MetAiBlock Prepared for Walker Chiropractic and Wellness Center · August 17, 2026
Patient Recall System · Proposal

186 patients missed an appointment in July.
Every one was a call somebody had to remember to make.

Right now a missed appointment is only caught if a person happens to notice it on a screen. This build catches every one automatically, calls at the fifteen minute mark, puts the rebooking back in your schedule, and hands you a number you can actually trust.

186missed appointments logged in July
15 minyour rule for when the call happens
~200a month, the rate you are running at
Unmeasuredhow many of those calls were made
The objective

Every missed appointment gets contacted inside fifteen minutes, and you can see what came back.

The build

Three phases. Measure it, automate it, then hand it to your team so it runs without you.

The outcome

Recovered visits you can count, and a manager who can prove the work happened.

The investment

$16,500 across three phases. Each phase is paid as it starts and stands on its own.

Dr. Venessa Walker Walker Chiropractic and Wellness Center · Charles Smart MetAiBlock

1

What we heard

Your situation, in your words, from the July 27 session. If any of this is wrong, everything downstream is wrong.

"I want to automate from A to Z."

Dr. Walker

"I can't quantify how many calls they've made, how many patients they reach out to."

Dr. Walker

"I'm looking to take this to another level, actually making calls now, rather than having an individual do that."

Dr. Walker, August 3

The rule already exists

"You have an appointment today, and if you're 15 minutes late, someone should call you right away at the 15-minute mark."

Dr. Walker

The policy is not the problem. You already know exactly what should happen. Nothing enforces it.

What July actually looked like

186 late or missed appointments one month, from your own recall list

That is roughly nine a day. Each one is a call that has to be noticed, made, and written down by hand.

The heart of it

  • The recall spreadsheet is a record of calls already made. It cannot tell you about the ones nobody caught.
  • The automatic texts you already send are too generic to prompt a reply, so a staff member retypes the same message by hand.
  • Your manager has no way to prove the calls happened, so you have no way to know either.
  • You said the financial impact is significant and ongoing. Nobody currently measures it, so it stays invisible.
2

The one objective

Objective

Every patient who misses an appointment is contacted within fifteen minutes, offered a same day or rescheduled slot, and booked back into your schedule without anyone on your team lifting a finger.

We will know it worked when your weekly number moves: appointments missed, patients contacted, patients rebooked, visits recovered. Four numbers, on one screen, every Monday.

3

How one missed appointment moves today

Six steps. Two are already automated and the automation is not landing, so a person still does the work. This is the workflow we walked through together.

1 Patient is fifteen minutes late The appointment slot is now dead time. 2 Two automatic texts fire Generic wording, so few patients reply. 3 Someone still has to notice This is where the money leaks. 4 Leave the schedule entirely Open a separate spreadsheet to log it. 5 Text or call by hand The same message, typed out again. 6 Nobody counts any of it So the loss never shows up anywhere.

You already automated step two, and it did not remove step five. A generic text does not get a reply, so a person ends up sending the same message by hand anyway. That is the gap this build closes.

4

What we build

Four pieces. They install in order, and each one keeps working whether or not the next one gets built.

The measurement layer

  • Every late and missed appointment counted the day it happens, automatically
  • Contacted, rebooked, and still open, tracked as three separate numbers
  • A weekly view your manager reads without asking anyone a question
  • The real dollar value of the gap, using your visit values, not a guess

The recall agent

  • Calls at the fifteen minute mark, every time, including the days nobody has a spare minute
  • Offers a same day slot first, then a reschedule, in your words and your tone
  • Falls back to a text when the call goes unanswered
  • Writes the new appointment into your schedule, not into a note

The connection to your schedule

  • Your ChiroTouch server stays exactly where it is, on site, unchanged
  • A read of who is late and who did not check in, in real time
  • A write back so the booking lands where your front desk already looks
  • Built to survive your practice software updating itself

The front desk operating system

  • The recall spreadsheet retires. The record keeps itself
  • Written procedures your new manager can hand to anyone on day one
  • Training the team on the live system, so they actually use it
  • Room to add the next call types once this one is proven

One thing we are deliberately not doing

  • We are not moving ChiroTouch to the cloud. You have said clearly you are staying on your server, and everything here is designed around that.
  • We are not replacing anything that already works. Phase 1 audits what you already pay for first, so you do not buy a second version of something you own.
5

The phases, on a clock

Eight weeks end to end. Each phase finishes on a milestone you can point at, and each one leaves you with something you keep even if you stop there.

