Patient enquiries from every channel turn into appointments and patient records
A private clinic usually loses a patient at the first contact: an unanswered WhatsApp message or a busy phone line sends them to another clinic. We build the flow from a patient's first question to the appointment, the patient record and the next check-up. The clinic website, Google visibility, consent and quote documents and ad management are part of the same work. Medical decisions always stay with the clinician.
Where the hours go in healthcare and medical.
- 01
Patient enquiries from the web form, WhatsApp or Instagram sit for hours before anyone calls.
- 02
Appointment requests are lost while the line is busy and outside working hours.
- 03
Reminders go out by hand, so the no-show rate stays high.
- 04
Patient records, clinicians' calendars and consent forms are kept in separate places.
- 05
Every quote for a patient travelling from abroad is put together by hand, in one language.
- 06
The clinic does not come up on Google when people search for its services, and nobody knows which ads bring in patients.
What we build for healthcare and medical.
A first reply to every patient enquiry
Every enquiry from WhatsApp, Instagram, the web form or an ad reaches the front desk's screen and phone within seconds. Questions on opening hours, location and preparation are answered from the clinic's own information. No diagnosis or treatment advice is given; those questions pass to the clinician or the front desk.
Online booking and reminders
Patients choose a free slot on the website or on WhatsApp, and the appointment goes into the right clinician's calendar. A WhatsApp or text reminder goes out before the visit, and a cancelled slot opens up again.
A voice assistant on the phone
Calls that come in while the line is busy or after hours are met by a voice assistant. Appointment requests are recorded, and anything without an answer reaches the front desk as a note.
Patient records and follow-up
Which channel each patient came from, which service they asked about and who needs a call back sit in one record. Patients due for a check-up appear on the list, and access to each record is set by role.
Polyclinic management panel
Clinicians' calendars, appointments and patient records sit in one panel. The front desk sees on one screen which clinician is free and when, and the panel connects to your existing booking software if you have one.
Consent forms and health tourism quotes
Consent and information forms are filled in from the clinic's own templates with the patient's details. A patient travelling from abroad receives a quote file in their own language, and its content and price are approved by the clinician and the clinic.
Compliant ads and measurement
Meta and Google ads are prepared around the clinic's services and the rules on healthcare advertising, and shown to you before they go live. Several ads run side by side, and the budget moves to the ones that turn into appointments.
Clinic website and search visibility
A multilingual clinic website is built, the Google Business Profile is put in order and reply drafts are prepared for reviews. SEO, GEO and AEO work aims to get the clinic found by service name on Google and in AI answers.
Not a client story; it shows how the setup works in this sector.
At a polyclinic, appointments, patient records and clinicians' calendars sit in one management panel. A patient books from the website or on WhatsApp, the appointment goes into the right clinician's calendar, and a reminder goes out before the visit. An enquiry from an ad also reaches the front desk's screen the moment the form is sent. At the end of the month the report shows which ads turned into appointments.
What we expect to change once it is running.
- Aims to meet every patient enquiry without delay, whichever channel it comes from.
- Aims to lower the no-show rate through reminders.
- Brings patient records, clinicians' calendars and documents into one panel.
- Targets ad spend that goes to the ads that turn into appointments.
The products behind this work.
Handling enquiries
- See the product
Request handling
A patient enquiry from WhatsApp, Instagram, the web form or an ad reaches the front desk within seconds.
- See the product
Online booking and scheduling
The calendar is built in clinicians and time slots, with preparation time written in, and a cancelled slot opens up again.
- See the product
WhatsApp Business integration
Appointment reminders and preparation notes go out with an approved template, and the no-show rate is measured.
- See the product
Chat and voice assistant
Calls that come in while the line is busy or after hours are met by a voice assistant; medical questions pass to the clinician.
Day-to-day operations
- See the product
CRM and customer management
Which channel each patient came from, which service they asked about and who needs a call back sit in one record.
