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The AI assistant for medical specialists, on WhatsApp

Appointments to book and move, patients messaging at all hours, two or three clinics where you see people. Ugo keeps your diary, answers booking requests from your WhatsApp Business and drafts reminders, while the clinical side stays where it belongs: between you and the patient. It asks you to confirm before every action.

Try UgoWorking with the AI assistant for medical specialists

An app for medical specialists should take admin off your plate, not add another program. That’s why Ugo works on WhatsApp: type or send a voice note between appointments, and it uses the diary, email, contacts and folders you’ve connected. It suits the consultant with private rooms, the specialist who splits the week between several clinics and private hospitals, and the group practice.

In private practice, the secretary is often you: patients message on WhatsApp to book, rearrange, ask for the address or how to prepare for a test. In between come clinics that overrun, sites to reach at different times, emails about conferences and CPD, forms to send. Each message is short, but together they eat up your breaks and evenings.

Ugo doesn’t diagnose, doesn’t give medical advice and doesn’t read results: for any question about health it refers to you. It doesn’t connect to your clinical records software, which remains the right place for patient data. It looks after everything around it: appointments, reminders with date, time and address, practical instructions you wrote, the practice’s fees and forms. Everything it sends or creates goes out after your “Confirm”.

What takes time away from a medical specialist

The consultation is your job. Everything before and after it often lands on you too.

Booking messages at all hours

A patient messages at 10pm to book a first appointment, another asks to move tomorrow’s follow-up. Answering everyone means opening your diary ten times a day, even during clinic.

Several clinics, one diary

Tuesday in your rooms, Thursday at a private hospital, Saturday morning somewhere else. Fitting appointments and travel together without overlaps, and giving each patient the right address, is a job of its own.

Forgotten appointments

A patient who doesn’t turn up is an hour lost and a slot that could have gone to someone else. Sending reminders one by one, the evening before, is yet another task at the end of the day.

The same instructions, a hundred times

How to prepare for a test, what to bring to the first appointment, where to park, how much the consultation costs. You’ve already written it all down, but it has to be found and sent every time.

Working with the AI assistant for medical specialists

Running the practice, with no clinical data in the chat.

Booking from your WhatsApp Business

With Automations, when a patient messages the practice number to book, Ugo asks what kind of appointment they’re after with three buttons: “New patient”, “Follow-up” or “Other”. For appointments it checks your diary and offers the first free slot; if you’ve chosen “Ask me to confirm first”, the booking only goes ahead after your OK. Other requests take the “Other” branch and stay with you.

Skills used

Ugoonline

  1. Anna Gale messaged the practice number and chose “New patient”. The first free 40-minute slot is Thursday 15th at 15:20, at your rooms on Park Road. I’ll book it and send her the address and what to bring (a referral letter, if she has one, and any previous test results). Shall I go ahead?

Reminders for tomorrow’s patients

In the evening you ask Ugo to remind the next day’s patients of their appointment. It drafts a brief message for each one, with date, time and address and no clinical detail, which goes out from your WhatsApp Business after you confirm.

Skills used

Ugoonline

  1. Send the reminder to tomorrow’s patients

  2. Tomorrow you have 9 appointments, 8 with a number in your contacts. The message will be: “Good morning, this is a reminder of your appointment tomorrow at {{time}} at {{address}}. If you can’t make it, please reply here. Dr Marsh” Shall I send it to the 8 patients from your number?

A week across several clinics

You see patients in three different places. Ask Ugo what the day looks like: it lists appointments clinic by clinic, tells you how long the journey takes with the traffic at that moment and warns you if an appointment is too close to the transfer.

Skills used

Ugoonline

  1. What does Thursday look like?

  2. Thursday 15th: • 9:00–13:00 Clinic on Clarendon Road, Leeds: 6 appointments • 15:00–19:00 Your rooms on Park Road, Harrogate: 5 appointments Leeds to Harrogate takes about 40 minutes right now. Your last morning appointment ends at 13:00, so you have time for a break.

