Made from WhatsApp
A patient's first message creates their record, marked 'From WhatsApp'. Nobody types it in twice.
Inventory: slot 05
Find anyone by any number
One record per phone number, created the moment a patient first writes on WhatsApp. Search works the way people actually type numbers, and nothing is ever deleted.
Every planOwnerFront deskDoctors read
ML
Maria Lopez
+1 512 555 0142 · From WhatsApp
Message Book
OverviewAppointmentsClinicalHistory
Details
Phone+1 512 555 0142 (typed as (512) 555-0142)
Date of birth14 Mar 1991
GenderFemale
CityAustin, TX
Front-desk notesPrefers evening slots. Not clinical.
Appointments
Tue, Nov 12, 5:15 PM
Cleaning & exam · Dr. Rivera
3 Sep, 10:30
Teeth whitening · Dr. Chen
11 Jun, 16:00
Teeth whitening · Dr. Rivera
A patient list that keeps up
Any format
Local or international, with spaces, dashes or a leading zero, or just three or more digits. All find the same person.
Search by name
By name, WhatsApp display name or email.
Desk notes
Up to 2,000 characters of practical notes, kept apart from anything clinical.
Full history
Every change to a record is in the audit log, with a history tab on each patient.
Archive, not delete
Archived patients leave your lists but keep every appointment and note. Restore any time.
What a record holds
- Phone
- Required. It's how the patient is identified, stored in international format using your clinic's country.
- Name
- First name required, last name optional.
- Contact
- Email, address and city.
- Personal
- Date of birth and gender: female, male, other, or not disclosed.
- Desk notes
- Up to 2,000 characters. Practical, never clinical.
- Source
- Marked 'From WhatsApp' when a first message created it.
Who can do what
| Action | Owner | Front desk | Doctor |
|---|---|---|---|
| See patients | Yes | Yes | Yes |
| Add and edit | Yes | Yes | No |
| Archive and restore | Yes | No | No |
| See change history | Yes | No | No |
| Read clinical notes | Signed only | No | Yes |
Accountability
Every change, on record
Who changed a phone number, when, and from where. The history tab on each patient shows it.
The audit log is append-only: the database refuses to edit or delete its rows.
Audit log
Every change, who made it, and from where. Rows can't be edited or deleted.
ActionPersonDates
| When | Who | Role | Action | Record | IP |
|---|---|---|---|---|---|
| Today 16:02 | Owner | Admin | Updated | Service · Filling | 203.0.113.24 |
| Today 15:47 | Tasha | Receptionist | Rescheduled | Appointment · Jordan Reed | 203.0.113.31 |
| Today 11:42 | Dr. Rivera | Doctor | Signed | Clinical note (content not logged) | 203.0.113.18 |
| Today 09:15 | Owner | Admin | Suspended | Staff · Hannah Wu | 203.0.113.24 |
| Yesterday 18:30 | Owner | Admin | Updated | Assistant settings | 198.51.100.7 |
| Yesterday 10:04 | Tasha | Receptionist | Created | Patient · Daniel Okafor | 203.0.113.31 |
Small rules, fewer mistakes
- Included: Archiving is refused while the patient has upcoming appointments.
- Included: Numbers are checked and stored in one format, so duplicates don't creep in.
- Included: Archived patients keep their appointments and clinical history.
- Included: Desk notes and clinical notes live in different places, with different access.
- Included: Doctors can read patient details but can't change them.
Front desk
Front desk
A patient calls from a new phone? Search their name. A patient reads out their number with spaces and a leading zero? Type it exactly as they say it. It finds them.
What it doesn't do yet
We'd rather tell you now than have you find out in week two.
Questions, answered
Do we have to add patients by hand?
No. Anyone who messages your WhatsApp number gets a record automatically. You can also add patients yourself, for example walk-ins and phone bookings.
What if two family members share a phone?
Today one phone number is one patient record, so a shared handset means a shared record. Plan around it for now, for example with a note on the record.
Can we delete a patient?
No, on purpose. Deleting a patient would break their appointment and clinical history. You archive them instead: they disappear from lists and can be restored.
Which phone formats work?
Local and international formats both work. Numbers are normalised using your clinic's country, so for a UK clinic '07700 900142' and '+44 7700 900142' are the same person.
Can doctors edit patient details?
No. Doctors can read them. Adding and editing patients is for the owner and front desk; archiving is for the owner only.
Keep exploring
WhatsApp inbox
One shared, real-time inbox for the front desk.
Scheduling
Rosters, leave and a calendar that can't double-book.
Clinical records
Signed notes, addenda and printable prescriptions.
Continue?
Set up your clinic in an afternoon. The free plan needs no card and no sales call.
Or book a demo