Ten roles from director to doctor, each with the weekly tasks of one full-time person and an honest status for every task. Doctors keep every medical decision; AI agents take the repeated enquiries, bookings and follow-ups.
In a private clinic, dental practice or diagnostic centre, medical advice, diagnosis, examination and treatment belong to doctors and stay with them. Much of the registrar's, marketing and patient-care day is repeated enquiries about prices and services, bookings and follow-ups, which AI agents can take on in messengers, Instagram and by phone once a person has set them up. Patient records, medical information systems, accounting, payroll, tax and legal work are not covered and stay with people; routines can only log Stripe checkout payments and invoice emails into sheets for them.
Hours are modelling assumptions for one full-time person. The status shows who does the task: MyChatBot out of the box, a routine or connector you set up, or a person.
What a manager tracks: Patient satisfaction and repeat visits · Quality of care and incident review · Margin and team stability
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Set service lines, prices and clinic standards | 6 | Person | — |
| Lead the team: weekly meeting, one-to-ones and sign-off of the rota | 8 | Person | — |
| Review clinical quality, incidents and escalated patient complaints with the doctorsThe assistant hands complaints over only in the cases its instructions describe. | 9 | Person | — |
| Negotiate with the landlord, equipment suppliers and insurance partners | 5 | Person | — |
| Sign off accounts, payroll and licence renewals with the accountant | 5 | Person | — |
| Check chat volume, AI cost per chat and recorded orders by channelSales figures come only from recorded orders, so a clinic without recorded orders sees zero sales. | 1.5 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Read the weekly summary of what patients asked and what went unansweredNeeds an agents balance and a person to run or schedule it; it only reads and reports. | 2 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Read quality scores of the registrars' finished hand-offsScores appear in batches after a hand-off finishes; coaching the registrars stays with the director. | 2 | MyChatBot does it | Review conversations and score human managers' replies |
What AI agents handle: AI agents report chat volume, cost and recorded orders by channel, write the weekly summary of patient questions and score finished hand-offs. The director reads them, coaches the team and decides.
What stays with the person: Services, prices, people, clinical quality, complaints and every decision about money and licences stay with the director, together with the relationships with partners and insurers.
What a manager tracks: New patients by channel · Cost of a new patient · Response to offers and campaigns
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan seasonal campaigns, check-up packages and partner offers | 9 | Person | — |
| Set up, run and adjust paid ad campaignsMyChatBot does not edit campaigns, bids or budgets in ad platforms. | 10 | Person | — |
| Approve every claim in ads and pages with the director and doctorsA person approves each claim; MyChatBot does not check advertising rules for medical services. | 4 | Person | — |
| Capture lead-ad enquiries and send a first message from the forms you enableNeeds Facebook page, Meta Ads add-on and a channel that can start chats; a person enables each form. | 3 | MyChatBot does it | Capture Facebook and Instagram lead-ad leads and follow up |
| Create ad image variants with captions for one offerBuilt around one product; images are generated, not real patients or results; a person approves every claim. | 4 | MyChatBot does it | Create product images and ad variants with captions |
| Build and publish a landing page for an offer or check-up packagePublishes one scrolling page to a page.mychatbot.app address; a person writes the brief and checks the result. | 3 | MyChatBot does it | Build and publish a landing page from a written brief |
| Announce a seasonal offer to a chosen group of patientsA person picks consenting contacts and saves the campaign; only chat-opening channels reach people who never wrote. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Read post analytics and engagement trendsNeeds the account key added as a custom connector on a paid social plan; no ready-made report routine. | 2 | Possible with setup | Pull post analytics and engagement trends into a report |
What AI agents handle: AI agents capture lead-ad enquiries, produce ad image variants and landing pages, and send one-time announcements to a patient group a person picks. A person sets up, reviews and approves each piece.
What stays with the person: The campaign calendar, partnerships, paid campaigns and the approval of every claim stay with the marketing manager, who also decides what to run and what to stop.
