The phone stays answered. Your front desk finally gets some calm.
Last updated: 23 July 2026
routinefrei takes the organisational load off your practice on the phone and in the inbox: booking, rescheduling, prescription and callback requests. Sorted and documented. Hosting, model region and data flows are agreed before production. No medical advice, purely organisation. Whatever needs a clinical decision stays with you.
Launch availability: The public customer-workspace demo currently covers Gmail triage with human approval, Google Calendar booking and an activity trail. Phone, Microsoft, CRM, accounting and industry-software connections described below are scoped pilot modules, not pre-connected features. Open the customer-workspace demo (German interface).
Sound familiar?
- The phone is engaged for hours on end. Patients can't get through, hang up in frustration or keep redialling, while the queue at the front desk keeps growing.
- Bookings and rescheduling eat up the whole morning: cancel, fill the slot, re-enter it, switch back into the system every single time.
- Prescription requests and callback notes end up on sticky notes, in voicemail and in the inbox. Something slips through the cracks, and someone asks for the third time.
- The front desk is doing two things at once: looking after people at the counter and catching the constant ringing. Both suffer, and by the end of the day no one is happy.
One day, two versions
Without routinefrei
It's 8:30 in the morning, the waiting room is filling up, and the phone won't stop. A patient is standing at the counter, three calls are coming in at once, and a prescription request is sitting on a note under the keyboard. Your team member decides second by second who to help first and puts everyone else off. By midday, several callers never got through at all, a rescheduled appointment was double-booked, and the callback about a test result got lost in the rush.
With routinefrei
It's 8:30 in the morning, the waiting room is filling up, and the phone is calm all the same. The AI phone assistant answers every call instantly, offers available appointments, reschedules on request and captures prescription and callback requests in a structured way for your team. Your colleague at the counter looks after the people in front of them instead of bouncing between the handset and the queue. Anything a doctor or therapist needs to decide naturally stays with you: the AI gives no medical advice, it only handles the organisation and passes everything clinical cleanly to your team, who make the final call.
Which tasks can AI take over in a medical practice?
In a practice, AI takes over the organisation, not the medicine: it sorts incoming emails, prepares draft replies, coordinates appointments, sends reminders and keeps prescription and callback requests in a structured record. The need is real: according to market analyses, GP practices receive 150 to 300 calls per week, over 60 percent of them routine matters such as appointments, prescriptions and opening hours, and up to 50 percent of callers do not get through at the first attempt.
The technical foundation for this is the package Email automation + time management, included in the €990 package. For many practices, structured email triage is the better first step before any phone AI.
AI phone assistant
Answers every call instantly, even when every line would otherwise be engaged. Handles standard questions about opening hours, address and how things work, books and reschedules appointments, and captures prescription and callback requests in a structured way. No medical information: anything clinical goes to your team, who decide.
Automated scheduling and booking
Bookings, cancellations and rescheduling run in an orderly way, and freed-up slots are filled automatically. Reminders reduce the risk of patients forgetting their appointment, without your front desk having to chase anyone by phone.
Email triage with draft replies
Incoming emails are pre-sorted by appointment request, prescription request, callback or other. For the standard cases, a ready-made draft reply is waiting. Your team reviews, adjusts and sends, instead of writing every email from scratch.
Time management + appointment cockpit
Calendar order, reminders and a weekly plan that keeps itself up to date. Appointments from emails land in the calendar without retyping, and your team sees at a glance each morning what the day holds.
Knowledge base for the team
Processes, cover arrangements and answers to common questions in one place. New and stand-in staff quickly find the right information without lots of asking around, and everyone answers consistently.
Practice website & visibility
We take over the domain, hosting and upkeep of your practice website, improve loading times and findability on Google, and keep opening hours and services up to date. More about website takeover & visibility.
Three steps to a calmer front desk
- Analysis. In a free initial consultation we look together at your inbox, call volume and booking paths, and pick the one workflow that eats the most of your team's time.
- Setup. We build the workflow, connect Gmail and Google Calendar, document the data flows and train your team. The pilot automation is live in 14 days.
- Ongoing care. We monitor the workflows in daily use, adapt them to your practice routine and stay personally reachable, from Hamburg instead of a call queue.
What you get out of it
- The phone is reachable even at peak times. Patients typically get through faster, instead of redialling again and again or giving up.
- The front desk noticeably gets its calm back: less juggling of parallel tasks, fewer sticky notes, more time for the people in the room. That's how practices often describe it, and according to market analyses automation frees up practice teams by 15 to 20 hours per week.
- Prescription and callback requests are documented instead of scattered, so less falls through the cracks. Hosting, model region and data flows are agreed and documented before production. As soon as we process patient data on your behalf, we sign a data processing agreement under Art. 28 GDPR. Because doctors are bound by professional secrecy, that agreement alone is not enough: it comes with a confidentiality undertaking from the service provider under Section 203 (4) of the German Criminal Code, which we sign before go-live. AI use is clearly labelled.
Who is this for?
- GP and specialist practices whose front desk is ground down between the counter and the constant ringing.
- Dental practices that want to slim down admin and appointment logistics without changing their practice software.
- Physiotherapy and therapy practices that want to reduce missed appointments and sticky-note chaos.
- Small medical centres and group practices coordinating workflows across several practitioners.
routinefrei is less suitable if all you are looking for is an off-the-shelf phone AI: with us, phone automation only comes as a technically and clinically reviewed pilot.
Fixed-price packages
Pilot automation, €990
One automation, live in 14 days. Including time management + email system: AI inbox triage and appointment cockpit. The low-risk way in, so you can see on a real workflow what it delivers.
Automation sprint, from €4,900
Several workflows cleanly connected, once the pilot has convinced you and it's time to automate more.
These are the core automations for medical and therapy practices. routinefrei also automates email, appointments and your knowledge base, builds your website and manages your advertising on Meta, Google and TikTok. We handle the ongoing operation as your AI partner. See all services and prices.
All packages with market context are listed on the pricing page.
Frequently asked questions from practices
How can a practice improve its phone availability without hiring more staff?
By keeping routine requests away from the phone in the first place. Appointment requests, rescheduling and prescription requests run through email and online booking, the AI pre-sorts them and prepares replies for approval. The line stays free for people who really need to call. An AI phone assistant is possible as a pilot, after a technical, data protection and clinical review.
Can prescription requests be handled without a phone call?
Yes. Prescription and referral requests arrive in a structured way by email or form, are recognised automatically, matched to the right case and given a draft reply. Your team reviews and approves. Nothing sits on sticky notes anymore, and nobody waits on hold for it.
Does the AI give patients medical advice?
No, at no point. The AI only organises: it sorts requests, coordinates appointments and prepares replies to organisational questions. Everything clinical, from information about results to judging urgency, goes to your practice team, who decide and approve.
How can a practice reduce missed appointments?
More than half of all missed appointments happen because patients simply forget them. According to industry analyses, automatic reminders typically cut the no-show rate by 20 to 40 percent; how strong the effect is in your practice depends on the appointment types and the reminder channel. They run without any effort from the front desk, and freed-up slots can be refilled.
In a free introductory call, let's take a calm look at where the most time gets lost on the phone and in your inbox. No obligation, no pressure.