- See the product
Document and report generation
Consent forms, information sheets and health tourism quote files come from the clinic's own templates; the clinician approves them.
- See the product
Knowledge platform
Procedures, preparation instructions and the price list become searchable, so new staff find the answer with its source page.
- See the product
Integrations
Your existing booking and patient software is connected to the panel, so nothing is entered twice.
Visibility and measurement
- See the product
Web and mobile development
A multilingual clinic website and a polyclinic management panel that holds every clinician's calendar are built.
- See the product
SEO and digital marketing
The Google Business Profile is put in order, review replies are drafted, and SEO, GEO and AEO work is carried out.
- See the product
Meta and Google Ads management
Ads are prepared within the rules on healthcare advertising, and the budget moves to the ads that turn into appointments.
Clinic website design: bookings, clinician pages and GDPR-compliant forms
Clinic website design for the Netherlands and the UK: web and WhatsApp bookings, a page per treatment and clinician, GDPR consent on health forms. Four weeks.
Clinic appointment system: online booking, reminders and cancelled slots back in the diary
Clinic appointment system for private practices in the Netherlands and the UK. Patients book online, reminders go by WhatsApp, SMS or email.
Clinic automation: WhatsApp replies, reminders and one patient record
Clinic automation for private practices in the UK and the Netherlands: WhatsApp reply drafts, reminders, cancelled slots back in the diary, GDPR Article 9.
Clinic CRM: the enquiry is recorded, the clinical record stays put
A clinic CRM where phone, WhatsApp and form enquiries land in one list, get assigned and are followed up. Clinical records stay in your own clinical system.
WhatsApp automation
WhatsApp automation is a setup in which a business runs its WhatsApp conversations through the WhatsApp Business API on one number, and notifications go out by rule.
Instagram DM automation
Instagram DM automation routes the direct messages you receive on Instagram, and comments where they are connected, into the same queue as your WhatsApp, email and web form requests.
AI voice assistant
An AI voice assistant is software that answers a business phone and replies from the business's own information.
AI SEO
AI SEO makes a page visible both in Google's organic ranking and in the answers given by ChatGPT, Perplexity and Google AI Overviews.
Meta ads management
Meta ads management is the setup, measurement and weekly running of Instagram and Facebook campaigns.
Google Ads management
Google Ads management is the setup, measurement and weekly running of search and display campaigns.
Voice AI in healthcare: a realistic guide to appointments, triage, and documentation
Where voice AI earns its place in clinical operations: 24/7 booking, call deflection, multilingual access, and ambient documentation, within HIPAA and KVKK.
Reducing no-shows with clinic appointment automation
Learn how clinic appointment automation cuts revenue loss from missed appointments through reminders, rescheduling, and waitlist management.
Teams we work with
Healthcare and medical Frequently asked questions
In private clinics it is mostly used for handling patient enquiries, booking and reminders, answering common questions, preparing consent and quote documents and measuring ads. No step related to diagnosis or treatment is handed to the system.
We build the first reply to patient enquiries, online booking and reminders, a voice assistant for the phone, patient records and a polyclinic management panel. Consent forms, health tourism quote files, the clinic website, the Google Business Profile and SEO work are part of the same job. Where to start is decided during discovery.
No. It handles appointments and general information only; diagnosis and treatment decisions always belong to the clinician.
Advertising by healthcare providers is restricted by law, and Meta and Google have their own rules for health ads. Copy and visuals are prepared within those limits and shown to you for approval before they go live.
Yes. The setup works with your existing appointment and calendar tools; open slots are read from a single source, so the clinician's calendar is not kept in a second place.
Patient confidentiality is the foundation of the setup. Data protection is built into the setup from day one, under GDPR and, for Turkish operations, KVKK. Data is processed only to run your clinic.
We write the proposal after we have found the problem together
In a thirty-minute call we listen to how you work and talk through where time and customers are slipping away. If you do not need a digital fix, we will tell you that too.
30 minutes · no preparation needed
