Managed automation & AI
New patients ring while reception is with the person at the desk, and book with whichever practice answers first. HM Automate replies to every call and enquiry instantly, books appointments into your diary, and sends the reminders that keep chairs filled.
5.6%
No-shows drain the diary. 8.1 million of 146 million NHS outpatient appointments ended as a did-not-attend, and private clinic rates run higher still.
NHS England Digital, Hospital Outpatient Activity 2024-25
80%
Reminders fix most of it. NHS England reports that sending reminders has been shown to cut did-not-attends by up to 80%, with two-way messages beating one-way.
NHS England, Reducing did not attends in outpatient services
33%
Reception can't catch every call. A third of small businesses fail to answer their incoming calls, and new patients rarely leave a voicemail.
Moneypenny small business call research, 2017
We connect your phones, forms, calendar, CRM and invoicing into a single flow, then run it for you.
Every call, form and message gets a reply in under a minute - any hour, on the channels you use.
Enquiries are sorted automatically: new-patient requests are booked straight in, urgent cases are flagged to reception, and routine questions get instant answers instead of eating the front desk's day.
Quotes chased, no-shows rebooked, past customers re-engaged. On schedule, every time, without anyone remembering to do it.
Every completed job triggers a review request at the right moment - consistently, even in the weeks when nobody would have thought to ask.
A plain-English weekly summary: enquiries in, jobs booked, revenue recovered. No dashboards to learn.
Off-the-shelf AI knows the internet; it doesn't know you. We build custom AI for your business, based on your own price lists, past quotes and support history, so it answers like your best employee, not a search engine.
Four real examples of the systems we design and run. Yours is built around your business; these show the shape.
A new patient calls while reception is helping the person at the desk. They won't leave a voicemail, but they will answer a text.
A new patient who would have called the next practice on Google, booked in.
Most quoted treatment plans aren't declined; they're put off, then forgotten. Yours follow up on their own.
Accepted treatment that would have quietly drifted, back in the diary.
Happy customers rarely leave reviews unprompted; they just need to be asked at the right moment.
Your rating climbs on autopilot, and problems reach you before they reach the internet.
A form enquiry answered tomorrow is a patient who booked elsewhere, and a booking without reminders is a coin-flip.
Prevented no-shows alone can pay for the system; every one is billable time back.
Tell our AI assistant how work reaches you and what happens next - the missed calls, unchased quotes and follow-ups that never happen.
The automation architect who'd design, build and run your system reads every chat. Within two working days your automation plan comes back as a short video made for you: where your business is leaking, in plain English, and what we'd build to stop it.
HM Automate
AI assistant - every chat read personally
Hi - I'm HM's assistant (an AI). So: what's the headache - the task you'd most like off your plate?
Free · about 10 minutes · ends with your automation plan + £100 off setup
Tell our assistant how the work happens now - about 10 minutes, no booking - and we map where enquiries enter your business and where they leak out. You get the plan whether or not you hire us.
We design and build your system around your existing tools, no rip-and-replace, on your own private instance.
We monitor, maintain, and improve it continuously. When something breaks at 7am on a Saturday, we usually know before you do.
Most automation providers build something, invoice, and vanish. Six weeks later an integration silently breaks and nobody notices until the leads stop. We run what we build: monitoring, updates, and fixes are the service, not an extra.
Your system runs on its own private instance - not a shared account we could hold hostage, not pooled with other businesses, not a SaaS that changes its pricing overnight. Everything is exportable; if we ever part ways, the system goes with you.
No templates squeezed onto your workflow. We build around how you actually take jobs: your services, your tools, your process.
The AI receptionist - built into Crew and HQ
On a job, after hours, mid-holiday - the receptionist picks up in seconds, takes the details like a good front desk would, and books the job straight into your calendar during the call. Urgent jobs and cancellations ping your phone immediately.
Built into Crew (300 call-minutes a month) and HQ (900). No per-call fees - just minutes. See pricing →
Twelve fixed-scope automations, described in plain English - no jargon, no "it depends". Pick any 3 on Solo, any 5 on Crew, or any 8 on HQ. Anything not on this list is a custom build, quoted after the chat.
works with: WhatsApp Business
works with: Google Calendar, Outlook
works with: Xero, QuickBooks, Sage
Looking for the AI receptionist? It isn't a recipe - it's built into Crew and HQ, above.
Published prices, the same for everyone - no haggling, no "book a call to find out". The one exception: custom builds beyond the recipe book, which are quoted individually. And one missed job can cover a month.
Every band includes setup, your own private instance, round-the-clock monitoring and the monthly catch report.
Just you, a phone and a diary that fills itself.
£99/month
£199 setup
For teams where the phone rings more than anyone can answer.
£299/month
£399 setup
For established operations that want the lot handled, and reviewed by a person every month.
£599/month
£699 setup - waived on annual
Finish the chat above and £100 comes off any setup fee.
Add-ons: Dedicated server on Solo or Crew - £49/month. Custom automation care - £49/month per custom workflow: monitoring, maintenance and fixes for bespoke builds. Recipes include this already.
Call minutes are the only thing metered, and allowances cover one business's genuine inbound calls: go over and they simply bill per minute. The enquiry figures size your band rather than cap it, and your monthly report flags both long before anything surprises you.
No. We build around your existing phone system, calendar, and CRM. If you have gaps, we'll recommend simple options, but replacing your stack is never a requirement.
We host your system, monitor it around the clock, apply updates, fix anything that breaks, and make ongoing improvements. You never file a ticket with a faceless vendor; you message us.
A proven open automation platform, with AI models brought in only where a step needs judgement rather than rules: reading an enquiry, drafting a reply, holding a call. We choose the right model per job instead of forcing one tool onto everything, and nothing is proprietary - your system is documented and exportable.
No - and that's the point. There's no model training or retraining involved: the system reads your own business information live, so when a price or policy changes, its answers change the same day.
ChatGPT answers you, when you ask, while you're sitting at it. These systems answer your customers, when you can't, without being asked - and they're monitored, maintained and reported on every month. The tool isn't the product; the running of it is.
One customer getting in touch about one thing: a missed call, a web form, a WhatsApp, an email. However many messages it takes to sort them out, that is still one enquiry. The figures on each band size it for you rather than bill you, so nobody is counting to the decimal point; your monthly report tells you when you are outgrowing a band.
Systems are typically live within 2–3 weeks of the audit chat.
No. Your phone rings exactly as it does now - the receptionist only picks up the calls you don't. If you run a VoIP phone system, we connect to it directly instead.
Your workflows and data are exportable, and we hand over documentation and access on the way out - the system leaves with you.
Your data lives on your own private instance, encrypted and backed up daily; it isn't pooled with other companies' data on shared accounts. We process personal data in line with GDPR; details in our privacy policy.
The smaller the team, the more each missed enquiry costs, because there's no slack to catch it manually. That's exactly what the Solo band is for: £99 a month, built for one person and a phone.