Appointment automation for clinics and practices
An AI assistant answers questions about services, prices and opening hours and routes the patient to booking, even outside reception hours. For physiotherapy, dental, aesthetics and psychology clinics and other specialties.
The requests that arrive when nobody can answer
Booking requests arrive by WhatsApp, Instagram and the website at night, at weekends and during appointments. Whoever is seeing a patient or working the front desk cannot answer every message at the time.
Reception only
- Booking requests sent at night that only get a reply the next day.
- The same questions about prices, opening hours and location answered one by one.
- Appointments interrupted to answer the phone or reply to messages.
- Rescheduling and cancellations handled by exchanging messages.
- Patients who get no reply and book at another clinic.
AI assistant and automations
- Answers to frequent questions 24 hours a day, with the information the clinic defines.
- The patient is routed to the free slots in the scheduling tool.
- Questions without a confirmed answer go to the clinic by email.
- Reception keeps the cases that need a person.
What can be automated at the clinic
Each clinic uses different channels and tools. On the alignment call we choose what to automate first.
AI assistant on the website
Answers questions about specialties, prices, opening hours, location and how appointments work. It uses only the information the clinic provides and does not invent answers.
How the AI assistant worksBookings in the calendar
The assistant integrates with scheduling tools such as Cal.com or Calendly, shows the free slots and collects the patient's name and email to confirm the booking.
Manychat automations on Instagram and WhatsApp
Automatic replies to private messages and comments, menus with the most frequent questions and handover of the conversation to reception when the patient needs to speak to a person.
Meta rules for WhatsApp chatbotsScheduling and invoicing
Automatic processes for scheduling, issuing invoices, receiving payments and syncing the clinic's tools. Appointment reminders and rescheduling are covered in the audit on the alignment call, according to the tools the clinic already uses.
Website with AI assistant
If the clinic has no website or wants to replace the current one, I build a website with the AI assistant integrated. The domain and hosting stay in the clinic's name.
Website with AI assistantManychat training
If you prefer that someone at the clinic learns to build and maintain the automations, the Manychat course is a 14-hour 1-on-1 training by video call.
Manychat 1-on-1 courseHealth data and GDPR
Health data is a special category of personal data under the GDPR. The assistant is configured not to collect it.
- The assistant does not ask for symptoms, diagnoses, medication or clinical history. It collects only what is needed for the booking: name, contact, requested service and time.
- It gives no clinical guidance and does no triage. Questions about symptoms or treatments are routed to the appointment or to the clinic's direct contact.
- If the patient writes clinical information in the conversation, the assistant does not comment on it and says that the matter is handled with the health professional.
- The website's privacy policy must state that an AI assistant exists and what data it collects. The clinic is responsible for processing patient data; if it has a data protection officer, that person should review the configuration before publication.
How much it costs to keep the assistant running
After installation, AI usage is paid directly to the technology provider, with no markup.
If you use the WhatsApp Business API, Meta charges separately for some messages. See the WhatsApp Business API pricing guide or work out the figure with the WhatsApp cost calculator.
How implementation works
Four phases, from the first conversation until the assistant is answering on the clinic's website.
Alignment call
A recorded 1-hour online meeting to understand the clinic's channels, the questions that repeat and how bookings are made today.
Quote and contract
A document with the tasks to carry out, the price and the execution time. Once the quote is approved, the contract is signed.
Build and testing
I configure the answers with the clinic's information, set the limits for health data and test the bookings before publication.
Delivery
The project is delivered under the terms of the contract, with a 30-day guarantee.
Related guides
- WhatsApp Business API pricing Which messages Meta charges for and how much they cost.
- Meta rules for WhatsApp chatbots What a chatbot can and cannot do on WhatsApp.
- Reply automatically to Instagram comments How to send a private message to whoever comments on a post.
- WhatsApp cost calculator How much you will spend on WhatsApp messages per month.
Want to know what you can automate at your clinic?
Ask the AI assistant on this page or book a call with Rodrigo to review the clinic's channels and bookings.
Frequently asked questions
Answers to the most common questions about appointment automation for clinics and practices.
Does the assistant replace the clinic reception?
No. The assistant answers repeated questions and routes booking requests. Situations that need a person go to reception or to the clinic email.
Does it work with the booking software the clinic already uses?
The assistant integrates with scheduling tools such as Cal.com or Calendly. If the clinic uses other booking software, we check on the alignment call whether the connection is possible.
Does the assistant answer clinical questions?
No. The assistant is configured not to give clinical guidance, not to triage symptoms and not to ask for health data. Clinical questions are routed to the clinic.
Which types of website can the assistant be installed on?
The assistant works on WordPress, Webflow, Squarespace, Wix, Shopify or websites with custom code. Installation requires adding a script to the header or footer of the website.
What if the clinic does not have a website yet?
I also build websites with the AI assistant integrated. Development usually takes between 2 and 4 weeks, from the delivery of the content to publication on the clinic's domain.
How much does it cost to keep the assistant running?
AI API usage is paid directly to the provider and runs between €5 and €15 per month for about 2,000 messages. The build and installation are quoted after the alignment call.
Can the clinic's WhatsApp and Instagram also be automated?
Yes, with Manychat automations: automatic replies to messages and comments, menus with the most frequent questions and handover of the conversation to reception when a person is needed. The flows are designed to follow Meta's rules.
