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Individually trained

AI Assistant for Practices and Health

The XICBOT assistant lives on your practice website, accepts appointment requests around the clock, states consultation hours, explains which documents to bring and sorts questions about prescriptions and referrals. It deliberately does not answer medical questions itself: it is a guide and hands over to your team. This way it relieves phone and reception, GDPR-compliant with hosting in Germany.

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Appointment requests around the clock Operation from 149 € per month net GDPR · hosting in Germany

24/7

appointment requests after hours

in seconds

consultation hours and documents

40+

languages in the same assistant

GDPR

hosting in Germany

In practices the phone usually rings exactly when no one in the treatment room can pick up. Callers end up on hold, reception juggles two things at once, and in the evening or on weekends appointment requests go entirely unanswered. The XICBOT assistant for practices closes this gap: it answers the ever-recurring questions about consultation hours, availability and preparation, captures appointment wishes and can offer free slots directly via the booking assistant. Unlike a rigid menu tree it knows the specific details of your practice and works like a support assistant around the clock. Crucially: it gives no medical information, but guides people to the right contact and hands over to a human.

A Morning at the Practice the Assistant Relieves

Practice assistant · sample-practice.com · Tuesday, 10 July
What the assistant handled since last night
The assistant accepts appointment requests, states consultation hours and explains which documents to bring. It does not answer medical questions itself, but hands them to the practice team with full context.
yesterday, 21:40 · appointment wish captured
Appointment request · Ms K.
Free slot on Thursday suggested · request captured · after hours, no call needed
08:15 · just answered
Question about consultation hours and documents
Consultation hours stated · explained that insurance card and referral must be brought
09:30 · handed to the team
Question about a repeat prescription
No medical advice · request forwarded to reception in a structured way
11:00 · free
Next free appointment slot
Offered to visitors as an alternative as soon as they ask for an appointment
Appointment request accepted · consultation hours stated · documents explained · prescription question handed to the teamno diagnosis
Phone relieved · requests in chateven after hours
Pro package · operation from149 € per month net
Illustrative representation — values are indicative. The assistant accepts appointment requests, states consultation hours and documents and hands medical questions to the team.

What the Assistant Handles for Your Practice

The assistant takes on the recurring organisational matters that today tie up phone and reception. It answers them instantly from the details you have stored and forwards whatever a human must decide. The six areas form the core and can be configured individually for every practice, from the appointment types and consultation hours to the wording that fits your house.

Accept Appointment Requests

The assistant states your consultation hours, suggests free appointments and captures the appointment wish with all necessary details, around the clock and even when no one in the practice can answer the phone.

Consultation Hours and Availability

Questions about opening and consultation hours, holidays, cover or availability by phone are answered by the assistant immediately from your stored details, instead of keeping callers on hold.

Preparation and Documents

It explains which documents, referrals or insurance cards to bring to the appointment and how to prepare for an examination, so the visit runs smoothly.

Prescription and Referral Info

It sorts questions about prescriptions, repeat prescriptions, referrals or certificates and forwards them to your team in a structured way. It gives no medical information itself, but ensures the matter arrives.

Relieve Phone and Reception

Recurring standard questions run through the chat instead of the phone. This takes pressure off reception, shortens waiting times and frees up time for the people who are currently on site.

Handover to the Team

As soon as something becomes medical, urgent or delicate, the assistant hands the conversation to a human with full context or notes a callback. It does not replace your team, it relieves it.

Important: A Guide, Not Medical Advice

An assistant in a practice may be helpful, but must never give the impression that it replaces a medical assessment. That is why the boundary is built into XICBOT firmly: the assistant gives no diagnoses, no treatment recommendations and no information about symptoms, medication or findings. It answers organisational questions and guides people to the right contact. As soon as a matter becomes medical, it says so clearly and hands it to your team, in urgent cases with a clear pointer to the medical on-call service or, in an emergency, to the emergency number. This keeps responsibility where it belongs, and visitors still get reliable orientation right away.

Reachable Even When the Practice Is Closed

Most appointment requests arise outside consultation hours: in the evening, on weekends or during the lunch break. The assistant accepts them anyway, states free times and records the appointment wish, so your team finds it the next morning only needing confirmation or already booked. This way no request is lost just because no one could pick up.

  • Capture appointment wishes and callback requests even after hours
  • Answer consultation hours, cover and availability instantly
  • Hand matters to reception or inbox in a structured way
Requests outside consultation hours
Appointment wish captured for Thursday
Question about consultation hours answered instantly
Documents for the appointment explained
Callback request handed to reception

A Clear Boundary: Guide, Not Diagnosis

The assistant deliberately stays in its role. It sorts matters and shows the right path, but it does not assess symptoms and recommends no treatment. Everything medical goes to a human, with full conversation context, so your team does not have to start from scratch. This boundary protects your patients and relieves your team at the same time.

