Waiting lists maintained. Urgent concerns passed on. IGeL inquiries taken.
Dermatology practices live with 3-6 month waiting times for routine appointments, and acute patients in between. Your AI phone assistant sorts calls by your keywords (suspicious mole, 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:The preset greeting says right at the start that an AI is speaking. If a transfer number is on file, the agent hands callers over to a person on request.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.
Servers in Germany · no US corporations
Stored in Germany. Processed in the EU, without US providers.
GDPR-compliant on EU servers
Many host in the EU and still send the data to US corporations like OpenAI. We don't. Calls, transcripts and knowledge data sit on servers in Germany, and the AI processing runs with European providers in the EU. A DPA under Art. 28 GDPR is in place.
Hosting in Germany, in data centres with ISO 27001 certification
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: 90 days by default, adjustable from 7 days
AI Act Art. 50: AI notice on by default
Since 2 August 2026, people must be told no later than first contact that they are talking or writing to an AI. With rinqo this notice is on by default in every channel.
Phone: the preset greeting says it is an AI; calls the agent places itself always open with it
Chat: notice always visible in the window. Email: notice below every reply from the agent
Generated images: AI label in the metadata, plus a visible label that is on by default
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 sorts calls by your keywords into 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, forwarding, AI Act.
Dermatology practices process diagnostically relevant image patterns and sensitive anamnesis data. Anyone choosing an AI phone system here checks three points: data residency, forwarding rules, 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, with the servers in Germany. Speech-to-text runs via a speech recognition service in an EU setup. No data flow to the US, processing stays entirely in the EU. Data Processing Agreement (DPA) per Art. 28 GDPR digitally signable as standard.
Servers in Germany · DPA Art. 28 included · Processing in the EU
Acute concerns
Urgent skin concerns first, not buried in the waiting list.
The agent responds to the keywords you store for your practice, for example suspicious moles, size or color changes, painful skin areas, allergic reactions. If one of them comes up, it offers the next free acute appointment from your calendar instead of the routine waiting list. It does not make a medical assessment.
Your keywords · Next free acute appointment
AI Act Art. 50 (from 2026-08-02)
AI disclosure built into the greeting.
From August 2, 2026, Article 50 of the EU AI Regulation requires every practice using an AI phone assistant to enable callers to recognize they are speaking with an AI. With rinqo, the AI notice is built into the default greeting, and you can adjust the wording.
AI disclosure in the default greeting · Wording adjustable
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
Urgent skin concerns first
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 disclosure under AI Act Art. 50
Automatic
Not an AI system
Not an AI system
Skin cancer screening appointment reminder
What your agent does for dermatology practices
Schedule urgent skin concerns first, based on your keywords
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
Main language from 17+ languages
Answers from your website and documents
Honest answers to real concerns.
The questions that come up before the start.
How does the agent handle suspicious moles?
The agent sorts by your keywords (suspicious mole, size change, color change, itching, bleeding) and then offers the next free acute appointment from your calendar. You set the keywords, better too broad than too narrow. It does not make a medical assessment.
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, we set up the connection with you. Alternatively, sync your PMS calendar with Google Calendar.
Frequently asked questions for dermatology practices.
The agent sorts by your keywords (suspicious mole, size or color change, bleeding) and then offers the next free acute appointment from your calendar. You set the keywords, better too broad than too narrow. It does not make a medical assessment.
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 does not send invitations after 12 months. It sends a reminder the day before every booked appointment, and if someone calls for the screening, it 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.
