AI assistant for Jane App™ clinics
The re-engagement assistant
The re-engagement assistant brings lapsed patients back. Emma reaches out to the people already in your Jane App™ database — chosen by rules you set, like time since last visit, service, or practitioner — with a personalised two-way SMS that reads like a check-in rather than a campaign. When someone replies, she answers and sends your Jane booking link. Your fastest path to more bookings is the list you already have.
- Your rules, not ours
- Two-way, never a blast
- Pause any time
- 5–10
- Business days from onboarding to live, fully done for you
- 90 days–12 months
- The re-engagement window, set by your clinic
What breaks down at most clinics, every week
- The recall list sits untouched — staff have no script, no confidence, and no time
- If a call does go out it reaches voicemail, and there is no follow-up system behind it
- Staff aren’t salespeople — asking a patient to come back feels awkward
- Owners won’t push their team on it, because staff retention is already fragile
- The patient, still dealing with the same problem, quietly books somewhere else
The conversation
What the conversation actually looks like
A check-in, not a campaign. Emma opens by asking how they are, answers what they ask, and hands over your Jane booking link when they’re ready — she never names a time, because she can’t see one.
- Check-in sentSarah · 4 months since her last visit
- Booking link sentSarah chooses her own time in Jane
Emma · Westside Physio, Calgary
Re-engagement · two-way SMS
- EmmaHi Sarah — it’s Emma from Westside Physio in Calgary. It’s been a little while since we saw you. How have you been feeling?
- Honestly not great — my knee has been flaring up again.
- EmmaSorry to hear that. I can send over our booking link so you can book back in — or if you’d rather talk it through with someone first, I can have one of the team reach out.
- The link would be great, thanks.
- EmmaHere you go — you’ll see the live availability in Jane and can choose the slot that works for you.book.janeapp.com
Where patients slip away
The gap between “last visit” and “gone for good” is silence
Patients rarely decide to leave. They go quiet, and with nothing following up, the silence becomes permanent. Re-engagement steps into that gap with one check-in.
Silence · nothing follows up
Day 0
Last visit
90 days
No rebooking
6 months
Drifting away
Emma checks in
A care-first text
Hi Sarah — it’s been a while. How have you been feeling?
The reply
Books again in Jane
Without a system, that fourth step never happens. With one, it happens for every patient your rules select — on schedule, whether or not anyone remembered.
The objection
It only works if it doesn’t feel like marketing
The reason recalls don’t get done isn’t laziness. Asking a patient to come back feels like a sales call, and a front desk isn’t a sales team. Re-engagement only earns its place if it removes that — for your staff and for the patient.
Care first, booking second
The opening message asks how someone has been, not whether they want to book. Patients reply to being remembered; they ignore being marketed to. That one ordering choice is most of the difference.
Nobody has to make the awkward call
Your team stops working a list, stumbling through a script, or feeling like they are bothering someone. The conversation arrives already started, and they step in when it needs a person.
It protects your staff, not just your schedule
Asking front-desk staff to do outreach they dread is a reliable way to lose them. Removing that job is worth something on its own, before any booking comes of it.
Never an off day
The hundredth reply is handled the way the first was — from your approved knowledge base, in your clinic’s tone. Not better than your team. Just tireless in a way no person is expected to be.
Consistent, or it isn’t worth doing
Not once a quarter when somebody remembers. Every patient your rules select, on schedule, with the follow-up you set — Tuesday morning or Sunday night.
Consent-first, and easy to leave
Outreach runs only where you have consent. Every message identifies your clinic, opt-outs are honoured the moment someone replies STOP, and anyone who asks to be left alone is.
Why we built this
Our co-founder is somebody’s lapsed patient
There’s an osteopath I used to see. He’s excellent — genuinely good at what he does. Then about a year went by. Nothing went wrong. I just didn’t make the time to book, and every month I’d think, I should really book in. I should really book in.
It took an episode bad enough that I had no choice, and then another six months went by before I saw him again. His appointments are close to two hundred dollars. If he or his front desk had had anything at all — even a text saying it’s been a while, let’s get you back in — I’d have been going every month.
That’s the part I’d want a clinic owner to hear. It ends up on the patient to remember, and most people aren’t going to. Not because they don’t want to. Because they don’t have the time, or it isn’t the highest thing on the list that week. Maybe they run a business. Maybe they’re a parent.
He never once reached out.
Allisyn Coulson, Rebookly co-founder — a former kinesiologist with nearly twenty years in Canadian wellness. She has owned and run clinics, and now coaches wellness businesses.
