Find appointment times that fit staff and room
Offers only slots where the practitioner, assistant and room are all free.
Operations · Healthcare practices · When you ask · Updated
Works with
- Slack
- Google Calendar
- Microsoft 365
- Cal.com
- Calendly
Slack
Google Calendar
Microsoft 365
Cal.com
CalendlyHow do you find appointment times that fit staff and room?
To find appointment times that fit staff and room, ask Maito in Slack with the appointment type and length. It applies the template's staff, room and turnover needs, offers only feasible slots, explains skipped ones, and holds the time you choose as unconfirmed.
How it's done today
Staff see a free calendar column but miss staffing or room limits.
What Maito does
- Look up the resource needs for the appointment type
- Check every resource and buffer
- Offer only feasible slots
- Send overrides to the scheduling lead
Example
@Maito A new patient, J. Ford, needs a crown prep, 90 minutes. When can we do it next week?
The appointment template needs Dr. Cole, a chairside assistant and Room 1 or 2, plus 15 minutes of room turnover. Feasible: • Tue Oct 27, 9:00 AM: Dr. Cole, Joy, Room 2 • Wed Oct 28, 1:30 PM: Dr. Cole, Sam, Room 1 Catch: Monday Oct 26 at 10:00 AM looks free on Dr. Cole's column, but both assistants are booked, so I didn't offer it. From the practice management schedule. Want me to hold Tuesday while you confirm with Mr. Ford?
@Maito Hold Tuesday.
Held Tue Oct 27, 9:00 AM with Dr. Cole, Joy and Room 2 as unconfirmed. The hold stays until you confirm or release it.
Marta (8:45 AM):
A new patient, J. Ford, needs a crown prep, 90 minutes. When can we do it next week?
Maito (8:47 AM):
The appointment template needs Dr. Cole, a chairside assistant and Room 1 or 2, plus 15 minutes of room turnover.
Feasible:
• Tue Oct 27, 9:00 AM: Dr. Cole, Joy, Room 2
• Wed Oct 28, 1:30 PM: Dr. Cole, Sam, Room 1
Catch: Monday Oct 26 at 10:00 AM looks free on Dr. Cole's column, but both assistants are booked, so I didn't offer it.
From the practice management schedule. Want me to hold Tuesday while you confirm with Mr. Ford?
Marta (8:50 AM):
Hold Tuesday.
Maito (8:51 AM):
Held Tue Oct 27, 9:00 AM with Dr. Cole, Joy and Room 2 as unconfirmed. The hold stays until you confirm or release it.
How to set it up
- Set up
Nothing to set up. Ask in Slack or by email whenever you need it.
- Connect calendar
- Google Calendar
- Microsoft 365
- Cal.com
- Calendly
- Use practice management software
- Clio
- Dentrix
- Jane
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It can't see rules nobody told it. It also can't confirm anything with the client.
Questions
It uses the rules you give it and the schedule it can read. Share the appointment templates once and it keeps them.
It holds a slot as unconfirmed. Confirming with the person stays with your team.
Your calendar, Google Calendar or Microsoft 365, and practice software such as Clio, Dentrix or Jane through a skill.
