CASE STUDY

How A California Based Therapy Clinic Scheduled 500% more with Solum Health

A specialty rehab clinic was losing patients to slow response times and manual scheduling bottlenecks. Solum Health automated 100% of inbound calls and booking, cutting response time by 99% and increasing sessions booked by 400%.

March 07, 2025 · 5 mins

Results

• 4x more appointments managed
  The scheduling volume increased to 400% monthly
• 99% Reduction on wait time
  <5 minutes on wait time to schedule an appointment
• 2 minutes of call time
  Faster triage and scheduling calls, from 5-10 minutes calls

About the Provider

A specialty rehab practice based in California, provides expert care to patients recovering from surgeries and injuries.

The Challenge

The clinic faced a sharp rise in call volume and constant administrative strain due to manual scheduling workflows. With high turnover at the front desk and growing demand, delays became common and overhead costs increased. Their intake process lacked the speed and reliability needed to support efficient care delivery.

"Too many calls, not enough hands. We needed a smarter, faster way to manage demand.", Clinic Director

The Solution

Solum Health deployed an end-to-end automation solution designed for therapy clinics, automating call handling, intake, and scheduling without requiring changes to the clinic's existing platforms.

• AI Voice Agent fielded all inbound calls across appointment types, replacing the workload of 2-3 full-time front desk staff.
• Smart Routing automatically categorizes calls for new appointments, follow-ups, reschedules, and inquiries, reducing human error and bottlenecks.
• Scheduling Automation booked 500% more sessions than before, cutting average call coordination time from 8-10 minutes to just ~3 minutes.

‍ The Solum Health Solution: Calls + Scheduling

Solum Health was brought in to automate two critical functions: managing inbound calls and scheduling patient sessions. The result was a dramatic shift in efficiency and access, without disrupting existing workflows.

"Solum didn't just reduce our calls, they gave us a system that works. We are finally ahead of the curve."

Other Highlights:

• 99% reduction in time-to-first-response: from 3-5 minutes to under 5 seconds.
• Intake is now unified across multiple clinic locations under one virtual agent.
• Integrated with the clinic's existing EHR and eFax systems.
• Achieved 40% more sessions booked, with a 30-40% increase in cash-pay sessions.
• 25% increase in referral-to-booking conversion due to faster intake and insurance coordination.

What Solum Delivered

• AI Voice Agent handled 100% of inbound calls across new appointments, follow-ups, and reschedules.
• Smart Call Routing + Scheduling booked sessions, reducing phone time and staff handoffs.
• Real-Time Response: Patients are reached within seconds, improving experience and reducing drop-offs.
• No Change Required: Solum integrated directly with the clinic's existing EHR and eFax systems.

What's Next

The clinic plans to expand automation into:

• Referral intake and triage
• Document readiness alerts
• Multilingual patient communication (English & Spanish)

Confidentiality Notice: This case study has been anonymized at the request of the provider. All performance metrics, outcomes, and quotes are real and verified, but identifying details have been removed to protect the clinic's privacy.