Test preparation instructions, sent in a moment

You wrote the practical instructions for preparing for tests once, and they’re in a folder on Drive. When a patient asks for them, Ugo finds the right document and emails it, after your OK.

Skills used

Ugoonline

  1. Send Luke Bartlett the instructions for the abdominal ultrasound

  2. I found “Abdominal ultrasound preparation.pdf” in the folder “Practice/Patient instructions”. I’ll email it to luke.bartlett@email.co.uk with the subject “Preparing for your ultrasound on Tuesday 20th”. Shall I go ahead?

A medical specialist’s day with Ugo

Between appointments and different clinics, with an office assistant in your phone.

  1. 7:30

    Ugo sends you the day’s appointments, clinic by clinic, with travel times.

  2. 9:00

    While you see patients, the automation on your WhatsApp Business collects booking requests and asks you to confirm new appointments.

  3. 13:10

    At lunch, a patient asks to move a follow-up: Ugo finds another slot and replies from your number after your OK.

  4. 15:30

    Ugo sends test instructions to whoever asked, from the document you wrote.

  5. 19:00

    You ask for reminders for tomorrow’s patients: date, time and address, nothing else.

  6. 21:00

    On Fridays, a scheduled task summarises the week’s emails about conferences and CPD.

What to connect to the AI assistant for medical specialists

Diary, messages and practice documents. Clinical records stay in your software.

Your WhatsApp Business

Bookings, changes and reminders go out from the practice number patients already know. With Automations Ugo handles admin requests, and if you reply yourself from your phone it stops for that conversation.

Your appointment diary

Google Calendar or Outlook, with one calendar per clinic if you work in several places. If your practice software syncs appointments with one of these, Ugo works on that.

A folder of patient documents

On Google Drive or OneDrive: fee schedule, test instructions, directions to the clinic, privacy notice templates. No results or clinical data: those stay in your clinical records software.

Contacts and email

Your contacts to find a patient’s number from their name, email to send documents and read messages from conferences and suppliers. Ugo only writes after your “Confirm”.

The skills to switch on

The most useful Ugo features for this job, starting with the first one to turn on. You switch them on from the portal in a few minutes.

Ugo for every specialisation

Every sector has different clients, products and rhythms: choose yours.

FAQ for medical specialists

What’s the best software for a private medical practice?

For clinical records, prescriptions and medical billing you need dedicated practice management software, chosen to suit your specialty. Ugo doesn’t replace it: it covers the admin around it, meaning diary, bookings, reminders and practice documents, all from WhatsApp and without a new program to learn.

Does Ugo answer patients’ health questions?

No. Ugo doesn’t give medical advice, doesn’t interpret symptoms or results and doesn’t comment on treatment. Automations on your WhatsApp Business handle admin requests, such as bookings, opening times and instructions you wrote; everything else takes the “Other” branch and comes to you.

Can I send Ugo patients’ results or clinical data?

We recommend you don’t. Health data is special category data under UK GDPR, and the right place for it is your clinical records software, with its security measures. With Ugo, use names, contact details and appointments, and in messages to patients keep to date, time and address, with no reference to conditions or procedures.

Do patient reminders go out on their own?

They go out from your WhatsApp Business number, with the text you approved, and only after your “Confirm”. You can have the list prepared every evening with a scheduled task and decide yourself whether to send them.

Where is the data stored?

Ugo’s servers and database are in Frankfurt, in the European Union. Ugo only replies to verified WhatsApp numbers and only works on files in the folders you choose. As data controller, it’s up to you to decide which practice data goes through Ugo.

Useful references

Associations, bodies and official sources for the sector: external websites, independent of Ugo.

The patients are yours, the admin is Ugo’s

Connect your diary, contacts and WhatsApp Business in a few minutes. Bookings arrive in order, and reminders go out when you say so.

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