WhatsApp inbox
One shared, real-time inbox for the front desk.
Clinic type: GP
Many doctors, one front desk
A busy practice has several doctors, a queue at the desk and a phone that never stops. Mediora gives your receptionists one shared WhatsApp inbox, a calendar per doctor, and an assistant that takes the routine questions off their plate.
Patient
Is Dr Rahman in on Saturday?
WhatsApp, 7:55 AMAssistant
Dr Rahman works Saturday mornings. I have 9:15 or 10:30, 15 minutes each. Would you like one?
The shared inbox
Everyone sees the same thread
One thread per patient, for life, shared by your whole front desk in real time. Filter by open, unread, assistant paused or assigned to you, and search by name or by phone number typed any way.
Take over a thread to mute the assistant and own it. Hand it back when you're done. Assign it to a colleague, or close it; a new message from the patient reopens it.
- Included: Escalation alerts arrive in real time with a reason
- Included: Read receipts and delivery ticks on every reply
- Included: A paused assistant resumes after 24 hours of quiet
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.
SendA walk-in, start to finish
Register
Find the patient by phone in any local format, or create them. The number is stored in international format.
Book
Pick a doctor and a free slot. If the doctor is already booked, the database refuses it. No override for that one.
Check in
Mark them arrived. The doctor sees it on their own day view.
Doctor completes
The doctor starts and completes the visit and writes the note. Revenue counts completed visits.
Who moves a booking along
| Status | Who sets it | What it means |
|---|---|---|
| Scheduled | Front desk or assistant | Booked and holding the slot |
| Confirmed | Front desk | The patient confirmed they're coming |
| Checked in | Front desk | The patient has arrived |
| In progress | Doctor | The consultation has started |
| Completed | Doctor | Done; counts toward revenue |
| No-show | Front desk | Didn't arrive; the slot is freed |
| Cancelled | Front desk, or the assistant if allowed | With a reason, kept for the record |
The calendar
A column for every doctor
The day view shows every doctor side by side, updated live for everyone at the desk. Leave and breaks are shaded, and each booking shows whether staff or the assistant made it.
If a booking breaks a policy, like outside hours or during leave, staff can choose to book it anyway. Double-booking a doctor is the one thing nobody can override.
Calendar
Tue, Nov 12 · Austin, TX time
Today All doctors Book
Built for a busy desk
- Reply limit
- 4096
- Characters per staff reply. Long enough for directions and a prep list.
- AI pause
- 24H
- A taken-over thread hands back to the assistant after 24 hours of quiet.
- Past limit
- 30M
- Staff can't book more than 30 minutes into the past, which catches typos.
What it doesn't do yet
We'd rather tell you now than have you find out in week two.
Questions, answered
Can several receptionists work the inbox at once?
Yes. It's one shared, real-time inbox. Assignment and takeover show who owns a thread, so two people don't answer the same patient.
Can doctors see the inbox?
No. Doctors are kept out of the inbox entirely. They see their own day, the shared calendar and the clinical record.
What happens when a patient replies after 24 hours?
WhatsApp only allows free-form replies within 24 hours of the patient's last message. Outside that window the composer locks, and your team can send an approved template instead. When the patient replies, the window reopens.
Does it handle walk-ins?
Yes: register the patient (or find them by phone), then book and check them in. There's no separate walk-in type; it's an appointment like any other.
Which plan includes the assistant?
The WhatsApp assistant is part of the Professional and Enterprise plans. The Free and Starter plans include the inbox, calendar, patients and reminders, and your team answers WhatsApp themselves.
Do we keep our WhatsApp number?
Mediora connects to a WhatsApp Business account on Meta's Cloud API, and the number you connect is the one patients message. Whether your current number can move across depends on how it's registered today, so we check it with you during setup before anything changes.
The features behind it
Scheduling
Rosters, leave and a calendar that can't double-book.
Patients
One record per phone number, found in any format.
Team & services
Roles, seats, a kill switch and your price list.
Other clinic types
Continue?
Set up your clinic in an afternoon. The free plan needs no card and no sales call.
Or book a demo