AI receptionist
The assistant replies to patients on your WhatsApp number using your real prices, hours and doctors.
Platform overview
The whole front desk, one system
WhatsApp, appointments, reminders, patients and the clinical record, in one login for the owner, the front desk and the doctors. With an AI assistant for the hours nobody's at the desk.
Dashboard
Today in Austin, TX
Last 7 days Export CSV
Appointments today
24
6 still to come
Revenue today
$2,840
Completed visits
Conversations
41
12 after hours
Handled by assistant
37
4 handed to staff
Revenue completed visits
Assistant HandledTo staff
Nine modules. One login.
Each one has its own page with the details, a live demo where it helps, and an honest list of what it doesn't do yet.
WhatsApp inbox
Patients message your clinic's WhatsApp Business number.
Scheduling
Rosters, split shifts, leave and your opening hours feed one availability engine.
Reminders
Every booking sends a WhatsApp confirmation, and a reminder goes out before the visit, anywhere from 15 minutes to 14 days ahead.
Patients
One record per phone number, created the moment a patient first writes on WhatsApp.
Clinical records
Doctors write a note for each visit and sign it.
Campaigns
Send an approved WhatsApp template to a list of patients, filled with each patient's own details.
Analytics
A dashboard for the owner: today's appointments, revenue from completed visits, conversations, and how much the assistant handled, all counted in your clinic's own day.
Team & services
Invite receptionists and doctors, decide who sees what, and lock someone out in one click.
Three roles. Clear lines.
Everyone gets the screens their job needs, and the server checks the role on every request, not just the browser.
Owner
Sets the clinic up and sees everything except draft notes.
What they can do
- Included: Hours, time zone, services and prices
- Included: Invite, suspend and reactivate staff
- Included: Connect WhatsApp and manage templates
- Included: Configure the assistant and run campaigns
- Included: Dashboard, CSV export and the audit log
Front desk
Runs the inbox and the calendar, all day.
What they can do
- Included: The shared WhatsApp inbox, live
- Included: Take over from the assistant and hand back
- Included: Book, move, cancel, check in, mark no-shows
- Included: Add and edit patients
- Included: Send approved templates after the 24-hour window
Doctor
Sees the calendar and owns the clinical record.
What they can do
- Included: The clinic calendar and their own day
- Included: Start and complete visits
- Included: Write and sign notes, add addenda
- Included: Issue, void and print prescriptions
- Included: Read patient details
From WhatsApp to the calendar
What happens between a patient pressing send and an appointment appearing in your calendar, when the assistant is on.
- Step 1
Patient
Writes to your number. A burst of messages is answered once, after 8 seconds of quiet.
- Step 2
Guard
Checks for emergencies, abuse and requests for a person before any big model runs.
- Step 3
Assistant
Looks up services, doctors, availability and your knowledge base with tools.
- Step 4
Calendar
Books through the same conflict engine as your staff. No double bookings.
- Step 5
Confirmed
A reply, then a confirmation template, both in the patient’s thread.
If it's routine
Prices, opening hours, directions, a free slot on Thursday: the assistant answers and books, and every word appears in the inbox for your team to read.
If it isn't
An emergency or a request for a person mutes the assistant on that thread and alerts your desk with the reason. Complaints, billing and clinical questions alert your desk too.
Have a look around
Real screens from the product, filled with example data in your region's format.
One inbox for the desk
Every patient thread, live on every screen, with the assistant's replies labelled and a Take over button on each conversation.
See inboxML
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.
SendA calendar that says no
One column per doctor, built from rosters and leave. The database refuses double bookings, whoever makes them.
See calendarCalendar
Tue, Nov 12 · Austin, TX time
Today All doctors Book
One record per number
Created from a patient's first WhatsApp message and found by any phone format. Archived, never deleted.
See patientsML
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
Your rules for the AI
Switch it on, name it, set what it may do and which words always reach a person. It starts switched off.
See assistantAssistant
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.
Notes that stay written
Signed notes are permanent; corrections are addenda. Prescriptions are issued, frozen and printed on A5.
See clinicalMaria Lopez
Tue, Nov 12 · Teeth whitening · Dr. Rivera
Signed Add addendum
Chief complaintSensitivity on the lower left side when drinking cold water, two weeks.
DiagnosisReversible pulpitis, lower left first molar.
Note
Cold test positive, settles in under 10 seconds. No pain on percussion. Small occlusal cavity on the lower left first molar. Plan: filling next visit, desensitising toothpaste meanwhile. Review in two weeks.
Addendum · Dr. Chen · 15:10Append only
Patient called back: sensitivity is improving. Keep the filling appointment as planned.
The clinic in numbers
Today's appointments, revenue from completed visits, conversations and the assistant's workload, in your own time zone.
See dashboardDashboard
Today in Austin, TX
Last 7 days Export CSV
Appointments today
24
6 still to come
Revenue today
$2,840
Completed visits
Conversations
41
12 after hours
Handled by assistant
37
4 handed to staff
Revenue completed visits
Assistant HandledTo staff
Built on boring, solid parts
The parts you never see decide whether you can trust the parts you do.
WhatsApp Cloud API
Your own WhatsApp Business number, connected through Meta's official Cloud API. Credentials are checked with Meta before they're saved, and encrypted.
Your time zone
Every clinic has its own time zone. Hours, slots, reminders and daily totals all follow it, daylight saving included.
One clinic per row
Each clinic's data is walled off by the database itself, with row-level security on every table, not just by application code.
Nothing deleted
Staff, services and patients are archived, never deleted, so history, appointments and notes always add up.
Questions, answered
Does Mediora replace our practice management system?
It covers the front desk (WhatsApp, appointments, reminders and patients) plus clinical notes and prescriptions. It doesn't do invoicing, payments or insurance claims, so clinics that need those keep a separate tool for them.
Do patients need to download an app?
No. Patients use WhatsApp, which they already have. There's no patient app and no online booking portal.
What do we need to get started?
Your opening hours and time zone, your services with prices and durations, and your team's names and emails. For the WhatsApp parts you'll also need a WhatsApp Business account on Meta's Cloud API; we walk you through it.
Can one clinic ever see another clinic's data?
No. Every table is isolated per clinic by the database itself, with row-level security, on top of checks in the application. The security page explains how.
Which plan do I need?
Free covers one doctor and a small desk, without the assistant or campaigns. Starter adds campaigns and more seats. Professional adds the AI assistant and CSV export. Enterprise lifts most limits.
Does it work for several branches?
Not yet. Each clinic is one location in Mediora today.
Continue?
Set up your clinic in an afternoon. The free plan needs no card and no sales call.
Or book a demo