AI assistant for Jane App™ clinics
The cancellation assistant
The cancellation assistant follows up when a patient cancels and has nothing else booked. Emma sends one warm text in your clinic’s name with an easy way to pick a new time, and if they reply, she helps them book. It is one message, not a sequence, and it stops the moment they book.
- One text, never a chase
- Only when nothing is rebooked
- Stops when they book
The conversation
What the follow-up actually looks like
No guilt, no fee talk, no “we noticed you cancelled”. A short note that makes coming back easy, and a real answer if they reply.
- One follow-upSarah cancelled · nothing rebooked
- Booked in the threadNo account, no password
Emma · Westside Physio, Calgary
Cancellation follow-up · two-way SMS
- EmmaHi Sarah, it’s Emma at Westside Physio. Sorry we’ll miss you this time. Whenever you’re ready, you can pick a new time here, or just reply and I’ll help.Your online booking link
- Thanks! Could I come in next Tuesday instead?
- EmmaTuesday at 10:15am or 3:45pm are both open with your physio. Either suit?
- 10:15, please.
- EmmaBooked: Tuesday 10:15am. It’s in Jane now, and the clinic will send your confirmation.
How it works
How it works
Step 1
A patient cancels in Jane
Your front desk, or the patient, cancels the way they always do. Emma sees it in your Jane App™ records; there is nothing extra to mark or remember.
Step 2
Emma checks before she writes
If they already have another appointment booked, she says nothing. Opt-outs and your clinic’s pause switch are respected, and texts only go out in daytime hours.
Step 3
One warm text, then she waits
A short note in your clinic’s tone with an easy way to pick a new time. If they reply, she answers and helps them book. If they book, the follow-up stops there.
In the journey
Where it fits in the patient journey
A cancellation is the moment a course of care most often quietly ends. Nobody decides to stop; the next appointment just never gets made.
- Patients who cancel because life got busy and mean to rebook
- A course of treatment that is easy to lose after one missed week
- Front desks with no time to call back everyone who cancelled
- Clinics that want the gap filled without sounding like a collections notice
One of ten
Emma is the AI receptionist. This is one of the ten assistants behind her.
Each assistant covers one moment in the patient journey. Three answer everyone who contacts you; seven reach out first.
See all ten AI assistantsThe other assistants
What else Emma has behind her
Assistants work together rather than in isolation — a recovered call often becomes a first visit, and a first visit becomes aftercare.
- Paid Lead Follow-Up
Instant SMS the moment a form is submitted, then strategic drip follow-up until they engage.
- Website Live Chat
Engages website visitors instantly and keeps the conversation going.
- Social Messaging
Answers Facebook Messenger and Instagram DMs in real time.
- Voice AI
Answers the calls your front desk can’t get to, day or night, and books the appointment in Jane on the call.
- First-Visit
Welcomes and guides new patients toward their first appointment.
- Aftercare
Follows up after visits to support recovery and encourage return visits.
- Re-Engagement
Brings lapsed patients back with personalised two-way SMS, driven by Jane visit history.
- Birthday
Sends warm birthday messages that drive rebooking.
- Google Review
Invites patients to leave a Google review once they’ve attended a set number of visits — the clinic sets the threshold.
Questions
Cancellation, answered
Does it text everyone who cancels?
No. It only follows up when the patient has nothing else booked, so someone who moved their appointment to another day hears nothing. Anyone who has opted out, and anyone your clinic has paused, never receives it.
Will patients feel chased?
It is one message, not a sequence. It says sorry we will miss them and makes booking again easy, with no fee talk and no pressure. If they do not reply, nothing follows.
Can Emma see what times are actually free?
Yes — she reads your availability from Jane at the moment she needs it, and books the appointment in the conversation: the right treatment, a practitioner who provides it, at your location. She is not working from a copy. Nothing is cached and there is no second calendar, so there is nothing to fall out of step — she is reading the same Jane your front desk is, and the appointment goes into Jane itself. Jane enforces its own rules at the moment of booking, exactly as it always has. If nothing on offer suits the patient, she takes a callback request rather than guessing.
Can we change the wording or turn it off?
Yes. Tone, timing and whether it runs at all are set with your clinic, and you can pause or stop it whenever you like. Opt-outs are enforced automatically across every workflow.
By clinic type
Tuned to your discipline
This assistant runs the same way for every discipline — what changes is the knowledge base behind it.
- Massage Therapy
- Physiotherapy
- Naturopathic
- Chiropractic
- Acupuncture
- Multidisciplinary
- Med Spas & Aesthetics
- IV Drip & Injectables
- Laser & Skin
- Mental Health & Counselling
This runs the same way for any Jane App™ clinic, whatever you practise. See the AI receptionist by clinic type · How the Jane App integration works
See what happens after a cancellation
Book a short demo and we’ll show you the cancellation follow-up alongside the rest of Emma’s assistants.
A demo is a live call with a founder — not a sales rep.
- Live in 5–10 business days
- Jane stays exactly as it is