Phase 1 · See it Phase 2 · Automate it Phase 3 · Run it without you Weeks 1 to 2 Weeks 3 to 5 Weeks 6 to 8 Scorecard live Agent calling Team owns it

Phase 1 · See it Weeks 1 to 2

Before we automate anything, we make the problem visible and confirm what you already own.

  • Turn the recall list into a live count, so a missed appointment registers the day it happens
  • Sit with the front desk and time the real workflow, start to finish
  • Finish the tooling audit we started: Aloha stays, CT Engage is already ruled out, and we confirm what the cancelled AI attendant could and could not do
  • Restart the daily operations reporting we built last year and hand it properly to your new manager
  • Build against the database access we already unlocked with ChiroTouch on August 3, once their documentation arrives
  • Put a real dollar figure on the gap using your visit values
Milestone

A live recall scorecard plus a written recovery plan with your own numbers in it. Four figures you can read every Monday.

Stands alone: if you stop here, you keep the scorecard, the plan, and the operations reporting running again.

Phase 2 · Automate it Weeks 3 to 5

The agent takes over the calling, and the appointment goes back on the books by itself.

  • Build the live read of who is late and who has not checked in
  • Design and train the calling agent on your rule, your language, and your offer sequence
  • Same day slot first, reschedule second, text fallback third
  • Write the booking back into your schedule automatically
  • Handle the edge cases: wrong numbers, voicemail, patients who want a person
  • Run it beside your current process for two full weeks before it takes over
Milestone

Every late patient is contacted within fifteen minutes of the mark, without anyone scanning a screen, and their rebooking appears in your schedule.

Stands alone: if you stop here, you keep a working recall agent and the scorecard that proves what it did.

Phase 3 · Run it without you Weeks 6 to 8

The part that makes it survive staff turnover, which is the thing that undid the last build.

  • Retire the recall spreadsheet and let the record keep itself
  • Build the manager view: contacted, rebooked, still open, recovered visits this week
  • Write the procedures for the new workflow so a new hire can run it on day one
  • Train the front desk and the manager on the live system rather than on a document
  • Extend the agent to the next two call types: cancellations, and patients due for re-evaluation
Milestone

Your manager can prove the work happened without asking anyone, and you get the weekly number without asking her.

Stands alone: this is the phase that makes the first two permanent instead of dependent on one person remembering.

After go live · Managed optimization Optional, monthly

Not required. Available once Phase 2 is live, month to month, cancel any time.

  • Listen to real calls and tune the script against what patients actually say
  • Track rebooking rate and push it up deliberately, month over month
  • A monthly report you can read in two minutes
  • Add new call types as you think of them, without a new project
Why it exists

An agent that is never tuned decays. This is the difference between a system that works in week one and one that still works in month twelve.

6

Why this pays for itself

The only number below that is yours is 186. The other two are placeholders, and Phase 1 replaces them with your real figures before you spend anything on Phase 2.

Missed appointments, July 186 If one in four rebooks 46 visits At a $65 average visit $2,990 a month Recovered in a year $35,880 The full build pays for itself in about six months and keeps running after that

Illustrative. The rebooking rate and the visit value are stand ins until Phase 1 measures yours.

What actually changes

 TodayAfter
Missed appointments caughtWhoever happens to noticeEvery one, at the fifteen minute mark
Calls madeUnmeasuredCounted, logged, timestamped
Screens touched per callbackThreeNone
Where the rebooking landsTyped into a spreadsheetWritten into your schedule
Manager's proofAsk people and hopeA number she can show you
Survives a staff changeNoYes
7

What we need from you

Short list, and most of it lands in the first week. Nothing here takes you off the floor for long.

Week one

  • The recall spreadsheet: the actual file, not a screen share, so we can read the real history.
  • The ChiroTouch documentation: the data dictionary and schemas Gerson committed to sending. This is the one item everything else waits on.
  • Your average visit value: so the recovery math stops being a placeholder.
  • Ninety minutes with your front desk: watching the real workflow, not a description of it.

