“My job is making sure appointment booking — without anyone on your team having to ask.”
We watched our own healthcare admin team burn out on work that never stopped. Medical Schedulers were leaving for better pay, calling out sick, and taking weeks to train — meanwhile the queue kept growing and customers kept waiting. There was no way to hire fast enough.
Wesley was built to be the piece of the team that's always there. Not a bot reading from a script, but a worker who knows the systems, the SOPs, and the judgment calls — so your senior people get their time back for the work only they can do.
Wesley in their own words.
I'm the medical scheduler your healthcare admin team leans on when the queue starts stacking. Books, reschedules, confirms, and reminds — across every provider. I own the work end-to-end — you hand me the inbox, the ticket, or the call, and it gets done right the first time.
Day to day I'm running appointment booking, reschedule + cancel handling, provider matching. I know the systems your team uses, I know what "clean" looks like in this seat, and I don't drop details when the volume climbs.
I work inside your stack, not alongside it. Every action I take is logged, every handoff has context, and your senior people get their time back for the work only they can do.
Hear Wesley on a real call.
This is how Wesley handles a caller end-to-end — answer, capture, confirm, close. Request a demo to hear one live with your business.
Wesley is in production. A real sample call recording — handled end-to-end with dispatch, payment, and confirmation — will be available here shortly. Request a demo to hear one live with your business.
What Wesley does best.
Everything Wesley does, top to bottom.
These aren’t theoretical. Every item below is part of Wesley’s live SOP on real deployments.
- Appointment booking
- Reschedule + cancel handling
- Provider matching
- 24h / 2h reminders
- Logs every action in your system of record
- Escalates with full context when scope is exceeded
- Runs against SOPs you approve before go-live
- Works inside your stack — no new tools required
How Wesley works a typical ticket.
Five steps, every time. Nothing skipped, nothing improvised.
Pick up the work
New medical scheduler work lands in my queue — form, ticket, email, or inbound request. I triage within minutes of arrival.
Appointment booking
Appointment booking. Done inside SOP, logged step-by-step, never skipped.
Reschedule + cancel handling
Reschedule + cancel handling. Done inside SOP, logged step-by-step, never skipped.
Provider matching
Provider matching. Done inside SOP, logged step-by-step, never skipped.
Document + hand off
Every action lands in your healthcare admin system of record. If anything exceeds scope, I warm-transfer with full context — your team never starts from zero.
The tools Wesley works inside.
Wesley plugs into your existing stack. No new tools to learn, no data silos, no black box.
Built for the operators Wesley already works with.
Work Wesley has already done.
Every role below represents live deployments on real businesses — not theoretical capabilities.
- Primary medical schedulerEmbedded in healthcare admin teams
Books, reschedules, confirms, and reminds — across every provider.
- Appointment bookingDaily workload
Appointment booking · Reschedule + cancel handling · Provider matching. Every action logged, every handoff documented.
- Cross-team coordinationInterfaces with healthcare admin stakeholders
Works alongside your existing team — never a black box. When scope exceeds the runbook, escalates with full context and proposed next step.
Real calls. Real tickets. Real outcomes.
Request came in via Slack at 9:12 AM. By 10:04 Wesley had processed the work, flagged one edge case to the team lead, and closed the loop with a short summary + links to the system of record.
Teams that already hired Wesley.
Challenge, solution, and the numbers that changed after go-live.
Behavioral Health operator missing medical scheduler work after hours. Senior staff pulled onto routine tasks; errors stacking up; customer follow-through slipping.
Deployed this worker on the primary appointment booking flow. Loaded the SOP, wired the integrations, and flipped live inside 48 hours.
Growing primary care team could not hire fast enough to keep up with medical scheduler volume. Backlog grew 3x in 90 days; escalations ran hot.
Handed over the routine 80% of the queue. Senior staff kept the judgment calls. Every action logged in the system of record.
Wesley vs. hiring a human.
The math, laid out. No salary, no turnover, no sick days.
| Scenario | Human hire | Temp agency | Wesley |
|---|---|---|---|
| Annual cost | $61,000 | $88,450 | $4,188 |
| Hours covered | 40/week | 40/week | 168/week |
| Sick days | 10+/yr | 2+/yr | 0 |
| Ramp time | 6–8 weeks | 1–2 weeks | 48 hrs |
| Turnover risk | High | Very high | None |
Pick the bundle that fits your volume.
Buy minutes, not employees. Every plan includes full onboarding and integration. Upgrade or downgrade any month.
- 300 minutes / month
- $1.50/min overage
- One AI worker
- Standard SOP training
- Email support
- 500 minutes / month
- $1.50/min overage
- Custom SOP + voice training
- CRM / system-of-record integration
- Priority support
- Monthly tuning session
- 1,500+ minutes / month
- $1.50/min overage
- Multi-line / multi-region
- Custom voice + white-glove onboarding
- Dedicated CSM
- Per-team reporting
- SLA + BAA available
Need more volume? See all 14 tiers →
From signup to live in under 48 hours.
Four steps. We handle the technical work. You focus on the SOPs and the first-week review.
Pick your plan
Choose a minute bundle that matches your volume. Most medical scheduler ops start on the Starter or Pro tier.
Connect your inbox / ticket system
Hook into your CRM, help desk, or ticket queue. Webhooks or native integrations — we handle the plumbing.
Upload your knowledge
Scripts, SOPs, FAQs, rate cards — anything your medical scheduler team would hand a new hire. We train the worker on it.
Go live in under 48 hours
Soft-launch on a small % of traffic, review recordings the first week, then flip to full volume. You stay in control.
What teams say after they hire Wesley.
“Accurate, on-brand, and never calls out. We trust Wesley with work we'd only trust our most senior medical schedulers with.”
“Wesley caught errors our previous medical scheduler missed for months. The ROI was obvious inside two weeks.”
Everything teams ask before hiring Wesley.
Under 48 hours in most cases. We load your medical scheduler SOP, wire the integrations, and soft-launch on a small share of traffic so you can review before flipping to full volume.
Wesley warm-transfers (or routes the ticket) with a one-paragraph summary: what the caller / customer asked, what Wesley already confirmed, and why it's being escalated. Your team never starts from zero.
Whatever your team already uses. Wesley pushes actions into your existing healthcare admin stack — CRM, ticket system, calendar, SOR — via native integrations or webhooks. No new tool required.
You buy a minute bundle starting at $249/month. Every minute Wesley spends on your work counts toward the bundle. Overage is billed at $1.50/min. No seats, no per-call fees, no hidden add-ons.
Any time. Upgrades prorate instantly. Downgrades apply at the next billing cycle. Your worker keeps its training, voice, and history through any change.
Yes. Wesley works every shift, including weekends and holidays. Work that lands at 2 AM gets handled before your team walks in the next morning.
Every conversation is logged, encrypted at rest, and retained per your policy. For healthcare admin teams with HIPAA, PCI, or SOC2 requirements, we run on BAA-signed infrastructure with audit trails on every action.
Yes. Book a call with our team — we'll walk you through a live demo of Wesley, look at your current medical scheduler workflow, and map out what the first 30 days would look like.
Starting at $349/mo.
Live in under 48 hours.
Most teams run medical schedulers on the lite bundle or the next one up as volume grows.
