Your reception desk, awake at 11pm.
A patient describes what's wrong on WhatsApp. An assistant routes them to the right department, offers times a doctor is genuinely free, takes the patient's details, and books it. In the morning it's already on the day sheet.
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Riverside Clinic
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Everything in that thread is a real capability.
No screenshots, no mock-ups and nothing staged for a marketing page. Here is what each step of it actually was.
01
It routed. It did not diagnose.
A knee that has hurt for two weeks is an Orthopaedics appointment. Deciding which department someone needs is a receptionist's job, and that is the whole of what the assistant did — from the departments you set up yourself.
02
It named a doctor, with credentials.
Qualification, years in practice, the languages they speak, and when they are next free. A numbered menu can list names. Only a profile can tell a patient's family why this is the right doctor.
03
The times were real.
Computed from that doctor's own hours, minus their leave, minus what is already booked, and never inside your notice period. Nothing offered that cannot actually be taken.
04
Patient details, asked once.
Name, age, gender and what is troubling them, on one screen inside the chat — not four more questions in four more messages. The answers come back as data, so an age can never arrive as a year of birth.
05
It ended with something your desk can scan.
A booking code the patient can read out over the phone, and a separate QR code for arrival. Quoting the code to your receptionist does not let anyone check themselves in.
An assistant in a clinic has to know what it isn't.
This is the part we would want to read first if it were our practice. The limits below are written into the assistant itself, not left to a policy document.
It never diagnoses.
Not a cause, not a severity, not a likelihood. If a patient asks what is wrong with them, it says that is for the doctor and offers to get them seen.
It never suggests medication or reads a report.
No dosages, no remedies, no interpreting a scan or a blood test — including when a patient sends one and asks.
It never invents a doctor, a time or a fee.
It can only offer people, openings and prices your account actually holds. When it attaches a list of times, it will not also write a time into the message — which is the failure mode that puts patients in front of an empty room.
But it does not lecture, either.
“I have a fever” is a patient telling you why they are calling, not asking for advice. An assistant that answers that with a warning about seeing a doctor is useless at a front desk, so this one takes it as what it is and finds the right department.
It is already on the day sheet.
Every doctor gets a lane. A patient arrives, your staff scan the QR from a registered phone, and they are checked in and given a queue number — arrived, then in progress, then seen, each with a time against it.
Which means the questions a practice manager actually asks — how long are people waiting, who has not turned up, how full is Thursday — have answers, rather than being reconstructed from memory at the end of the day.
R. Whitfield
Seen
Queue #11
P. Novak
Seen
Queue #12
K. Andersen
In progress
Queue #13
A. Okonkwo
Arrived
Queue #15
Margaret Doyle
Booked
V. Moreau
Booked
N. Baptiste
Booked
S. Kovács
Booked
G. Ferreira
Booked
J. Lindqvist
Booked
Booked
Arrived
In progress
Seen
Patients choose a doctor before they choose a time.
So a doctor here is a profile with a schedule attached, not a row in a dropdown. That is also what lets the assistant answer “is there a lady doctor who speaks Telugu?” — a question a menu cannot take.
Your departments, not ours
We ship no list of specialties. You name your own — Orthopaedics, Physiotherapy, Dental, whatever your practice is actually organised into — and the routing works off yours.
Real doctor profiles
Qualification, council registration, specialisation, years in practice, languages, awards and publications. Each one gets a public page you can share, and the assistant speaks from it.
Hours per doctor, not per clinic
Dr A on Monday and Wednesday mornings, Dr B on Monday evenings. Three doctors can hold the same 10:30 without colliding — and one doctor can never be double-booked, because the database refuses it.
Leave that actually removes slots
Mark a doctor away for a week, or open an extra Sunday clinic. Those dates stop being offered the moment you save them.
More than one branch
A visiting consultant can work Monday at one clinic and Tuesday at another, and still never be booked into two places at once.
The patient's own language
The assistant answers in whatever language the patient writes in, rather than making a family switch to English to book.
Not every patient messages first.
The same availability, the same rules and the same day sheet behind all of them.
A QR code at reception
Print it, stick it on the desk or a doctor's door. A scan opens a conversation that already knows which branch and which doctor — and you can see how many bookings each poster produced.