What a manager tracks: Reach and saves of posts · Enquiries coming from comments and DMs · Posting consistency
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the week of posts: formats, topics and hooksNeeds an agents budget; delivers a paste-ready plan and does not schedule or publish. | 3 | MyChatBot does it | Write a 7-day content plan with captions |
| Write captions, hooks and post variantsNeeds an agents budget; attach the price list and FAQ as knowledge; a doctor checks any health statement. | 3 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Plan short reels about services, check-up packages and seasonal offersClips are generated from a brief, not your footage; the plan and price are shown first. | 3 | MyChatBot does it | Produce three reels with captions, music and a posting plan |
| Reply to post comments and continue real enquiries in DMsWrite that medical questions go to a person; on Instagram the DM arrives as a request. | 5 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Publish approved posts to connected social accounts on a scheduleConnect accounts, add the posting token as a custom connector; needs Multipro, Corporate or UGC Starter and above. | 3 | Possible with setup | Publish finished posts to social accounts on a schedule |
| Shoot and edit photos, stories and video of the clinic, equipment and teamPatients appear only with their consent. | 10 | Person | — |
| Prepare expert posts with doctors: explainers, myths and answers to common questionsA doctor checks every health statement before it is published. | 7 | Person | — |
| Handle negative comments and sensitive messages with the director | 4 | Person | — |
What AI agents handle: AI agents draft the weekly plan, captions and reel packs, answer comments and move real enquiries into DMs. With a connector set up by a person, approved posts can go out on a schedule.
What stays with the person: The camera work, the clinic's visual style, expert content written with doctors and every sensitive comment or message stay with the SMM manager and the doctors.
What a manager tracks: Share of enquiries answered quickly · Schedule fill and no-shows · Patient satisfaction at the front desk
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer enquiries on WhatsApp about services, prices and opening hoursNeeds a WhatsApp Business account and approved templates for messages the clinic starts. | 5 | MyChatBot does it | Answer customer questions on WhatsApp |
| Answer the same questions in Instagram DMsNeeds a business Instagram account linked to a Facebook page; answers come from the FAQ you load. | 3 | MyChatBot does it | Answer customer questions in Instagram DMs |
| Book visits by service, doctor and free slot; move or cancel them on requestAdd doctors, services and the clinic's time zone first; staff-side changes send the patient nothing. | 7 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Answer phone calls about prices and free times on the connected numberNeeds a SIP trunk or Twilio number; a person sets the transfer condition, e.g. a request for staff. | 3 | MyChatBot does it | Answer inbound phone calls with an AI voice assistant |
| Queue a reminder message in the chat where a patient booked a visitNeeds self-scheduled follow-ups on; Meta channels may refuse a message after the messaging window closes. | 2 | MyChatBot does it | Schedule a reminder or call-back to a customer in the chat |
| Greet patients, check them in, update records in the clinic's system and take paymentPatient records and medical information systems are not covered by MyChatBot. | 12 | Person | — |
| Take over chats the assistant flags: symptoms, results, complaints, requests for a personThe assistant hands over only in the cases its instructions describe, so write them down. | 5 | Person | — |
| Phone patients to confirm visits and when a doctor is ill or the schedule changesStaff-side calendar changes are silent, so a person tells the patient. | 3 | Person | — |
What AI agents handle: AI agents answer routine questions on WhatsApp, Instagram and by phone, book, move and cancel visits on the built-in calendar and queue reminders in the chats they booked. They hand chats to the registrar only in the cases written in their instructions.
What stays with the person: The front desk, check-in, patient records and payments, plus symptoms, results, complaints, urgent requests, the chats the assistant hands over and the calls to patients when a visit changes.
What a manager tracks: Share of recall visits kept · Quiet enquiries brought back to a booking · Patient satisfaction and reviews
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Follow up with patients who stopped replying after an enquiry or quote, using timed messagesA person writes, publishes and attaches the sequence for a target status or label; a reply stops it. | 6 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Fill in missing patient statuses and labels from recent chatsStatuses and labels must exist first; it keeps existing values by default and sends nothing to patients. | 3 | MyChatBot does it | Fill in missing funnel statuses and labels on recent chats |
| Send one-off notices to chosen patient groups, such as new opening hours or holidaysA person writes the notice and saves the campaign; only chat-opening channels reach people who never wrote. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Prepare draft replies for sensitive patient messagesWorks only while the chat is in operator mode; the person edits and sends. | 2.5 | MyChatBot does it | Draft and translate replies for a human operator |
| Alert the team in Telegram when a patient is ready to book a treatment planNeeds a Telegram group linked under Flight Control; the assistant's instructions define when it sends. | 2 | MyChatBot does it | Alert the team about a hot lead while the AI keeps chatting |
| Speak personally with patients after complex treatment and resolve complaintsConcerns about health or treatment are passed to the doctor. | 11 | Person | — |
| Define recall rules and care programmes together with the doctors | 5 | Person | — |
| Reply to public reviews and Google Business Profile messagesGoogle Business Profile messages are not covered by MyChatBot. | 5 | Person | — |
What AI agents handle: AI agents run timed follow-ups to patients who went quiet, fill in missing labels and statuses, send one-off notices once a person saves the campaign, prepare drafts for sensitive messages and alert the team when a patient is ready to book.
What stays with the person: Personal conversations after complex treatment, complaints, recall rules agreed with the doctors and replies to public reviews stay with the care manager.
