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Appointment software · Google Calendar

An AI receptionist that books into your Google Calendar

If your clinic’s diary is a Google Calendar, CAi answers your calls and WhatsApp messages, finds free time in it and books the patient in, through Google’s own calendar API. You don’t need practice management software to start. Up and running in about 20 days.

Connected diary

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  • Reads free and busy time
  • Adds the appointment
  • Keeps personal events private
  • One calendar per practitioner

Who it’s for

For clinics whose diary is a Google Calendar

Plenty of practitioners run their diary in Google Calendar: solo practitioners, new clinics, therapists who do home visits and small teams with a calendar each.

It works the same for any specialty. The appointment shows up on your phone and your computer like any other event, and you don’t have to learn new software.

Google Calendar
Who
  • Solo practitioners
  • Small clinics
  • New clinics
Specialties
  • Any health specialty
Connection
  • Google’s calendar API
What you need
  • A Google account
  • No other software

Step by step

A WhatsApp message becomes an event in your calendar

You are treating a patient and someone writes asking to come after work. Your calendar also has a personal event that afternoon.

An example conversation
CAi online

Sam: Hi, could I come in on Tuesday after work? Any time after 5.30.

CAi: Hi Sam. On Tuesday Elena has 6 pm free. Shall I book you in for a follow-up?

Sam: Yes please!

CAi: Booked: follow-up with Elena on Tuesday at 6 pm. You’ll find the address in the confirmation.

Google Calendar Tuesday

Elena

  • 16:00 Busy
  • 17:00 Follow-up
  • 18:00 S. Patel · follow-up Booked by CAi
An example conversation · Google Calendar

  1. Reads free and busy time

    CAi only needs to know when you are free. Personal events count as busy, and it never tells a patient what they are.

  2. Follows your rules

    Session length, the gap between patients and the hours you work, as you set them during set-up.

  3. Adds the event

    The appointment appears in your calendar with the patient’s name, phone and reason, on your phone and your computer.

  4. Confirms on WhatsApp

    The patient gets the day, the time and the address in writing.

What syncs

What CAi does in your calendar, and what it never touches

You choose which calendars CAi can use. Everything else stays private.

What CAi works with

  • Free and busy time on the calendars you choose
  • New appointments as events, with the patient’s details
  • Moving and cancelling the appointments it booked
  • One calendar per practitioner, if you have several

What it never touches

  • What your personal events say: CAi only sees them as busy
  • Calendars you don’t connect
  • Patient records and notes: Google Calendar doesn’t keep them, and CAi doesn’t add them

Your patients’ data

HeyCAi is the data processor; your clinic is the data controller. We comply with the GDPR and Spain’s data protection law (LOPDGDD).

How we look after patient data

Set-up

Setting up CAi with Google Calendar

Up and running in about 20 days. Nothing goes live until you have tested it and signed it off.

Josep Lluís Morant Co-founder & Lead Developer What your clinic provides, and who does what, is on the pricing page.

  1. Choose the calendars

    You give CAi access to the calendars it should book into and tell us your services, how long they take and your hours.

  2. Shadow mode

    CAi listens to real calls and reads real messages without booking anything, and your team checks what it would have done in the diary. Then, tests with real calls.

  3. Live, step by step

    First out of hours, then when the line is busy, then always if you want. You keep your number and choose when calls go to CAi.

Questions

Frequently asked questions

Anything else about your diary, we go through it with you on the video call.

Do I need practice management software?

No. If your diary is in Google Calendar, CAi books there. If you move to practice software later, CAi moves with you: it also books into PracticeHub, QuiroHiro, Cliniko and Jane App.

Will patients find out about my personal events?

No. CAi reads them as busy time, nothing more, and never tells a patient why a time is taken.

We are three practitioners with a calendar each. Does that work?

Yes. CAi books into the calendar of the practitioner the patient asks for, or into whoever is free if the patient doesn’t mind.

Can patients still book the way they do now?

Yes. If you take bookings by phone, by WhatsApp or with a booking link, all of it ends up in the same calendar. CAi checks it before offering a time, so nobody gets a slot that is already taken.

Keep exploring

Your specialty, and the other diaries

CAi works the same way for any health specialty. Here is how it works for yours, and with the other software it books into.

All appointment software

By specialty

Other appointment software

Live demo

Hear CAi answer as your clinic

Enter your clinic’s website and your mobile. CAi reads the site and calls you, as it would answer your patients.

  1. Type your clinic's website and your mobile.
  2. CAi reads your website and gets ready as your reception.
  3. It calls you: answer as if you were a patient.
  • The demo is free: no card, no sign-up, no commitment.
  • Your phone rings in about 30 seconds.

By requesting the demo you agree that we call you on this number and handle your data as set out in our privacy policy. The demo call is recorded and transcribed, and our team reviews it to get back to you.

After the demo

Book a video call with Josep