Every chair booked per doctor, every patient reminded, every emergency to a person.
The appointment agent, set up in the words of a dental clinic. It books consultations, treatment sittings and reviews with the doctor each patient asks for, asks them to bring their reports and reminds them the day before. A message about pain, bleeding or an emergency goes to your front desk at once. Physiotherapy and skin clinics run on the same clinic setup.
From the first message to the review, in one thread.
A sample week at a dental clinic with two doctors, followed through one patient on WhatsApp.
The first message, and a consultation with the doctor they asked for
Sofia K. asks for a check-up with Dr. Weber. The agent offers his open slots and books the one she picks, in his diary and on his chair.
“Please bring your previous X-rays and reports”
At booking, the patient is asked to bring earlier X-rays and reports, so the doctor has them at the first sitting.
The day-before reminder
The evening before, a reminder with the time, the doctor, the address and what to bring, on the channel she wrote on.
The review booked at the doctor’s interval
Once the treatment is planned, each sitting gets its own length and the review is booked at the interval Dr. Weber sets, so the follow-up is in the diary before she leaves the chat.
Four kinds of booking, each in the right diary.
Set up for dental clinics first. Physiotherapy and skin clinics use the same four, with their own treatments and their own lengths.
Consultations
A first visit or a check-up, with the doctor the patient asks for, or the earliest open slot with any doctor who sees new patients.
Treatment sittings
A cleaning, a filling, a longer sitting: each treatment carries the length your clinic sets, so a long sitting is never placed in a short slot.
Reviews and follow-ups
Booked at the interval each doctor sets for that treatment, and offered to the patient while the conversation is still open.
Per doctor, per chair, per day off
Each doctor’s hours, each chair, each holiday and day off are set once, in the same form every profession uses. The agent books only what is open.
Other professions: Chartered accountants · every profession on the appointment agent
Four things that go to your team.
The agent books the time. Anything about the patient’s health or money is for a person at the clinic.
Pain, bleeding, swelling, an emergency
Those words send the conversation to your front desk at once, with the whole thread. The agent offers no view on the symptom and waits for a person.
Clinical advice
It never says what a symptom means or which treatment a patient needs. It books the time, and the doctor decides the rest.
Fees and insurance
Questions about fees, estimates or an insurance claim go to a person on your team, with the thread attached.
A full day
It offers the nearest open slots with the same doctor, or a place on the waitlist. A chair is never double-booked.
Six stops on one timeline, and the branch that goes to a person.
The agent sits above the patient’s path from the first message to the review. A message about pain, bleeding or an emergency leaves the path and goes to a person at once.
Four things you always get.
Whatever the size of the work, these come with it.
A written brief
What we agreed to build, in one document.
A fixed price
Set in the proposal, before work starts.
Staging + approval
You see it and approve it before it goes live.
Documentation
How it works and how to change it, handed over.
Before it answers your patients.
Send any other question in writing; a written answer follows within one business day.
Can patients choose their doctor?
Yes. The agent asks which doctor they would like and books only that doctor’s open slots. A patient with no preference is offered the earliest open slot with any doctor who does that treatment.
What happens when a patient writes about pain?
Words such as pain, bleeding, swelling or emergency send the conversation to your front desk at once, with everything the patient has written. The agent gives no advice on the symptom; it tells the patient that someone from the clinic is taking over, and stays out of that thread until your team hands it back.
Can the front desk take over a chat?
At any point. Dental clinics run on the same engine, the same inbox and the same take-over as the appointment agent: anyone at the desk opens a conversation, replies in person and hands it back when they are done.
Which channels does it answer on?
WhatsApp, Instagram messages and your website chat, all arriving in one inbox. Patients write where they already do, and every booking lands in the same diary.
Not sure what you need? Ask in writing.
Send your doctors, treatments and clinic hours. The reply shows, in writing, how a week of your bookings would run through the agent.