Answer clinic patient messages and bookings on WhatsApp

Answers patient questions and books appointments on WhatsApp automatically, escalating to staff when needed.

How the work actually flows

It branches. Exactly one path is taken; a person is alerted when a step fails.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"patient sends whatsapp message"]:::trig s0["determine patient intent"]:::task s1[("log interaction")]:::store trig --> s0 gx{"× what does patient need"}:::gate s0 --> gx p00["answer using clinic info"]:::task gx -->|"question"| p00 p10["book change or cancel appointment"]:::task gx -->|"booking request"| p10 p20["escalate to staff"]:::task gx -->|"frustrated or wants human"| p20 jn{"○ log for follow up"}:::gate p00 --> jn p10 --> jn p20 --> jn jn --> s1 out[/"booked appointment or staff alert"/]:::out pay{{"fast answers without front desk overload"}}:::pay s1 --> out out --> pay esc(("Alerts a person")):::human s1 -. "if it fails" .-> esc esc -.-> out 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 stepA personA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsKnowledge Base & RAGCRM & Sales PipelineEmail AutomationMessaging & NotificationsSpreadsheet & Database OpsScheduling & Calendar
Connects
WhatsAppOpenAIPineconeGoogle SheetsGmail
Featured in

The problem it solves

Your front desk spends hours each day answering the same WhatsApp questions about appointments, services, and paperwork. Patients expect fast replies, but staff can't be on WhatsApp around the clock, and frustrated or confused patients often get stuck waiting.

Who it fits

Medical clinics and healthcare practices that handle patient scheduling and questions over WhatsApp.

How it works

  1. A patient sends a WhatsApp message, voice note, image, or document to the clinic
  2. The system reads the message and figures out what the patient needs
  3. It answers questions about services and doctors using clinic-specific information
  4. It checks the calendar and books, changes, or cancels appointments directly
  5. If the patient seems frustrated or asks for a person, it pauses and notifies staff, then logs everything for follow-up
What you get

Patient messages answered around the clock

You get patient questions answered and appointments booked automatically on WhatsApp any time of day, with staff looped in when needed.

What you get

A booked or updated appointment, an answered patient question, or a staff alert when a human needs to step in.

What you need

A WhatsApp Business account, an OpenAI API key, a Pinecone account, and Google Sheets and Gmail for logging and alerts.

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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