How It Works
From patient message
to booked appointment
in 30 seconds.
No new app for your team. No new app for patients. Just WhatsApp and a live calendar — connected by an AI receptionist that never takes a day off.
Patient sends a message
Any time of day, from any device — the patient opens WhatsApp and messages your clinic's number. Or they can tap the chat widget on your website. No app to install. No forms to fill. Just the same way they'd text a friend.
- Works on WhatsApp Business number
- Also works on the web chat widget
- Detects English, Hindi, and Marathi automatically
AI receptionist replies instantly
The AI answers within seconds — warm, professional, and in plain language. It answers treatment FAQs (cleaning, root canal, implants, whitening) but never diagnoses. If the patient has pain or an emergency, it escalates to your phone immediately.
- No diagnoses — ever
- Treatment questions answered in plain language
- Emergency keywords trigger a call to your team
- Reads your tone from a training script
Checks your live calendar
The AI reads open slots from your Google Calendar or Outlook. It suggests the nearest match to what the patient asked for — no back-and-forth. If a slot is taken, it offers the next two closest times.
- Two-way sync with Google Calendar / Outlook
- Atomic booking prevents double-bookings
- Buffers built in — no back-to-back overflow
Books the slot and confirms
The patient gets a WhatsApp confirmation with date, time, and clinic address. Your team sees the appointment on the dashboard instantly. A 24-hour reminder goes out on WhatsApp, then a 2-hour reminder on Growth plans.
- Instant WhatsApp confirmation
- Clinic dashboard updated in real time
- Automatic reminders reduce no-shows by 40%
Under the hood
Built on battle-tested infrastructure. Hosted in India. No black boxes.
WhatsApp layer
Node.js + Baileys worker, kept in a dedicated session. Transactional messages only — bookings, reminders, confirmations. Never bulk blasts.
Conversation engine
State-machine driven booking flow with an LLM fallback for treatment FAQs. Never invents medical information. Never diagnoses.
Data layer
Supabase Postgres hosted in Mumbai. Encrypted at rest and in transit. Conversations never used to train models. DPA signed with every clinic.
Calendar integration
Two-way sync with Google Calendar, Outlook, or your PMS via API. Atomic transactions prevent double-bookings under any load.
Reminder engine
24-hour + 2-hour WhatsApp reminders. No-show tracking. Post-visit review requests. All automatic.
Clinic dashboard
See every conversation, booking, cancellation, and no-show in one place. Export daily, weekly, or on-demand. No spreadsheets.
What the first 48 hours look like
From signed contract to live on your number — no downtime for your front desk.
Kickoff call (15 min)
We collect your calendar access, clinic details, and treatment list. Confirm your WhatsApp Business number.
Configure + train
We configure the receptionist with your treatments, hours, and booking flow. Test with 20 sample conversations covering common scenarios.
Dry run with your team
Your staff message the bot as if they were patients. We fine-tune any responses that feel off. No real patients see it yet.
Go live
The number goes live. You get a WhatsApp alert for every booking. We monitor for the first 72 hours and stay on standby.
Review + tune
We send a weekly report — conversations, bookings, no-shows, and any conversations that needed human escalation.
What the AI won't do
Clear boundaries matter more than features. Here's what stays human.
No diagnoses
The AI never tells a patient what's wrong. It only answers treatment FAQs and always directs to the doctor for a final assessment.
No prescriptions
No medication advice, no dosages, no "take this for 3 days." Ever. Those go to the doctor directly.
No off-script promises
The AI never quotes a treatment price, promises a specific outcome, or negotiates. Those go to your front desk.
No bulk marketing
Transactional messages only. No promos, no campaigns, no "we miss you" blasts. That protects your WhatsApp number.
Integrates with your stack
If your practice management software has an API, we'll connect. If it doesn't, we'll sync via calendar.
Common questions
Does the patient know they're talking to AI?
Yes. The first message says "Hi! I'm your virtual receptionist." Being transparent increases trust rather than hiding it. If a patient insists on talking to a human, the conversation escalates to your team within seconds.
What if the AI gets something wrong?
It never diagnoses, never prescribes, and never quotes prices. If it can't confidently handle a message, it escalates to a human. You can review every conversation on the dashboard and flag responses for retraining.
Will this replace my front desk?
No. It handles the 60–80% of messages that are simple questions or booking requests, so your front desk can focus on patients in the chair. Humans stay in the loop for anything complex.
How is patient data handled?
Encrypted at rest and in transit. Hosted in Supabase Mumbai. Never used to train any model. We sign a Data Processing Agreement with every clinic. Data is deletable on request within 60 days.
Can it handle multiple clinic locations?
Yes — Growth plan supports up to 3 locations, Enterprise is unlimited. The AI routes patients to the nearest location and books into that location's calendar.
What if WhatsApp changes its policies?
We monitor WhatsApp's terms continuously. If the landscape shifts, we migrate to the official WhatsApp Cloud API with no downtime and no changes for your patients. This is already covered in your plan.
See it live in 15 minutes
Book a call. We'll demo the receptionist on a fake clinic, then set it up on your number in 48 hours.