Live prices
Prices and durations come from your services list on every message. Change a price at 3pm and it quotes the new one on the next message.
Inventory: slot 01
Answers at midnight. Books it too.
The assistant replies to patients on your WhatsApp number using your real prices, hours and doctors. It books into your calendar under the same rules as your staff, and hands anything tricky to a person.
Professional and EnterpriseOwnerFront desk
ML
Maria Lopez
+1 512 555 0142
Assistant onTake overClose
Hi, are you open tomorrow? How much is a cleaning & exam?
After 5 would be best
Assistant · 23:49
Hi Maria! A cleaning & exam is $120 and takes 45 minutes. Tomorrow after 5 I have 5:15 PM or 6:00 PM with Dr. Rivera. Which suits you?
5:15 PM please
Assistant · 23:52
Booked: Cleaning & exam, Tue, Nov 12 at 5:15 PM with Dr. Rivera. We’ll send a reminder the day before.
Appointment confirmation sent with an approved template · 23:52
Take over to reply. The assistant is on this thread.
SendGuard first. Then the assistant.
Every message takes the same five steps. The cheap safety check runs before the expensive model, and the calendar has the final say.
- Step 1
Message in
A patient writes to your clinic's number. A burst of messages becomes one reply: it waits 8 seconds for them to finish typing.
- Step 2
Guard
Fixed patterns and a small model check for emergencies, abuse and requests for a person before anything else runs.
- Step 3
Assistant
One model with tools for your services, doctors, availability, bookings and knowledge base. It picks the tools it needs.
- Step 4
Calendar
Bookings go through the same conflict engine your staff use. It can't double-book a doctor.
- Step 5
Reply
The answer goes out on WhatsApp and lands in the shared inbox labelled 'Assistant', so staff see every word.
Send it a message
Six real situations. See what the guard decides, which tools run, and what the patient gets back.
Pick a message
Maria · WhatsApp
Hi, how much is a cleaning & exam?
- 1
Safety guard
Safe. Passed to the assistant.
- 2
Assistant tools
list_services - 3
Outcome
RepliedAssistant stays on
Reply sent
A cleaning & exam is $120 and takes 45 minutes. Would you like me to find you a time?
The price is read live from your services list. It is never guessed.
You set the rules
Your clinic. Your rules.
It starts switched off. Turn it on when your prices, hours and knowledge base are ready.
Give it a name, add instructions in your own words, list the words that should always reach a person, and write the message patients see when it hands over.
- Included: Master switch, off by default
- Included: Booking on and cancelling off, until you change them
- Included: Reply outside business hours, or only while you're open
- Included: A cap on replies per conversation per hour (default 15) to stop loops
- Included: Up to 50 escalation keywords of your own
Assistant
Answers patients on WhatsApp from your catalog and knowledge base
OnSave changes
Behaviour
Assistant enabled
Master switch. Off until you turn it on.
Book appointments
Uses the same calendar rules as your staff.
Cancel appointments
Patients can cancel their own bookings.
Reply outside business hours
Max replies per hour
Per conversation. Stops reply loops.
Voice
Persona nameMaple Dental Assistant
Custom instructions
Keep replies short and friendly. Mention free parking behind the building when people ask for directions.
Added after the safety rules. 112 / 2000Escalation keywords
refundcomplaintlawyerswellingbleeding Add
Handoff message
Thanks! I’ve passed this to our front desk. Someone will reply here shortly.
It only says what you told it
The assistant answers from your own data, read fresh on every message. When it doesn't know, it says so and hands over.
Your doctors
It offers times from each doctor's real roster, leave and bookings. Never a slot your staff couldn't book.
Your policies
Parking, walk-ins, payment plans: write them as questions and answers. It searches them before answering.
No diagnosis
It's told never to diagnose or advise on medicines, and it can't reach clinical notes at all. That part is structural.
Real handoffs
Emergencies and requests for a person mute it on that thread and alert your desk with the reason.
Every turn logged
An activity log shows each reply or handoff, the reason, the tools it used and how long it took.
