Waiting lists sorted. Skin cancer suspicion recognized. IGeL inquiries pre-qualified.
Dermatology practices live with 3-6 month waiting times for routine appointments, and acute patients in between. Your AI phone assistant triages by urgency (skin cancer suspicion, acute skin condition, routine skin check), books urgent slots, answers IGeL inquiries about Botox, fillers and anti-aging treatments with co-payment notice, and sorts private consultation requests.
Notice under EU AI Act Article 50:On the first ring, the agent says clearly: you're talking to an AI. Just ask, and the agent connects you to a human.How we use AI
What does the AI phone assistant do for dermatology practices?
The AI phone assistant for dermatology practices distinguishes three appointment categories: Acute (suspicious mole, swollen/painful skin area, allergic reaction) with immediate slot within 1-3 working days, Routine (annual skin cancer screening, acne follow-up) on regular waiting list, IGeL/private services (Botox, fillers, anti-aging consultation, laser) with co-payment information and a 30-minute consultation slot. Private patients get separate slots without waiting time compromise.
EU-Sovereign · GDPR · AI Act
Made in Germany. Hosted in Europe. The AI processing stays in the EU too, without US providers.
GDPR-compliant on EU servers
All calls, transcripts and knowledge data are processed encrypted on Hetzner Cloud in Falkenstein and Nuremberg, with data processing in the EU. A DPA under Art. 28 GDPR is in place.
Hosting: Hetzner Online GmbH, Germany, ISO 27001:2022 certified (Falkenstein, Nuremberg)
AI processing runs with European providers in the EU, not with US corporations like OpenAI, Google or Amazon. No training on your data.
Speech recognition with EU processing and speech synthesis from a German provider, customers receive the named provider list in the dashboard.
Auto-deletion: 30 days default, adjustable up to 365 days depending on your package
AI Act Art. 50, met by default
From 2 August 2026 every AI system must disclose to end users at the start of the conversation that it is AI-based. rinqo makes this the default setting in every channel, from first contact.
Voice: mandatory disclosure as first audio frame, before any answer
Chat/Email: AI label in footer and subject
Synthetic audio will be machine-watermarked once Code-of-Practice (June 2026) ships
Penalty: up to €15M or 3 % global annual turnover, the lower amount for SMEs
Sources: GDPR Art. 28 + 32 · EU AI Act Regulation 2024/1689 · DSK guidance on artificial intelligence and data protection (German data protection conference, 2024). This overview does not constitute legal advice.
Why dermatology practices need an AI agent.
4,052 dermatologists take part in statutory outpatient care, only 2,534 of them with their own licence. The demand of an entire population meets that small a number of practices, and the first contact is almost always a call. Treatment times vary widely, from a quick skin check to skin cancer surgery, and self-pay services need structured advice with a consent form before the appointment. Acute cases, a suspicious mole, a painful patch of skin, a suspected skin cancer, have to be lifted out of the waiting list. That calls for slot management with clearly defined emergency and acute categories. The assistant at reception is taking in patients, preparing invoices and working the phone at the same time, and in the end too much is lost.
Acute skin cancer suspicion cases must not disappear in the waiting list
IGeL inquiries cost disproportionate consultation time on the phone
Private and statutory patients need different slot logic
3-6 months waiting time produces frustration, patients leave for competitors
“
We have three months waiting time for an appointment. When someone says a mole has changed, we need them today or tomorrow, but they call the sixth dermatologist until one picks up.
How the phone agent works for dermatology practices.
Your AI phone assistant triages every call in three stages. Stage 1 (Acute, immediate slot): Keywords like suspicious mole, swollen skin area, painful change, allergic reaction with breathing problems, immediate slot within 1-3 working days, and in life-threatening cases escalation to practice management plus a note for the caller to dial the emergency services (112) themselves. Stage 2 (Routine, regular waiting list): annual skin cancer screening, acne follow-up, check-up appointments, structured booking in the next available slot, reminder before the appointment. Stage 3 (IGeL/private services): inquiry about Botox, hyaluronic acid filler, laser treatment, anti-aging, the agent explains the procedure in one sentence, communicates co-payment notice (typically 200-800 Euro depending on treatment), and books a 30-minute consultation slot. Private patients are recognized via insurance self-disclosure and offered the slots you set aside for private patients.
4,052
dermatologists in statutory outpatient care, as of 31 December 2025
Why rinqo for dermatology practices, GDPR, triage, AI Act.
Dermatology practices process diagnostically relevant image patterns and sensitive anamnesis data. Three points are decisive: data residency, triage accuracy, transparency obligation.
