteria so every answer feels on-brand.
4. Launch & watch
Dashboards show resolved vs. escalated calls, average triage time, and any call that still needs human follow-up.
Care teams
Clinics
Intent-driven schedulers keep clinical calendars clean.
owned
Katie AI
Voice-first call routing for clinics that removes manual phone trees.
Daytime call router that eliminates phone trees and routes patients by intent.
0s
Hold time
98%
Routing accuracy
How it helps
- •Answers every incoming call instantly.
- •Classifies intent and routes to the right department.
- •Logs the interaction inside CRM or EMR inbox.
- →Map clinic phone lines & coverage rules
- →Configure specialty routing and provider availability
- →Integrate with MedReception.ai dashboard for monitoring
SMB services
Studios & practices
Studios and practices let AI coordinate availability without spreadsheets.
See AIPlayPark coordination flows →Enterprise
Enterprise ops
Multi-site operations get a single source of truth for bookings.
Explore enterprise deployments →Ready next