What a manager tracks: Quality and safety of care · Patient satisfaction · Own schedule fill
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Examine, diagnose and treat booked patients | 21 | Person | — |
| Explain findings, options and risks and agree the treatment plan with each patient | 4.5 | Person | — |
| Keep the patient record, prescriptions and referrals up to date in the clinic's systemPatient records and medical information systems are not covered by MyChatBot. | 5.5 | Person | — |
| Review test and imaging results and decide next steps | 3 | Person | — |
| Take part in case discussions and keep up with protocols and training | 2 | Person | — |
| Answer patients' routine questions about published preparation notes, documents to bring and opening hours in chatGrounded in the FAQ a doctor approves; medical questions go to a person only if instructions say so. | 2 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Book patients who ask for this doctor into free slots; move or cancel on requestNeeds the doctor added as a staff member with services; staff-side changes send the patient nothing. | 2 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
What AI agents handle: AI agents answer routine pre-visit questions from the clinic's FAQ and book patients who ask for this doctor into free slots. They do not touch examination, diagnosis, treatment or the medical record.
What stays with the person: Every examination, diagnosis, treatment decision, prescription and medical record entry, along with the conversation with each patient, stays with the doctor.
What a manager tracks: Stock-outs of critical consumables · Supplier terms and delivery reliability · Consumable cost per visit
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Count stock of consumables and medicines and check expiry dates | 7 | Person | — |
| Choose suppliers and negotiate prices and terms for consumables and equipment | 6 | Person | — |
| Place supplier orders and check deliveries, batches and storage on arrivalNo documented MyChatBot tool orders from suppliers or checks deliveries. | 8 | Person | — |
| Keep supplier certificates and contracts for waste disposal and equipment service in orderContract drafting and legal review are not covered by MyChatBot. | 4 | Person | — |
| Research alternative suppliers and equipment into a sourced table of offersPrices, certificates and terms are confirmed with the supplier directly; protected sites may block the browser. | 4 | MyChatBot does it | Research leads or candidates into a sourced table |
| Log supplier invoice and receipt emails into an expenses sheetNeeds Gmail and Google Sheets connected; the accountant checks and posts the entries. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
| Triage supplier emails and prepare draft repliesNeeds Gmail connected; nothing is sent, so a person reviews each draft. | 3 | Possible with setup | Triage the inbox and draft replies |
| Set recurring reminders for reorder checks and supplier deadlinesNeeds Schedule and delegate on; each run posts into its own conversation in the app. | 2 | MyChatBot does it | Set reminders and recurring tasks by asking in chat |
What AI agents handle: AI agents research suppliers into a sourced table and, once a person sets them up, run recurring reminders. Routines can log invoice emails and draft supplier replies once Gmail is connected.
What stays with the person: Counting stock, choosing suppliers, negotiating terms, placing orders, checking deliveries and keeping certificates and contracts in order stay with the supplies manager.
What a manager tracks: Timely tax filings · Accuracy of the books · Month-end close on time
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Record income and expenses and reconcile bank and terminal statementsNo bookkeeping or accounting-system connector exists in MyChatBot. | 11 | Person | — |
| Prepare and file tax returns and mandatory reports | 6 | Person | — |
| Calculate doctors' fees and staff pay and process payrollPayroll is not covered by MyChatBot. | 6 | Person | — |
| Issue invoices and acts to corporate clients and insurance partners and chase unpaid onesInvoicing and chasing payments are not covered by MyChatBot. | 4 | Person | — |
| Close the day: reconcile cash, card terminal and till | 3 | Person | — |
| Log Stripe checkout payments into a revenue sheetNeeds Stripe and Google Sheets; terminal, cash and other providers are not logged; a log, not bookkeeping. | 2 | Possible with setup | Log incoming Stripe payments into a spreadsheet |
| Log supplier invoice emails into an expenses sheetNeeds Gmail and Google Sheets connected; the accountant checks and posts each entry. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
| Prepare month-end figures and explain them to the director | 5 | Person | — |
What AI agents handle: Routines can log Stripe checkout payments and supplier invoice emails into sheets, which saves some typing. Bookkeeping, tax, payroll, invoicing and legal work are not covered.
What stays with the person: All bookkeeping, tax returns, payroll, invoicing and month-end figures stay with the accountant, who also reviews anything logged into sheets before it is posted.