Nothing hidden
See every decision it made
Each turn is recorded as replied, escalated, skipped or failed, with the reason, the message that triggered it, the tools it called and how long it took.
Filter by outcome, conversation or date. When it hands over after failing to find an answer, you see the gap and can fill it in the knowledge base.
Assistant activity
Every turn the assistant took, and why
All outcomesLast 24 hours
| Time | Patient | Outcome | Reason | Tools used | Took |
|---|---|---|---|---|---|
| 23:52 | Maria Lopez | Replied | Booked appointment | check_availability → book_appointment | 21.4s |
| 23:49 | Maria Lopez | Replied | Price and slots | list_services → check_availability | 24.8s |
| 22:41 | Priya Raman | Escalated | Voice note, no caption | none | 0.3s |
| 22:05 | Jordan Reed | Replied | Parking question | search_knowledge | 17.9s |
| 21:30 | Daniel Okafor | Escalated | Asked for a person | escalate_to_human | 2.1s |
| 21:12 | Hannah Wu | Skipped | Staff took over | none | 0.1s |
| 20:47 | Priya Raman | Failed | Provider timeout, handed to staff | list_services | 60.0s |
When it steps aside
Two situations mute the assistant on that thread. The rest alert staff while it keeps answering anything else. The 'someone will reply' notice goes out at most once an hour, except for emergencies and requests for a person.
| Situation | What happens | Assistant |
|---|---|---|
| Possible emergency | Handoff message plus your country's emergency number. Staff alerted. | Muted |
| Patient asks for a person | Handoff message. Staff alerted. | Muted |
| One of your keywords | Staff alerted with the keyword that matched. | Stays on |
| Voice note or image, no text | Handoff message. It can't listen to audio or look at images. | Stays on |
| Clinical, billing or a complaint | The guard flags it for staff. | Stays on |
| Too many replies in an hour | It stops and alerts staff. | Stays on |
| A provider error or a stuck turn | The thread goes to staff. | Stays on |
Numbers worth knowing
- Wait
- 8S
- It waits for a burst of messages to finish, then answers once.
- Memory
- 12
- Turns of conversation it reads before replying.
- Pause
- 24H
- A muted thread un-mutes 24 hours after its last message.
- Cap
- 15
- Default replies per conversation per hour.
What it doesn't do yet
We'd rather tell you now than have you find out in week two.
Questions, answered
Will it make up prices?
No. Prices and durations come from your services list every time. If a service isn't in your list, it can't quote it, and the activity log shows which tools it used for every answer.
Can it book appointments by itself?
Yes, when booking is on (the default once the assistant is enabled). It uses the same availability and conflict rules as your staff, so it can't double-book a doctor or book outside a roster. Cancelling stays off until you turn it on.
What happens in an emergency?
Emergency wording is caught by fixed patterns before any model runs, in English, Roman Urdu and Urdu script. The patient gets your handoff message plus the local emergency number, the assistant goes quiet on that thread, and your front desk is alerted.
Does it read patients' medical records?
No. The assistant has no tool that can reach clinical notes or prescriptions. It talks to whoever holds the phone, so it's kept away from anything clinical by design.
Which AI model does it use?
We assign a model to each clinic, from providers including Google and Anthropic. A model that hasn't been verified for reliable tool use is never given the booking tools: it answers questions and hands over instead.
Is the assistant on the free plan?
No. It's included in Professional (3,000 replies a month) and Enterprise (25,000). Free and Starter clinics get the shared inbox without it.
Can I switch it off for one conversation?
Yes. Anyone at the front desk can press Take over on a thread. The assistant stays quiet there until someone hands it back, or until 24 hours after the last message.
Will it reply while we're closed?
By default, yes. That's when most clinics need it. You can turn off replies outside business hours in its settings.
Keep exploring
WhatsApp inbox
One shared, real-time inbox for the front desk.
Scheduling
Rosters, leave and a calendar that can't double-book.
Reminders
Confirmations and reminders on WhatsApp.
Continue?
Set up your clinic in an afternoon. The free plan needs no card and no sales call.
Or book a demo