Psychology practices and centres
First-session requests and time changes arrive in order in one inbox and one calendar, with phone numbers hidden. The agent handles the admin, or pauses so you reply yourself.
Psychologists
Aipiter gathers the appointment requests that reach the practice’s WhatsApp, places them in a calendar for each professional and keeps every patient in the CRM with their appointments and contact decisions. If you switch it on, the AI agent suggests times and prepares appointments without ever asking for health information; if you would rather reply yourself, you leave it paused.
A day at the practice
A day in the life of a psychologist who shares a centre with a colleague, from the first session to the evening.
Before starting, the psychologist finds a request for a first consultation on her calendar, its slot already held, and messages that person from Conversations to confirm it.
Someone asks if she has a free slot this week. The agent offers the free times in her calendar, prepares the appointment and the person taps the confirm button.
Someone writes that they want to talk to the psychologist before booking. The agent alerts the team and she replies once her session is over.
A patient cannot make Tuesday. The agent finds his appointment, suggests other times and, when he picks one, Tuesday becomes free again.
With this patient, the psychologist always prefers to reply in person: she has pressed «Pause AI» in his conversation and his messages wait for her.
Someone writes that they no longer want to receive messages on WhatsApp. Their refusal is saved for that channel, and the server replies with a fixed confirmation.
Six tasks that are usually done with a phone in hand, and how Aipiter puts them in order.
Every appointment request goes into the calendar as a request, taking up its slot, and waits for your reply. It does not get buried among the chats on your phone. Appointments and bookings follows an appointment through changes and cancellations.
In lists, each patient’s contact details are masked, and every team member gets in according to their role: whoever runs reception does not reach the settings, and whoever only has read access cannot write.
Asking for or repeating health information is off limits for the agent. In «Always hand over to a person» you add the topics the AI never handles, such as anything personal or clinical, and it sticks to opening hours, fees and appointments. In a healthcare practice, if someone describes an emergency, it tells them to call 112 and leaves the conversation with you.
In a centre with several psychologists, each one is a resource who sees patients in their own time slots, day by day, and the free slots come from there.
The record shows the «Contact decisions», one per purpose, and any request to access or erase data is logged, with their receipt, for you to deal with. If someone opts out of messages, it is noted for that channel and from then on the agent does not reply to them.
The record holds every appointment the patient has, each with its status, plus their conversations. Nothing more: Aipiter does not store session notes. Whoever leaves the team loses access through «Remove from team», and the records stay with the practice.
How to start
We make the first one together; the other two shape how you will work every day.
We load your session types with their length and your hours, and agree with you what must always reach a person, or whether you would rather keep the agent paused.
Requests arrive in the inbox. With the agent active, it suggests times and prepares the appointment; when paused, the message waits for you.
Requests wait with their slot held, and you give the patient the yes yourself, writing to them in their chat.
In a practice, knowing who is asking for an appointment is already sensitive information. That is why lists mask phone numbers, each role only sees its own screens, and in the panel conversations can be read but are answered in the inbox, which checks the permission of whoever is writing.
Private notes in the inbox never reach the agent, and the AI model runs inside the European Union. The rest of the measures are on the security page.
Aipiter does not store session notes, diagnoses or reports, and it does not replace the clinical tool you already use. Its ground is what comes before: the request, the time and the message.
Whatever a patient writes in the chat stays in their conversation, which is why access depends on role and anything that is not administrative is passed to a person.
Some practices want someone suggesting times at any hour, and others would always rather reply themselves. Aipiter works for both: the agent can be switched on or paused for the whole practice, and also conversation by conversation.
When it is active, the server places a notice before its first reply: the person is talking to a virtual assistant and can ask for a human at any point.
It handles the practice’s admin: the calendar, first consultations and changes, WhatsApp and the phone, and a record for each patient. Session notes and clinical records stay outside Aipiter.
There is no need to pick up: the AI receptionist replies for you with your hours and fees, offers free times and leaves the appointment for you to confirm. Nothing is recorded: it only notes in their conversation which time they wanted.
Yes. With «Assistant paused» in its settings, every new message comes to you, in the queue of those that need attention. You can also pause it in just some conversations.
Your team members, according to their role. In lists, contact details are shown masked, and signing in requires two codes.
It does not ask for or repeat health information, and anything you put in «Always hand over to a person» is passed to the team. It also makes clear from the outset that it is a virtual assistant.
No. Aipiter is not a clinical record: it stores appointments, conversations and contact decisions.
They write to the practice’s WhatsApp. With the agent active, they receive free times and a prepared appointment; when paused, the message comes to you. In both cases, the confirmation comes from you.
We go over your calendar, the inbox and the privacy controls, and agree with you what the agent does and what it always leaves in your hands.
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