Follow-Up Worker
Theo — the Follow-Up Worker that makes sure they show and say yes.
Getting the appointment on the calendar is not the same as getting it kept, and a quote nobody chased is a quote somebody else closed. Theo, your Follow-Up Agent, works the two stages where booked work quietly disappears.
- StageShow and convert
- First inConvert
- From/mo
- 0:00 Remi
Good morning — the practice opens at eight, but I can book you now. What do you need?
- 0:06 Caller
I chipped a tooth on a bagel this morning. It is sharp.
- 0:13 Remi
Let us get you seen today. Are you an existing patient with us?
- 0:18 Caller
Yes, I came in for a hygiene visit in the spring.
- 0:24 Remi
Found your chart — you are also due for recall, so I will note that. There is chair time at 3:15 this afternoon.
- 0:35 Caller
I will take it.
- 0:39 Remi
Booked at 3:15. Your forms are on the way by text so you are not filling them out in the chair.
- Chair time
- Today 3:15 PM
- Recall
- Flagged — overdue
- Forms
- Texted, pre-visit
Step by step
What happens after the booking
Five touches, none of which anybody in a five-person firm has time to make by hand.
See it on your own numbers- 01
Confirm
A confirmation goes out immediately, with the details the caller gave and a reply-to-change option.
- 02
Prepare
Documents, photos, insurance details and forms collected before the visit rather than in your waiting room.
- 03
Remind
Text and voice reminders on your schedule, escalating for the appointments that go quiet.
- 04
Rebook
A reschedule handled in thread, and the vacated slot offered to your waitlist within minutes.
- 05
Follow up
After the appointment: the estimate chased on day 1, day 3 and day 7, and thirty days of follow-up for anyone who came but did not sign.
Reminders and no-show prevention
Theo confirms every appointment as soon as it is booked, then reminds by text and by voice on the schedule you set, handling the reschedule in the same thread rather than sending them back to the phone. No-shows fall because the appointment is confirmed, remembered and easy to move — not because anyone was nagged.
- Immediate confirmation, then reminders on your cadence.
- Reschedule and cancel handled by reply, never by phone tag.
- Appointments that go quiet get escalated to a person before the day arrives.
Waitlist backfill
When somebody cancels, the slot is worth nothing unless it is refilled the same day. Theo works your waitlist immediately, offers the opening to the people most likely to take it, and books the first one who says yes — so a cancellation costs you a text rather than an hour.
Pre-appointment intake
Theo collects what you need before they arrive: documents, photos of the problem, insurance details, forms. The person who turns up has already done the paperwork, which shortens the appointment and stops the visit that has to be rebooked because something was missing.
Estimate and quote follow-up on day 1, 3 and 7
Most estimates are not lost to price. They are lost because nobody followed up and a competitor did. Theo chases every quote on day 1, day 3 and day 7 until you have a decision, and hands anything that turns into a real conversation straight to you.
- Three touches on a fixed schedule, in your voice, by text or email.
- Objections and questions handed to a person rather than argued with.
- A clean yes or no written back to your CRM, so your pipeline is real.
Post-consult follow-up for thirty days
Someone who showed up and did not sign is not a lost lead — usually they are a slow one. Theo runs thirty days of structured follow-up for the consultations and estimates that ended without a decision, so the people who were only thinking about it are not quietly written off.
Owner Daily Brief
You don’t log into a dashboard. You get a text.
Whatever Theo did overnight shows up in one message each morning, alongside which source produced the bookings and the single thing that needs a person.
- Today 6:00 AM
Yesterday at the practice
- 19 calls answered
- 7 new patients qualified
- 6 chairs filled
- 4 recalls rebooked
- 3 no-shows prevented
- 6:00 AM
Best source: recall campaign — 4 of 6 chairs.
- 6:01 AM
2 today’s chairs unconfirmed Confirm: two of today’s chairs have not replied to reminders.
By industry
Theo in your vocabulary.
The script, the questions and the integrations change by vertical. These are the four we build for.
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Law firms
Remi, your Inbound Agent, answers every new-client call in two rings, screens for conflicts, qualifies the matter for your practice area, and books the consultation straight into your calendar.
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Home services
Remi, your Inbound Agent, picks up in two rings while your crew is on a job — grades the emergency, takes the service address, gives a dispatch window and writes the job into your field-service software.
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Dental & med spa
Remi, your Inbound Agent, answers while your front desk is chairside — qualifies the procedure, checks what insurance you take, and books the chair time.
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Real estate
Remi, your Inbound Agent, answers the listing line and the portal enquiries in seconds — asks whether they are working with an agent, whether they are pre-approved, and what their timeline is — then books the showing while you are still in the car..
Pricing
Convert, a month.
Theo starts on the Convert plan. Estimate and post-consult follow-up come with Grow. Quoted to your volume, month-to-month, live in five business days.
Also on the team: Remi, June, Sol. See how the four work together, or what changes the quote.
Questions
Theo FAQ
Will it annoy my customers?
The cadence is yours, everything is opt-out in one word, and Theo stops the moment somebody answers. Three touches on an estimate over a week is the schedule most firms would run themselves if they had the time.
What does it cost?
Theo on the Convert plan is quoted to your appointment volume and integrations. Estimate and post-consult follow-up come with Grow.
How long does setup take?
Five business days, and usually less if Remi is already answering — your appointment types and cadences are the only new things to configure.
What if someone replies with a real question?
It goes to a person. Theo handles scheduling and confirmation; anything that turns into a negotiation or a technical question is handed to you with the thread attached.
Do I need Remi first?
No, but it is the usual order. Theo works on appointments booked any way at all, including ones your front desk books by hand.
Is there a contract?
No. Month-to-month, cancel any month.