Is call management monopolizing your team's time? Discover how automation with a voice assistant can free up to 35 hours per week, allowing you to refocus on patient care.

Time management is a major challenge for medical practices. Between consultations, administrative tasks, and patient relations, healthcare professionals and their teams often face an excessive workload that can negatively impact the quality of care and patient satisfaction. Among time-consuming tasks, managing phone calls plays a predominant role. Appointment scheduling, cancellations, administrative questions, emergencies, or callbacks: the phone monopolizes several hours each day for secretaries, assistants, and sometimes even practitioners.

With the evolution of technology, call automation using voice artificial intelligence (voice AI) and solutions like Tennor emerges as an innovative and effective solution. It relieves teams of repetitive tasks and frees up valuable time, up to 35 hours per week, allowing them to focus on what truly matters: medical care and the quality of patient relationships.

Why is call management so time-consuming?

In a typical medical practice, call management is often a source of stress and inefficiency. Several factors explain this situation:

• High call volume : Depending on the size of the practice, dozens of calls can be received each day, with peaks during opening hours.
• Variety of requests : Appointment scheduling, modifications, cancellations, administrative questions, information requests, emergencies... Each call is unique and requires tailored handling.
• Waiting times and interruptions : Secretaries must juggle incoming calls, outgoing calls (reminders, confirmations), and administrative tasks, which leads to frequent interruptions and a loss of concentration.
• Errors and duplicates : Manual management can lead to scheduling errors, forgotten or incorrectly recorded appointments, impacting patient satisfaction and profitability.
• Pressure and fatigue : The telephone workload can be a source of stress, fatigue, and staff turnover.

Call Automation with Tennor: Transforming Daily Practice Operations

Call automation relies on the use of intelligent voice assistants capable of understanding natural language, interacting with patients, and handling a large number of requests without human intervention. Tennor, a leading solution in the healthcare voice AI market, was designed to precisely meet the needs of medical practices.

Tennor enables you to:

• Answer incoming calls 24/7, without wait times, even during peak activity.
• Manage appointment booking, modification, and cancellation in sync with practitioners' electronic calendars, avoiding duplicates and errors.
• Send automated reminders via voice call to reduce no-show rates.
• Filter urgent calls and direct them to a human operator if necessary, ensuring optimal safety for critical situations.
• Provide precise answers to frequently asked questions about opening hours, documents to bring, consultation procedures, and patient accessibility.

Thanks to its seamless integration with practice management tools, Tennor adapts to each organization and offers a modern, seamless, and reassuring patient experience.

How does Tennor save 35 hours per week?

Automatic handling of most calls

Studies show that up to 80% of calls received by a medical practice can be handled automatically by Tennor. This includes:

• Simple appointment booking.
• Cancellations and modifications.
• Common information requests.
• Reminders and confirmations.

By delegating these tasks to Tennor, administrative staff free up several hours each day, resulting in cumulative time savings of up to 35 hours per week for a medium-sized organization.

Fewer missed calls and manual reminders

Tennor ensures constant availability, drastically reducing missed calls and time-consuming follow-ups. Automated reminders ensure patients are informed and confirm their attendance, decreasing no-shows and avoiding time wasted on rescheduling.

Optimized scheduling and dynamic slot management

Thanks to real-time synchronization with the practice's calendar, Tennor manages cancellations and immediately offers freed-up slots to other patients on the waiting list, thereby maximizing occupancy rates and avoiding empty appointment times.

Fewer interruptions for practitioners

Fewer direct calls to doctors mean fewer interruptions during consultations, which improves their concentration, efficiency, and the quality of care.

Centralized and traceable communications

All interactions handled by Tennor are recorded and centralized, facilitating administrative management, information retrieval, and the swift resolution of any potential disputes.

Concrete examples of time savings with Tennor

• A practice with 3 practitioners receiving 600 calls per month can automate approximately 360 calls with Tennor. If each manually handled call takes an average of 3 minutes, this represents 18 hours saved per month, or about 4.5 hours per week.
• By adding the gains from automated reminders, dynamic slot management, and reduced interruptions, the total savings can easily reach 35 hours per week.
• Several practices that have implemented Tennor report significant improvements in patient satisfaction, optimized internal organization, and a notable reduction in team stress.

Additional benefits of automating calls with Tennor

• Improved patient satisfaction : increased availability, prompt handling, reduced waiting times, a modern and reassuring experience.
• Reduced stress and workload for teams, allowing them to refocus on in-person reception, handling complex situations, and high-value tasks.
• Better emergency management through rapid detection and transfer of critical calls to a human.
• Compliance and Security : Tennor complies with GDPR and HDS requirements, ensuring complete confidentiality and traceability of exchanges.
• Innovative and attractive image for the practice, a factor in patient loyalty and attractiveness for both patients and healthcare professionals.

How to successfully implement Tennor in your practice?

Prior analysis of call flows

It is essential to analyze call volume, nature, and peak times to configure Tennor according to the specific needs of the practice.

Configuration and Integration

Tennor integrates with major appointment management and medical scheduling software. Its configuration allows for adapting scripts, responses, and scenarios to each specialty and organization.

Team Support

Tennor offers comprehensive support to train secretaries and practitioners, involve them in the project, and organize regular follow-ups to adjust processes.

Patient Communication

Informing patients about Tennor's implementation, reassuring them about quality and confidentiality, and encouraging the use of the automated service are key steps to ensure adoption and satisfaction.

Frequently Asked Questions about Tennor and Call Automation

Does Tennor completely replace secretarial staff?

No, Tennor handles repetitive and standardized tasks, but always allows for complex or sensitive calls to be transferred to a human agent.

Won't automation risk dehumanizing the reception experience?

On the contrary, Tennor frees up time for teams to focus on in-person reception and personalized patient support, while offering a modern and seamless phone experience.

How does Tennor manage data security?

Tennor complies with GDPR and HDS standards, offering full traceability and secure hosting of health data.

Conclusion

Automating calls with Tennor is a powerful way to save up to 35 hours per week in a medical practice. It helps reduce administrative burden, improve service quality, optimize organization, and enhance patient and team satisfaction.

By intelligently integrating Tennor, medical practices can transform their phone management, free up time for patient care, and prepare their structure for the future challenges of connected health.

Interested in learning more about Tennor's integration or getting a personalized assessment? Contact our team to discover how Tennor can transform your daily operations and the lives of your patients.