How Clinique Dominique Girard automates 100% of its appointment scheduling with Vatel's AI voice agent
By integrating Vatel's virtual receptionist, Clinique Dominique Girard fully automated appointment booking on its main line, autonomously handling 500 minutes of calls per month. With no involvement from the clinical team for phone scheduling, the bilingual AI voice agent (French/English) answers questions about treatments, books appointments according to configured time slots, and instantly sends an email confirmation. This 24/7 operational solution guarantees wait-free reception, eliminates double-booking risks, and frees staff for direct care in the treatment room.
100% of appointment scheduling on the main line
500 minutes per month handled end to end by the AI
Full 24/7 coverage
Clinique Dominique Girard
Clinique Dominique Girard is a leading Quebec establishment specializing in medical aesthetics. Based in Quebec, the clinic offers a vast diversified range of specialized medico-aesthetic services.
Phone reception saturated by manual scheduling
In medical aesthetics, the quality of phone reception is essential for acquiring new clients and retaining existing patients. However, constantly rising demand created a major administrative overload for Clinique Dominique Girard:
- Constant team interruptions: Routine calls about pricing, treatments, or scheduling requests constantly interrupted medical staff. Employees had to keep switching between phone support and in-room care.
- After-hours opportunity loss: Many patients research treatments or want to book in the evening and on weekends. Calls then went to voicemail, raising the risk of losing those clients to competing clinics.
- Overbooking risks: Manually managing the schedules of several practitioners and rooms for different treatment types presented a significant risk of errors, double bookings, or missed prep instructions.
An autonomous virtual receptionist based on the clinic's rules
To solve these issues, the clinic deployed Vatel's AI voice agent. It was designed to strictly respect the instructions and scheduling constraints defined by the establishment. Implementation ran smoothly over a 4-week period.
- 01Week 1
Discovery
Audit of frequently asked treatment questions (Botox, fillers, resurfacing), mapping of treatment durations, and precise configuration of available booking windows.
- 02Weeks 2 and 3
Development
Programming of the AI voice agent's logic trees, integration of the clinical FAQ, and configuration of the automatic confirmation-email system.
- 03Week 4
Deployment
Main phone line configuration (SIP), secure calendar-system integration, and go-live with live monitoring.
Maximized productivity and a seamless patient experience
Since go-live, Vatel's AI voice agent has managed Clinique Dominique Girard's reception fully autonomously.
| Key indicators | Before Vatel | After Vatel's AI voice agent |
|---|---|---|
| Automated call minutes | 0 min (Total team overload) | 500 minutes per month handled end to end by the AI |
| Staff required on the phone | Clinical team interrupted in-cabin | 0 employees required for appointment booking |
| Reception availability | Limited to clinic open hours | Full 24/7 coverage |
| Appointment confirmations | Manual or delayed follow-up | Automatic, instant email delivery |
A wait-free, 100% secure patient journey
Vatel's AI voice agent answers every call instantly, eliminating any wait. It qualifies the patient's need, answers questions about the aesthetic treatments offered (Botox, fillers, skin resurfacing) with precision, and proposes only the available slots configured by the team. Once the slot is selected and validated, the AI records the appointment and immediately sends a confirmation email containing the date, time, chosen treatment, and all pre-treatment prep instructions.
Putting aesthetic-care excellence first again
By entrusting its phone reception and appointment scheduling to Vatel, Clinique Dominique Girard eliminated daily operational friction. Relieved of call management, the clinic's healthcare professionals can now devote all of their time and attention to patient satisfaction in the treatment room.
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FAQ
We've shared some of our most frequently asked questions to help you out. Can't find the answer you're looking for?
Vatel gives absolute priority to security and data confidentiality. The platform infrastructure relies on a strict security protocol and aligns with rigorous industry standards (including compliance with Quebec's Law 25, as well as the guiding principles of major regulations such as GDPR and HIPAA). Call data, transcripts, and navigation histories are encrypted to ensure that patients' medical and personal information remains fully confidential and protected.
Vatel's voice agent connects directly to your calendars and internal systems via API and webhook integrations configured during the development phase. That connection lets the AI query your databases in real time to display exact availability, autonomously book the new appointment, and instantly update your patient records with no risk of double booking or data-entry errors.
Vatel's assistant acts as a highly intelligent first-line filter. By analyzing the caller's words in the first seconds, it understands whether the request is routine scheduling or a complex clinical question that requires human judgment. If a patient expresses a post-treatment concern or a medical emergency, the AI performs an immediate call transfer to your in-clinic team while sharing a complete summary of the exchange.
Privacy is handled proactively through restrictive data architectures. By connecting the agent directly to your system (via secure, encrypted authentication), the AI retrieves the information required to guide the patient without ever storing or reselling personal data to third parties. Access to phone recordings and transcripts is governed by strict authorization rules within the clinic.