GDPR Art. 9 + 32
Patient data: stored in Germany, processed only in the EU, contractually guaranteed.
rinqo processes all calls exclusively in EU data centers: Hetzner Falkenstein and Nuremberg. Speech-to-text via a speech recognition service in an EU setup or, as an expansion stage, via speech recognition on our own servers in Germany. No data flow to the US, processing stays entirely in the EU. Data Processing Agreement (DPA) per Art. 28 GDPR digitally signable as standard.
Hetzner Falkenstein DE · DPA Art. 28 included · Processing in the EU
Acute triage
Skin cancer suspicion recognized, not buried in waiting list.
The agent is trained on dermatology-specific triage: suspicious moles, size or color changes, painful skin areas, allergic reactions. When suspicious, immediate slot within 1-3 working days instead of routine waiting list. Conservatively calibrated.
Keyword triage · Acute slot within 3 days · Conservative
AI Act Art. 50 (from 2026-08-02)
Disclosure automatic, before it becomes mandatory.
From August 2, 2026, Article 50 of the EU AI Regulation requires every practice using an AI-based phone assistant to enable callers to recognize they are speaking with an AI. rinqo handles this automatically: every call begins with an audible notice line, wording is customer-voice-compliant editable.
Audio disclosure per call · Editable · No compliance gap
rinqo vs. classic solutions for dermatology practices.
Three options dermatology practices compare today: classic IVR menu, US voice AI platform or answering machine. Honest overview.
Feature
rinqo
All channels, one plan
DE-IVR
classic phone system
US voice AI
international providers
Answering machine
Classic
Skin cancer suspicion triage
Keyword-based
Key routing
IGeL consultation with co-payment notice
From knowledge base
Private vs. statutory slot routing
GDPR + EU data center
Hetzner DE
CLOUD Act
AI Act Art. 50 disclosure
Automatic
Not an AI system
Not an AI system
Skin cancer screening appointment reminder
What your agent does for dermatology practices
Skin cancer suspicion triage and acute slot allocation
IGeL consultation with co-payment notice and information sheet
Private patient slot routing (separate waiting list logic)
Reminder before booked skin cancer screening
Acne follow-up and continuation appointments
Allergy consultation and patch test booking
What the Phone Agent can do
Answers common questions automatically
Books appointments directly in your calendar
Qualifies inquiries and captures contact details
Routes complex cases to your team
Speaks 17+ languages
Learns from your website and documents
Honest answers to real concerns.
The four questions every practice owner asks us before they start.
Can the agent recognize skin cancer suspicion?
The agent triages by keywords (suspicious mole, size change, color change, itching, bleeding) and offers immediate slots within 1-3 working days when suspicious. Triage is conservative, when in doubt, the patient gets an acute slot instead of routine waiting list.
How does the agent handle IGeL inquiries?
The agent knows your IGeL catalog (Botox 250 Euro per area, hyaluronic filler from 400 Euro, wrinkle treatment, laser therapy) from the knowledge base, communicates co-payment notice transparently, sends information sheet by email and books a 30-minute consultation slot. No surprises for the patient at the appointment.
Does it work with our practice management system (Tomedo, Medistar, T2med)?
The agent books appointments via Google Calendar, Microsoft Outlook, or a calendar with CalDAV access, such as iCloud or Nextcloud. If your practice management system (such as Tomedo, Medistar, or T2med) has an open interface, it can be connected via REST API or webhooks, we set that up on request. Alternatively, sync your PMS calendar with Google Calendar.
Frequently asked questions for dermatology practices.
The agent triages by keywords (suspicious mole, size or color change, bleeding) and offers immediate slots within 1-3 working days when suspicious. Conservative triage, when in doubt, acute slot instead of waiting list.
The agent actively asks for insurance type and offers private patients the separate private patient slots that do not belong to the statutory waiting list. For IGeL inquiries, co-payment notice is communicated regardless of insurance type.
The agent provides basic information about procedure, duration and co-payment from your IGeL catalog, sends information sheet by email and books a 30-minute consultation slot. Detailed consultation happens with you at the appointment, the agent avoids over-consultation.
The agent sends automatic recall reminders after 12 months. If the patient responds with appointment request, the agent books directly into the next available routine slot.
The smallest allowance covers the front desk of a small practice. Mid-size practices with 270 calls a week need more; we work that out in the first call. An additional practice number is charged separately.
Multi-channel for your industry
rinqo for Dermatology practices, all channels
Telephone, chat and email from one platform: business case, ROI, GDPR and integrations.
Founder of rinqo. Builds a company memory where an organisation's knowledge comes together and stays available, and the AI agents that work from it: on the phone, in the inbox, in chat, in marketing and in further roles. Writes here about bringing AI into companies, about data protection, and about what holds up in daily operation. Developed in Germany, processed in the EU, no US providers.
