How Clarity Health Solutions manages hundreds of phone appointments with Koalendar

🕒 Measurable results:

• Appointments scheduled every 30 minutes from 9:00 AM to 5:00 PM during peak season
• ~60 voicemails handled daily and converted into appointments
• 48-hour minimum notice enforced for all Medicare appointments
• 10-minute buffer times added between meetings to support agent workload

👥 Team using Koalendar: Administrative assistants and insurance agents

📅 Years using Koalendar: 2+

⭐ Top benefit: Centralized scheduling across agents, locations, and appointment types while meeting legal requirements

Clarity Health Solutions is a Missouri-based insurance agency helping individuals, families, and seniors navigate health and life insurance decisions. The team supports clients by offering guidance across multiple types of insurance plans, such as individual and family health insurance, Medicare Advantage, Medicare Supplement, Prescription Drug Plans (Part D), ancillary products, and life insurance or final expense coverage. They serve clients through locations in Warrenton and Troy, Missouri.

Clarity HS clients typically call or submit a contact form to schedule an appointment, and the office handles the scheduling for them. That works well for their clients, but it puts a lot of responsibility on the team.

And during busy season, the volume spikes fast:

• Peak season runs roughly mid-October through the end of December
• Agents can be booked every 30 minutes from 9:00 a.m. to 5:00 p.m.
• The team may have dozens of voicemails to return, each needing an appointment on the calendar

On top of that, the team needs enough lead time for Medicare-related paperwork:

“There’s a government rule that they have to sign a form 48 hours before their appointment.” Kristie, Assistant at Clarity Health Solutions, explained.

So the real challenge was clear: Schedule a lot of appointments by phone, across multiple agents and locations, while staying compliant and preventing overlap.

Koalendar became Clarity HS “single source of truth” for scheduling, used internally by assistants while talking to clients on the phone or picking up voicemails.

Kristie manages:

• New agents added to the account
• Dozens of appointment types (phone and in-person versions)
• Availability rules (some agents do in-person only on specific days)
• Buffer times between appointments
• Intake forms and reminders

One place to schedule for everyone When the office is slammed, assistants (and owners) can schedule for any agent as needed.

Instead of bottlenecks:

• Assistants can book on behalf of any agent
• owners can schedule using another agent’s calendar
• No appointment is delayed

Three in-person locations, built into the flow: Since in-person meetings can happen in three different offices, Koalendar makes it easy to select the right location while booking.

Rules that protect compliance and prep time: The company uses a 48-hour booking rule so Medicare appointments aren’t scheduled too close to the meeting, giving the team time to handle required forms. Kristie also notes it helps agents prepare quotes and materials ahead of time.

“It’s kind of nice to have… so the agents have time to prepare and get ready”.

Forms that capture what the client needs: During the phone call, assistants fill in details like name, email, and what the appointment is for, so the agent knows what to prepare.

“We offer many types of insurance… that way the agent knows what they’re preparing for”.

Reminders that keep clients on track: Koalendar automatically sends email reminders (for example, three days before and two hours before) and include important notes ahead of in-person visits.

For Clarity Health Solutions, Koalendar became the system that keeps high-volume, phone-booked appointments running smoothly, especially during peak season:

✅ One organized hub for phone scheduling across five agents, managed by assistants in real time

✅ Built-in reminders (three days before and two hours before) that help clients show up prepared

✅ Cleaner handoffs to agents with booking forms that capture what the client needs (so agents can prep quotes and documents)

✅ Better structure for compliance-heavy appointments with a 48-hour rule that supports Medicare paperwork requirements

✅ Less scheduling friction during busy weeks, since the team can book on any agent’s calendar when the phones spike

Clarity Health Solutions doesn’t rely on clients to schedule themselves, appointments start with a phone call, email or booking form. But behind the scenes, Koalendar gives the team the structure and consistency they need to handle high volume without the chaos.

With one centralized scheduling hub, built-in reminders, and booking rules that support Medicare documentation requirements, Kristie and the team can book faster, stay compliant, and keep every agent’s day running smoothly, even when the phones light up during peak season.

Koalendar isn’t just for self-booking. If your team schedules appointments on behalf of customers, you can still use Koalendar to keep everything clean, consistent, and easy to manage.