Along the way

  • Your current engagement vendor's setup details: what is connected, and what you were paying for.
  • A decision on tone: how the agent should sound, in one short conversation.
  • Your manager for two sessions: once in Phase 1, once in Phase 3. She is the owner of this after we leave.
  • One named person to sign off: so a stalled question does not become a stalled week.
8

Investment

Priced by phase on purpose. You pay for a phase as it starts, and every phase leaves you with something that works on its own, whether or not you continue.

🔍 Phase 1 · See it

Measurement live, existing tools audited, operations reporting restarted, and the real dollar value of the gap.

$4,500

🤖 Phase 2 · Automate it

The recall agent built, connected to your schedule, tested in parallel, and live.

$7,500

🏛️ Phase 3 · Run it without you

Spreadsheet retired, manager dashboard, written procedures, team trained, agent extended.

$4,500

📈 Managed optimization

Optional, after Phase 2 goes live. Month to month, cancel any time.

$1,500 / month

🔐 Compliance and the agreement Included

Everything we build handles patient information under a signed business associate agreement. That is part of the build, not an add on.

☎️ Call minutes and hosting

Third party costs pass straight through to you at cost, with no markup. Roughly $200 to $350 a month at your current volume. Phase 1 confirms the exact figure before you commit to Phase 2.

Full build, Phases 1 through 3

Paid phase by phase as each one begins. Start with Phase 1 and decide the rest once you can see the numbers.

$16,500

Ready to start? Three steps.

  • Say yes to Phase 1. That is the only decision on the table right now.
  • Send the four items from section 7. The spreadsheet is the one that unblocks everything.
  • Put ninety minutes on the calendar with your front desk in the first week.
Book the Phase 1 kickoff
9

What comes after

Not part of this build, and not priced here. Named so you can see where the road goes once recall is running.

🔁 Lapsed patient reactivation

The same agent, pointed at patients who stopped coming months ago instead of ones who missed today.

📋 New patient intake

Forms filled before they arrive, landing in your chart instead of on a clipboard.

💳 Insurance and benefits checks

The verification work that eats your front desk's morning, done before the day starts.

📊 The practice scorecard

Recall was the first thing worth measuring. It is not the last. Visits, retention, and collections on the same weekly page.

🎓 The chiropractic playbook

Once this is proven in your practice, it becomes something you can put your name on with other doctors.

🗂️ The rest of the operations manual

The role documents and procedures already exist. Phase 3 puts recall in them. The rest can follow.

What you are actually buying

  • Not a phone robot. A rule you already wrote, finally enforced every single time.
  • Not another dashboard. The first honest number you have had about a leak you told us is significant.
  • Not a dependency on us. Phase 3 exists so this outlives the next person who leaves.
10

Questions you might have

I already pay for a patient engagement platform. Why am I paying you too?

We already started answering this with you. On August 3 we called your practice software vendor together and confirmed their own engagement product has no AI calling yet, with no date beyond "a couple of months." Your existing text and review tool stays, because it does its job. What is missing is the calling, and nothing you currently pay for does it. Phase 1 finishes that audit and gives you the number, so you are not buying a second copy of something you own.

Does anything have to change on my server?

No migration, no move to the cloud, no new practice software. Your server stays on site and runs exactly as it does today. We read from it and write a booking back to it. That is the whole footprint.

Is patient information safe?

Yes, and it is handled under a signed business associate agreement covering everything we build and everywhere the data sits. This is not a bolt on at the end. It is a condition of starting.

What if a patient will not talk to an agent?

Then they get a person. The agent's job is to catch all 186, handle the straightforward ones, and hand the rest to your front desk with the context already gathered. Your team stops doing the finding and starts doing only the calls that need a human.

What if I only want Phase 1?

That is a completely reasonable place to stop, and it is why the phases are priced separately. You end with a live scorecard, your operations reporting running again, and a written plan you could hand to anyone. Nothing about Phase 1 is wasted if you never buy Phase 2.

How much of my time does this take?

Roughly four hours of yours across eight weeks, and more of your manager's, mostly in Phase 1 and Phase 3. The front desk gives up ninety minutes in week one. We do not need you in the room to build.