  • Organisational questions: answered by the assistant itself
  • Medical questions: clear handover to the practice team
  • Urgent cases: pointer to on-call service or emergency number
Role of the assistantno diagnosis
Explain consultation hours, appointments and documents
Forward prescription and referral questions to the team
Assess symptoms or recommend treatment
Give information about findings or medication
Green: the assistant handles · Yellow: goes to a human

Concrete Cases From Everyday Practice

Whether a general practice, a dental practice, a physiotherapy, a naturopath or a veterinary practice: the organisational everyday is similar, and that is exactly where the assistant starts. In a general practice it captures appointment wishes for consultation and check-ups and explains what to bring to the examination. In a dental practice it answers questions about check-up and prophylaxis appointments and about availability for acute complaints, without judging itself whether it is acute. In physiotherapy it clarifies which prescription is needed and how many treatments are planned, and accepts appointment requests. In a veterinary practice it answers questions about consultation hours, vaccination appointments and availability in an emergency. In every case it speaks the language of the enquirer and forwards everything clinical to the team. It also stays helpful for patients who do not speak German; how that works is described on the multilingual assistant page.

  • Capture appointment wishes for consultation, check-up or follow-up
  • State consultation hours, holidays, cover and availability by phone
  • Explain which documents, referral and insurance card to bring
  • Sort questions about prescriptions, repeat prescriptions and referrals and forward them to the team
  • Capture callback requests and hand them to reception in a structured way
  • Point to the on-call service or emergency number for urgent matters
  • Answer requests in many languages, without additional staff
  • Consistently hand medical questions to a human

Less Phone Load, More Time for the People on Site

Every call answered in the chat instead relieves reception and shortens waiting times. Because the assistant handles standard questions around the clock and captures appointment requests outside consultation hours too, the work spreads more evenly across the day (project experience). Your team gains time for the patients who are currently on site.

How We Set Up Your Practice Assistant

The path to a finished assistant is manageable, and we take the setup off your hands. We align every step with you so the assistant fits your practice's workflows and the boundary to medical advice is drawn cleanly. The starting point is your knowledge base with consultation hours, appointment types and preparation notes.

In the free initial consultation we clarify your consultation hours, appointment types, cover rules and the most common questions. Together we define what the assistant answers itself and what it hands to the team.

Pro package · net plus VAT

from 149 € per month net
  • Pro: operation from 149 € per month net, setup from 2,900 € net
  • Appointment requests, consultation-hour and document info included
  • No medical advice, clear handover to the team
  • Free initial consultation and demo with a test assistant
Request a Free Demo View All Prices

For practices the Pro package usually fits: a one-off setup from 2,900 € net (individual training, appointment connection and integration) plus operation from 149 € per month net (hosting in Germany, care, updates, GDPR). Included are appointment requests and booking, lead features and conversation analytics. If a pure information and guide assistant without appointment booking is enough for you, the Start package from 49 € per month net is sufficient. Every project begins with a free initial consultation and a free demo with a test assistant for your practice website.

Data Protection in the Practice

In healthcare in particular, how data is handled matters. The assistant runs with hosting and data processing in Germany, on request with European or self-hosted language models, and processes only what is necessary for the respective matter. There is a data processing agreement, a deletion concept and no passing on or selling of data. Because the assistant deliberately gives no medical information, it keeps sensitive health details out of the automated flow from the start and hands them to a human. How we implement data protection and hosting in detail is covered under privacy and hosting.

Further reading: AI assistant for medical practices describes tasks and limits in healthcare, and booking appointments via chat shows how appointment requests are handled without double bookings.

Frequently Asked Questions About the Assistant for Practices

How a booking assistant for a hair salon could work

The draft shows structure and handling: services with durations, a grid of selectable slots, the chat window, and the handover to reception. The salon in it is invented.

Draft
Hair salon

Hair salon with a time grid and booking assistant

A draft for a hair salon: a table states the duration and a price range for every service, and next to it a grid of a sample week lets visitors pick a free slot, while booked ones stay dashed and locked. The chat window answers from stored texts, carries the chosen slot into the booking request, and hands over to reception as soon as colour advice, scalp trouble or a same-day change comes up. Further sections cover the roles in the team, access and door widths, and the rules for cancellations and late arrivals.

Free slotsChat windowBooking requestCancellation rules

Illustrative layout drafts. The businesses shown are fictitious; these are not client projects.

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