In a Nutshell

How can you accelerate new patient acquisition and encourage practice growth without hiring additional staff or sacrificing service quality? 

A specialty care clinic in Wellesley, Massachusetts, achieved that by automating patient outreach with AI-powered voice engagement. The clinic reactivated more than 1,200 former patients, tripled conversion rates, and scheduled 69 new appointments in the first month, all while reducing the number of manual calls for staff by hundreds. 

The Challenge

After onboarding a new physician who had transitioned from another healthcare group, the clinic needed to build the patient base for the physician quickly. However, manual calling, follow-ups, and reminders were too slow, time-consuming, and inconsistent to be effective at scale. Several key operational challenges existed, including: 

• Limited staff bandwidth for outbound campaigns

• Low call completion and conversion rates from manual outreach efforts 

• Inconsistent patient engagement due to variable timing and messaging

• Lack of performance visibility to measure outreach efficacy

The leadership team needed a digital-first, data-driven transformation to serve patients at scale and accelerate growth. 

The Solution

The clinic partnered with Otomo to launch an AI outbound campaign designed to re-engage former patients and streamline scheduling. 

• Automated Engagement: Otomo’s conversational AI assistant reached more than 1,200 patients due for their annual exam, delivering personalized voice messages that informed them about the physician’s new practice and offered real-time scheduling options.

• Dynamic Optimization: Across three campaign iterations, the clinic refined tone and message flow based on engagement analytics, consistently enhancing patient pickup and booking rates.

• Integrated Scheduling: Activated patients were automatically routed to the clinic’s scheduling system to confirm appointments instantly.

The Results

Within 3 weeks, the Voice AI campaigns delivered immediate and measurable business results: 

• Call Completion Rate: Increased from 18% to 27%, a 50% improvement.

• Conversion Rate: Jumped from 5 % to 15 %, a 3x increase.

• Hundreds of staff hours saved, freeing administrative teams for higher-value work.

By replacing manual outreach with intelligent, AI-driven automation, the clinic created a scalable model for patient acquisition, delivering faster results, reduced costs, and an enhanced member experience for both patients and medical staff.  

The Bottom Line:

This wasn’t just an operational win but a major catalyst for growth. 

With Otomo Health: Smarter engagement. Stronger growth. Sustainable scaling. 

Ready to create your own growth story?

Discover how Otomo Health’s Voice AI can help you re-engage patients, fill schedules faster, and help you achieve your goals.