Capture new patient leads from WhatsApp automatically

When a new patient messages your clinic on WhatsApp, the system checks for duplicates and saves the lead instantly.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4)

flowchart TD trig>"new whatsapp message received"]:::trig s0["extract phone number"]:::task s1["check for duplicate lead"]:::task trig --> s0 s0 --> s1 gx{"× is contact already a lead"}:::gate s1 --> gx p00["create lead record"]:::task gx -->|"new contact"| p00 p10["skip creation"]:::task gx -->|"existing contact"| p10 p00 --> out p10 --> out out[/"clean deduplicated lead record"/]:::out pay{{"no manual data entry, faster follow up"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepOne path onlyResultPayoff
Build size
Standard

A mid-size build with several tools working together.

Business functions
AI Agents & Autonomous SystemsVoice & PhoneSpreadsheet & Database OpsAPI & Webhook Integration
Connects
WhatsAppSupabase

The problem it solves

When a potential patient reaches out on WhatsApp, every minute you spend manually logging their information is a minute they could be losing interest or messaging a competitor instead. Typing details into a spreadsheet by hand also means typos, duplicate entries, and leads that fall through the cracks.

Who it fits

A medical or dental clinic that wants to capture and organize new patient inquiries from WhatsApp without manual data entry.

How it works

  1. A new message comes in through your clinic's WhatsApp number
  2. The system extracts and cleans up the phone number
  3. It checks whether that person is already a known lead
  4. If they're new, a lead record is created with the date, source, and channel
What you get

New patient inquiries logged the instant they arrive

Every new WhatsApp inquiry becomes a clean lead record automatically, tagged with the date, source, and channel it came from.

What you get

A clean, centralized, duplicate-free record of every new patient inquiry.

What you need

A WhatsApp business messaging connection and a Supabase database.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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