The list you already have
Every quiet patient is a booking nobody has asked for
One lapsed patient is a story. A list of them is a number you have never looked at. Picture your last year of patients as a single block. A large share have gone quiet — no rebooking, no follow-up, and usually no reason they wouldn’t come back if somebody asked.
- Quiet — no rebooking since their last visit
- Emma checks in
- Books again
Illustrative only. The proportions shown are not a measured rate — they show the shape of the idea, not a prediction about your list. Your own numbers depend on your patient base, your rules, and your clinic.
Re-engagement works that block. Emma checks in with the ones your rules select, answers whoever replies, and passes them your booking link. It is the cheapest growth available to a clinic, because these people already know you and have already chosen you once.
How it works
How it works
Nothing here is guesswork on Emma’s part. She acts inside criteria your clinic defines, and you can change or stop them whenever you want.
Step 1
You set the rules
Time since last visit, appointment type, service, practitioner, location, and any exclusions. Emma does not independently decide who gets contacted — she only acts within the criteria you define.
Step 2
She reaches out like a person would
A personalised two-way SMS built from real Jane visit history, written to feel like a natural check-in. Not a blast, not a discount, not a mass campaign.
Step 3
The reply becomes a booking
If they answer, Emma answers back within her approved scope and shares your Jane booking link so they can book inside the same conversation. Anything clinical goes to your staff.
In the journey
Where it fits in the patient journey
This is the part of the journey most clinics never work, because there is no trigger for it and nobody has time to go looking.
- Patients who have not booked in several months and meant to come back
- Patients who stopped partway through a course of treatment
- Wellness or maintenance patients whose gap has quietly stretched
- Seasonal check-ins, where a clinic’s year has a natural rhythm
- Anyone in your Jane list you have simply lost track of
One of nine
Emma is the AI receptionist. This is one of the nine assistants behind her.
Each assistant covers one moment in the patient journey. Three answer everyone who contacts you; six reach out first.
See all nine 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.
- Missed-Call Text-Back
Instantly texts back missed calls so the caller can continue by SMS and book — no call is ever truly lost.
- First-Visit
Welcomes and guides new patients toward their first appointment.
- Aftercare
Follows up after visits to support recovery and encourage return visits.
- 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
Re-Engagement, answered
How does Emma decide who to contact?
She doesn’t — you do. Rebookly follows rules your clinic defines: time since last visit, appointment type, service, practitioner, location, and exclusions. Emma does not independently decide who is contacted and only acts within clinic-defined criteria. If you want a group left alone, they are left alone.
Is this a mass marketing blast?
No. Rebookly does not send generic or spam-like blasts. Re-engagement is targeted and intentional, and you control who is contacted, when messages go out, and how often follow-ups occur. Messages are conversational, optional, and easy to ignore or opt out of — the goal is removing friction, not applying pressure.
What if a past patient replies with a question instead of booking?
Emma answers within her approved scope — services, pricing, duration, practitioners, and policies. If the question needs clinical judgment, policy interpretation, or anything outside her configured boundaries, the conversation is escalated to your staff rather than guessed at.
Can Emma tell me what times are available?
No — and that is deliberate. Emma doesn’t handle availability at all. She answers what she knows from your knowledge base — services, pricing, duration, practitioners, policies — and hands off your Jane App™ online booking link, where the patient sees your live schedule and picks their own time. Because she never reads or quotes your schedule, she can never offer a slot that is already gone. Separately, background data sync with Jane keeps re-engagement targeting and the dashboard current — that is reporting data, not availability.
Can we pause or stop it?
At any time. Clinics pause, adjust, or stop re-engagement to stay aligned with capacity, seasonality, and staff availability — there is no point filling a calendar you cannot staff. Opt-outs are enforced automatically and permanently: if a patient replies STOP, all automated outbound messaging to that number halts across every workflow.
Does this help retention, or just bookings?
Both, and the retention effect is the more durable one. Re-engagement keeps your clinic present without being intrusive, so patients feel remembered rather than marketed to. That shortens the gaps between visits and raises lifetime value over time, rather than producing a one-off spike.
Is the outreach CASL compliant?
Rebookly enforces consent status and opt-outs operationally, and will not initiate outbound messaging where consent is missing or has been withdrawn. Collecting appropriate consent remains your clinic’s legal responsibility — see our Trust & Compliance page for how that responsibility is divided.
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
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 your existing list is worth
Book a short demo and we’ll walk through how re-engagement would target your Jane list, and what rules you would want on it.
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