AI Scheduling Best Practices

A few key setup choices can directly impact how well your AI Agent schedules appointments for your practice. Use these tips to keep scheduling performance strong across all channels and maintain a smooth patient experience.

1. Ensure Your AI Scheduling Agent is Turned On.
   It's essential to switch on the Scheduling Agent in AI Settings to allow your agent to book patient appointments. If this setting is turned off, the agent is unable to assist with any scheduling requests, regardless of whether AI is enabled in your Appointment Type settings.

   How to Do This: Go to Settings > AI Settings and scroll to find the Scheduling Agent. Click the toggle to turn the agent on (shown in green).
   

2. Enable at Least One Appointment Type for AI.
   Your AI Agent can only schedule appointments that are AI-enabled. Ensure at least one appointment type is enabled for AI scheduling. Ideally, enable a type that supports both new and existing patients, or create separate AI-enabled types for each patient group. Without an AI-enabled appointment type, scheduling functionality will be unavailable to patients. 

   How to Do This: Go to Settings > Scheduling and scroll to find the Appointment Types. Select Edit on any Appointment Type, then check that Enable for AI Receptionist is turned on.

   

3. Keep 3+ Days Open for Scheduling.
   If your Default Online Scheduling Availability is heavily restricted or fully blocked, the AI Agent cannot find time slots to offer patients. Keep at least 3 days open for scheduling at all times and avoid limiting availability to only 1-2 days. 

   How to Do This: Go to Settings > Scheduling and look for Default Online Scheduling Availability. Select the space under any day to edit your availability for that day.

   

    

4. Extend Your Calendar Range.
   If your Calendar Range is limited to only 1–2 months, AI cannot see availability beyond that window, even if future openings exist. A longer calendar range gives AI more opportunities to surface meaningful openings, so when possible, extend your scheduling window beyond 2 months.

   How to Do This: Go to Settings > Scheduling and find Online Scheduling Settings. Select the Calendar Range box and choose an option greater than 2 months.

   
   

5. Confirm Providers & Operatories Have Availability.
   If an AI-enabled appointment type is tied to a specific provider or operatory, but that schedule is blocked, AI may show little or no availability. Before enabling an appointment type for AI, confirm the assigned providers have open time, and the assigned operatories are available. If only one provider is tied to a type, ensure their calendar isn’t heavily restricted.

   How to Do This: Go to Settings > Scheduling and scroll to find the Appointment Types. Select Edit on any Appointment Type, then check if Providers or Operatories have been assigned. Compare these selections to their availability in your PMS.

   

6. Limit Long-Term Blocking When Possible.
   You can still block providers or operatories when AI is active, just remember that extended blocks reduce available AI scheduling slots. Do not fully block the schedule unless absolutely necessary.

   How to Do This: Go to your PMS calendar and review all time blocks. This process may vary depending on your PMS type.

Looking For More AI Help? Check out our full list of AI Optimization Tips in RevenueWell Academy to ensure your agent is fully equipped and ready to streamline your operations.