What a manager tracks: Time to fill an open position · Staff turnover · New hires reaching full schedule
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Review quiet Work.ua candidates and draft follow-upsNeeds the Work.ua recruiter agent and candidates in your Sales Platform CRM; a person sends and decides. | 3 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Research candidate nurses and administrators on public pages into a sourced listProtected sites may block the browser; the list is a starting point for a person. | 3 | MyChatBot does it | Research leads or candidates into a sourced table |
| Triage candidate emails and prepare draft repliesNeeds Gmail connected; nothing is sent, so a person reviews each draft. | 2 | Possible with setup | Triage the inbox and draft replies |
| Interview candidates, run trial shifts and decide on offersHiring decisions and candidate scoring are not automated. | 9 | Person | — |
| Check diplomas, licences, certificates and references | 4 | Person | — |
| Onboard new staff: introductions, protocols and training plan | 7 | Person | — |
| Build the shift rota and handle time-off requestsLeave and timesheet administration are not covered by MyChatBot. | 6 | Person | — |
| Keep staff contracts, personnel records and training and certification dates in order | 4 | Person | — |
What AI agents handle: AI agents flag which Work.ua candidates went quiet and draft follow-ups, and compile sourced lists of candidates from public pages. Once a person sets it up, a routine can flag urgent emails and save reply drafts.
What stays with the person: Interviews, trial shifts, hiring decisions, checks of diplomas and licences, onboarding, the rota and personnel records stay with the HR manager.
What a manager tracks: Enquiry-to-visit conversion by channel · Share of quiet enquiries brought back · Completeness and freshness of the data
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Report weekly chat volume, AI cost and recorded orders by channel and campaignSales figures come only from recorded orders; amounts in different currencies are not converted. | 4 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Review which follow-up campaigns get replies and which stalledNeeds follow-up campaigns already set up; read-only, and the analyst decides which changes to make. | 3 | MyChatBot does it | Review which follow-up campaigns get replies |
| Fill in missing statuses and labels on recent chats ahead of reportingRuns daily, every 3 days or weekly; existing values stay unless overwrite is switched on. | 3 | MyChatBot does it | Fill in missing funnel statuses and labels on recent chats |
| Score finished hand-offs to see how registrars handle patientsScores arrive in batches a few times a day; the director decides on coaching. | 3 | MyChatBot does it | Review conversations and score human managers' replies |
| Audit quiet patient contacts to find who is worth a follow-upNeeds a routine built with Claude or Codex and a Sales Platform connector; read-only by default. | 3 | Possible with setup | Audit hundreds of quiet clients and recommend next actions |
| Build the patient-flow report: enquiries, visits, no-shows and doctor utilisationMedical information systems are not connected, so visits and utilisation come from the clinic's own data. | 9 | Person | — |
| Forecast demand, capacity and cash needs for the next quarterRevenue and pipeline forecasting are not documented in MyChatBot. | 7 | Person | — |
| Interpret results with the director and doctors and recommend changes | 5 | Person | — |
What AI agents handle: AI agents compile the weekly chat numbers, fill in missing statuses and labels, score finished hand-offs and report which follow-up campaigns get replies. A routine a person builds with Claude or Codex can audit quiet contacts.
What stays with the person: The patient-flow report, forecasts, the reading of results with the director and doctors and the decision on what to change stay with the analyst.
It should not, and you set that boundary: medical advice, diagnosis, examination and treatment stay with doctors, and a person writes the instructions that keep the assistant to the FAQ, price list and documents you load. It hands a chat to a person only in the cases its instructions describe, so write down symptoms, test results, urgent requests and complaints and who takes them. Someone on the team keeps the FAQ current and reviews how the assistant answers.
No ready-made connection exists: patient records, test results and medical information systems are not covered. The assistant keeps a contact and chat record for each person who writes and can write leads and deals into a connected CRM; anything outside the catalog of 29 apps needs a secret webhook or an MCP endpoint you host. Decide under your own data-protection rules what patients may share in chat, and write into the instructions that medical details go to a person.
On the built-in calendar it books, reschedules and cancels visits in chat, offering only free slots for the doctors and services a person adds, in the clinic's time zone; Altegio or Google Calendar can be used instead, one scheduling tool per assistant, but Google Calendar documents booking and cancelling only. The calendar sends no reminders and stays silent when staff change a booking, so a person tells the patient when a doctor is ill or a visit moves; the assistant can queue its own reminder in a chat it handled once self-scheduled follow-ups are switched on, but it does not know about staff-side moves.
It depends on the channel. Personal WhatsApp, a Telegram account, a Viber number connected through E-Chat.tech, email, SMS and calls can reach people who never wrote, while Instagram, Messenger, TikTok and WhatsApp Business need the patient to write first. Audiences are picked by status, label, custom field or last chat activity, not by visit date or medical history, and a person writes the message, chooses contacts who agreed to receive it and saves the campaign, or publishes a follow-up sequence, before anything sends.
Create an account, connect one channel and start with the roles where agents already cover the most hours.