The official WhatsApp Business API
We activate your number on the WhatsApp Business API through a licensed provider, so several staff members can reply from the same number and every chat has a history.
Patient journey, from enquiry to attendance
WhatsApp automation for clinics, with your staff completing the booking
Patients message you at any hour and get a reply within seconds that answers a general question or collects booking details. Then a staff member takes over the chat.
The WhatsApp message waits, and the patient messages another clinic
Many patients prefer to message rather than call, and they write to more than one clinic at once. The clinic number is often on a single phone, answered by a staff member between calls and patients standing at the front desk.
- Messages sent after hours wait until the morning
- The WhatsApp number is on one staff member's phone, so the chats go with them when they are away or leave
- The same questions about location, insurance and doctor hours come every day
- No chat history and no permissions, so the supervisor cannot see who replied and who did not
Where it acts on the patient journey
We work on the response: from the patient's first message until a staff member picks it up.
- Enquiry
- Response
- Booking
- Attended
What it includes
An instant reply at any hour
A reply within seconds that welcomes the patient and offers options: book an appointment, location and hours, accepted insurance, or talk to a staff member.
Booking questions
It collects the name, service, branch and preferred time, so the staff member receives a ready booking request instead of starting the chat from scratch.
Routing to the right staff member
By service, branch or language. During working hours a staff member picks up the chat within minutes. After hours the patient is told when to expect a reply.
Wording approved by your organization
Our team writes every automated reply and template message, and your organization approves it. Messages the clinic starts also need Meta approval before they are sent.
A clear limit on medical questions
Questions about symptoms, treatment or test results are not answered by the automated reply. The chat goes to a staff member, and the doctor has the final word.
How we work
Collect patient questions
We read a sample of your current WhatsApp chats and list the repeated questions and what staff need in order to book.
Write the flow and the wording
Chat options, approved answers, and when the chat moves to a staff member. Your organization reviews and approves them before launch.
Connect the number and test
We connect the number to the official API through the provider, then test internally with the front desk before any patient sees it.
Review the chats
We read a sample of chats every week at the start, and fix any reply that patients did not understand or that slowed the booking.
How we measure
- Response time to the first message, during and after working hours
- Time until a staff member picks up the chat
- Share of chats that became a booking request
- Share of booking requests that became a confirmed booking
- Share of people who asked to stop messages
Automation speeds up the start of the chat. Completing and confirming the booking is your team's work, so we measure both together.
We use the official WhatsApp Business API through a licensed provider, and messages your organization starts go only to people who agreed to receive them, in line with the Personal Data Protection Law (PDPL) and WhatsApp policies. The automated reply gives no medical information.
Frequently asked questions
Does the automated reply answer medical questions?
No. It answers booking questions and general information you approve, such as location, working hours and insurance. Any question about symptoms or treatment goes to a staff member, and the doctor has the final word.
Can we keep our current clinic number?
Usually yes, once it is connected to the official API through the provider. We check the number's status before any step, and explain what changes in how you use it.
How is this different from the regular WhatsApp Business app?
The regular app suits one phone and one staff member. The official API lets several staff members reply from the same number, with automated replies, chat history and a link to your enquiry follow-up system.
Can we send offers to all the numbers we have?
No. Messages your organization starts go only to people who agreed to receive them, with a way to stop them. This is required by the PDPL and WhatsApp policies, and messaging numbers that did not agree can get your number blocked.
Who owns the number and the chats?
Your organization does. The number and the provider account are in its name, and we work only with the permissions you give us.
See how your number replies today
Send us your WhatsApp number. We will message it as patients would at different times, then show you what to change in a free consultation of about 30 minutes.
We reply on the same working day.
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One of our team leads will contact you on the number you entered.
