CogentIntelligence
AI agents for dental, physio and aesthetics clinics
Empty appointments cost money and reception is always busy. Cogent answers enquiries, fills cancellations, sends reminders and runs recalls, while clinical decisions stay with your clinicians.
01Where the week goes
We work with dental practices, physiotherapy clinics, aesthetics clinics, osteopaths, chiropractors and private healthcare. The details differ from firm to firm, but the same few jobs come up on almost every discovery call:
- Phones and enquiries. Reception juggles calls, walk-ins and treatment questions at the same time.
- Cancellations and no-shows. Late cancellations leave gaps that nobody has time to fill.
- Recalls. Check-ups, treatment courses and top-ups rely on someone remembering to send reminders.
- Pre-appointment admin. Forms, consent and medical history collected at the last minute.
None of these need your expertise. They need doing quickly, the same way every time, and that's exactly the kind of work AI agents do well, with your Business Map telling them how your business runs.
Key idea
An empty slot at 9am is lost forever. A message to the waiting list at 8:02 isn't.
02Agents built for clinics: dental, physio and aesthetics
These are the agents we most often switch on first in this sector. Each one reads your second brain, works around the clock and asks you before anything that matters.
- Trigger
- An enquiry about a treatment, price or availability
- Does
- Replies with approved treatment information and offers appointments
- Asks you
- Before replying to anything clinical
- Trigger
- An appointment is cancelled
- Does
- Messages the waiting list in order and books the first to accept
- Asks you
- When the slot needs a specific clinician
- Trigger
- A patient is due a check-up or follow-up
- Does
- Sends recall messages and reminders and collects forms before the visit
- Asks you
- Before any message about results or treatment
Your first agent is the one with the highest score on your discovery call, not the one on the top of this list. Most firms add a second and third over the following months.
03Ask your business anything
Because every agent writes to the same memory, you can ask questions in plain English that used to mean an afternoon in spreadsheets and inboxes.
YouHow many hygiene recalls are overdue?
Cogent118 patients. 40 haven't opened the last reminder. Shall I try a text instead?
YouWhich treatments got the most enquiries this month?
CogentInvisalign and composite bonding, mostly from Instagram, mostly after 7pm.
04Your Monday briefing
At 7am every Monday you get a short briefing built from your own tools: what came in, what's stuck and what changed.
05Find your peak
On the call we score every repeating job by hours a week × how easy it is to hand off (1 hard, 2 medium, 3 easy). The highest score gets built first. Here's how a typical list might look.
| Job | Hours a week | Ease | Score |
|---|---|---|---|
| Answering enquiries | 8 | 3 | 24 |
| Filling cancellations | 4 | 3 | 12 |
| Recall reminders | 4 | 3 | 12 |
| Collecting forms | 3 | 3 | 9 |
| Insurance and finance admin | 3 | 2 | 6 |
Example · dummy data. Score = hours a week × ease.
In this example, answering enquiries is the peak. Run your own numbers with the calculator on our home page, or bring them to the call.
06Where approvals sit
Every agent starts on a short lead. Here's a typical starting point for this sector. Yours is written into your Business Map.
Does alone
- Sending standard reminders
- Filling cancellations from the waiting list
- Updating booking notes
Asks first
- Replies about treatment or prices
- Anything involving money or refunds
- Messages to unhappy patients
Never
- Clinical advice or diagnosis
- Discussing results
Patient data is special-category data. It's only handled by AI models approved for it, and clinical advice is never automated. Your CQC and GDC obligations stay with your clinicians.
07Works with the tools you already use
We connect to what you have rather than asking you to move. Common tools in this sector include Dentally, Software of Excellence, Cliniko, Jane, Pabau, Phorest, Consentz, WriteUpp, Outlook, Gmail and WhatsApp. If a system has no integration, a Portal Operator agent can work it the way a person would.
08Questions
Can AI answer phone and web enquiries for a dental practice?
It can answer web, email and social enquiries with approved information and offer appointments. Anything clinical goes to your team.
How do I reduce no-shows and fill cancellations?
Reminders cut no-shows, and a Cancellation Filler messages your waiting list as soon as a slot opens.
Does it work with Dentally, Cliniko or Pabau?
Most practice systems can be connected. Where they can't, an agent can work them as a receptionist would.
Is patient data safe?
It's only processed by AI models approved for personal data, access is logged, and nothing clinical is automated.