Healthcare and pharma · Healthcare · Poland
Coblit's medical chatbot registers patients at a clinic in Gdańsk without the front desk: it collects data, runs an initial interview and books visits.
About the project
We designed and delivered an AI system that takes over registration: it talks to the patient, collects data, runs an initial interview, qualifies the patient and books the appointment in the clinic's system.
Project journey
Patient registration was manual and put a strain on staff: the front desk handled phone calls and messages, collected data by hand, and patients waited a long time to be contacted.
Every day without a solution meant more manual work, slower service and missed opportunities.
We designed and delivered an AI system that takes over registration: it talks to the patient, collects data, runs an initial interview, qualifies the patient and books the appointment in the clinic's system.
Registration is no longer the clinic's bottleneck.
Key value
The patient goes from first contact to registration in a single process.
Summary
The project shows how AI can take over patient registration and relieve medical staff — as a digital front desk available around the clock.
Who it’s for
We see similar challenges in many companies. If you recognise yourself in this list, this project shows what we can do for you too.
Private clinics and outpatient centres
Dental practicesRehabilitation and physiotherapy centres
Aesthetic medicine clinicsVeterinary practices
Laboratories and sample collection pointsWhy it works
Patients can register at any time, so the clinic doesn't lose appointments outside working hours.
The chatbot picks a time slot and passes the data to the clinic's system in one process, with no call-backs.
The interview adapts to the patient and the type of visit, so registration is simpler than a rigid form.
Staff no longer have to handle every call and message or collect patient data by hand.
Information reaches the system in a structured format, which reduces registration errors.
How we ran the project
This is how we worked together on the Medical clinic in Gdańsk project: from understanding the processes, through wireframes and architecture, to rollout and further development.
We talk to the people who will use the system. We map out how processes work today, where time and money are being lost, and how they should work a year from now, once the company has grown.
We build what solves a real problem — not a list of features nobody will use.
We design screens and user journeys in Figma and test a clickable prototype with future users before the first line of code is written.
You see and test the solution at the outset — changes to a mock-up cost a fraction of changes to a finished system. You can order the analysis and mock-ups as a separate stage.
We choose technologies to match the goal, the budget and the systems already running in the company. We design the architecture, integrations and data security so that the system can grow together with the business.
No costly rework a year later — the system is ready for more users, more data and new features.
We work in short stages and show a working version every few weeks. We launch the features that deliver the biggest savings first.
You have constant visibility of progress, a say in the direction and see the first results sooner.
We test the system, migrate the data, launch it in the production environment and train the team in day-to-day use.
A smooth start without downtime — from day one the team knows how to work in the new system.
After launch we monitor operation, respond to tickets under the SLA and extend the system with further features and automations.
One partner from idea to ongoing development — you are never left alone with the system.
How we work with every client Technologies we build with
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Book a short callCompleted projects
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