Mach Lilies
Patient forms in before the visit, recalls out after it — without reception living on the phone.
New patients arrive without their medical history and consent forms, and the recall list slips while reception answers the phone. Mach Lilies builds an AI helper for your practice: it sends and chases forms before first appointments, works the recall list with drafted reminders, prepares referral letters from your templates and keeps an eye on lab work due dates. Everything goes out from your practice address, with the approval level you set.
Works with Dentally, SOE Exact and SembleEvery action loggedYou approve what goes out
The problem, as your team knows it
Reception's morning goes on the phone. Confirming appointments, chasing new patients for medical history forms, asking again about the consent form that never came back. When a patient arrives without their paperwork, the clinician loses the first ten minutes of the appointment to a clipboard — and a medical history taken in a hurry is how things get missed. Meanwhile the plan and insurance claim documents sit in a tray, waiting for a quiet hour that never comes.
Then there's everything after the visit. The recall list only gets worked when someone has a spare afternoon, so six-month recalls quietly become nine-month gaps and the diary thins out. Referral letters queue behind whatever's urgent. And in plenty of practices, lab work is still tracked on paper or in someone's head — until a crown hasn't arrived on the morning of the fit, and reception spends that morning on the phone too.
What the helper actually does
A working week, in order:
- Checks the diary for first appointments coming up, and sends each new patient their medical history and consent forms — from your practice address, in your tone.
- Chases the forms that haven't come back, politely and on the schedule you set, so patients arrive ready and the clipboard stays in the drawer.
- Works the recall list: drafts a personalised reminder for every patient who's due, ready for one-click approval.
- Prepares referral letters from your templates and queues them for the clinician to check and sign.
- Tracks lab work due dates and chases the lab, so nobody discovers a crown is missing on the morning of the fit.
- Files returned forms against the right patient record — and flags anything clinical in a reply to a person immediately.
- Sends you a Friday summary: forms in, recalls sent, lab work on track, and anything waiting on a human.
You choose the autonomy level. Most practices start with every patient message requiring one-click approval, then loosen it as trust builds. Nothing is sent that you haven't allowed.
The same pattern takes care of the plan and insurance claim documents in the tray — collected, checked for the missing signature, and filed against the right patient.
Works with what you already use
The helper works alongside your practice management system, not instead of it. Dentally, SOE Exact and Semble are the ones we see most, with messages going out through your practice mailbox — NHS mail or Outlook where applicable — and most practice management tools. We confirm your setup in the free chat, before we quote anything.
What it costs
Setup
from £3,500 fixed
The helper connected to your practice mailbox, forms and recall list, tested with a pilot batch of real patients.
Run
from £600 per month
Monitoring, improvements, the Friday summary, and support.
Rule of thumb
If reception spends mornings on the phone chasing forms and recalls, the helper gives those mornings back.
We're taking on two founding clients this quarter with no setup fee
— in exchange for honest feedback and a case study.
Questions practices ask
Is patient data handled to healthcare standards?
Yes. We follow UK GDPR and sign a data processing agreement with you. The helper only touches what you authorise — the mailbox, the forms, the recall list — and every action it takes is logged. Full details are on our data safety page, and we'll happily walk your DPO or information governance lead through them.
Do we need to change software?
No. The helper works alongside what you already run — Dentally, SOE Exact, Semble, NHS mail, Outlook and most practice management tools. We connect to your setup rather than replacing it.
How long until it's working?
Two to three weeks for most practices, from our first proper conversation to the helper doing real work — including a pilot where your team approves every message before it goes out.
Does it talk to patients directly?
Only through your practice address, with the approval level you set. Most practices start by approving everything, then loosen it as trust builds. Anything clinical in a patient's reply goes straight to a person — the helper never answers a health question.
Can it prepare referral letters?
Yes — it fills your referral letter templates with the details someone would otherwise type in, then queues each one for the clinician to check and sign. It never makes a clinical decision. It saves the typing, not the judgement.