A web page, for patients without WhatsApp
A public booking page for your clinic, and one per doctor. Same availability, same rules.
You pay when it books.
A receptionist costs the same whether the call ends in an appointment or not. This does not — which is the whole reason it is priced on the outcome rather than on the conversation.
Priced in
They ask, they don't book
a short exchange — two questions, two answers
Someone asking your opening hours at midnight costs about that. Nobody had to be awake for it.
They book
plus the patient's own messages, as above
One fee for the appointment. The assistant's replies are already counted inside it rather than added on top — only the messages the patient sent are billed separately.
Never charged
Rescheduling — same appointment, no second fee
Cancellations, and patients who don't turn up
Bookings made on your web page, from a premises QR, or by your own staff
The check-in QR code sent to every patient
What we won't pretend.
One assistant per number.
A WhatsApp number runs one assistant at a time. If you already have one answering general questions on that number, appointments needs its own number — worth knowing before you plan around it.
Patients pay at the clinic.
There are no deposits and no online collection today. The assistant books the appointment; money changes hands at your desk, the way it does now.
Reminders are not automatic yet.
You can message a patient before their appointment, but the platform does not yet send the day-before nudge on its own. It is being built; we would rather say so than let you assume it.
It is not a medical records system.
No prescriptions, no reports, no patient history. It books, reschedules, cancels and checks people in — and it is meant to sit next to whatever you keep records in.
The short answers
How do patients book an appointment on WhatsApp?
They message your clinic's WhatsApp number in their own words — “my mother's knee has been hurting” — and an AI assistant routes them to the right department, shows which doctor is free and when, collects the patient's details in a short form inside the chat, and confirms the appointment with a booking code and a QR code for arrival. There is no numbered menu and nothing for the patient to download.
Does the assistant give medical advice or diagnose patients?
No. It never diagnoses, never suggests medication and never interprets a test result or a scan. What it does is route a symptom to the right department, which is a receptionist's job rather than a clinician's, using the departments your clinic defines. It also does not lecture: a patient saying “I have a fever” is telling you why they are calling, and the assistant treats it as that and finds the right department.
What does WhatsApp appointment booking cost?
You pay when an appointment is actually booked, and the assistant's replies in that conversation are counted inside that one fee rather than added on top. A confirmed booking is ₹30 in India, $2 in US dollars, €2 in euros, and is set separately in each of the 14 billing currencies — the page prices itself in yours. Two things sit outside the fee and are billed the way every WhatsApp conversation on Wap2b is: each message the patient sends (₹0.05 in India) and, in a conversation that never reaches a booking, each reply the assistant sends (₹0.72). The assistant never sends more than 30 replies in one conversation, which caps your side of an unproductive one at ₹21.60 — so a patient asking your opening hours at midnight costs a rupee or two, not a receptionist's night. Rescheduling, cancellations, no-shows, the check-in QR code, and bookings made on your web page, from a premises QR code or by your own staff are never charged at all.
Can it handle several doctors and more than one branch?
Yes. Availability belongs to each doctor rather than to the clinic, so every doctor has their own weekly hours, their own leave and their own appointment durations. Three doctors can each hold a 10:30, and no doctor can be double-booked — that is enforced by the database rather than by application code. A visiting consultant can work Monday at one branch and Tuesday at another without ever being booked into two places at once.
Does Wap2b send automatic appointment reminders?
Not yet. You can message patients before their appointment, but the automatic day-before and hour-before reminder, and automatic no-show marking, are still being built. We would rather say so than let a clinic plan around something that is not there.
Can patients pay or leave a deposit when they book?
No. Booking is pay-at-venue — the assistant books the appointment and the patient pays at your desk, the way they do now. There is no online collection and no deposit handling today.
How does check-in work when the patient arrives?
Every appointment carries a QR code, delivered to the patient in the chat. Your staff scan it from a registered staff phone and the patient is checked in and given a queue number — a token, in the clinics that call it that. The appointment then moves through arrived, in progress and seen, each step timestamped, so “arrived at 10:02, seen at 10:25” is a question your day sheet can answer. A code from another clinic simply does not resolve.
What happens if two patients ask for the same slot at once?
One of them gets it and the other is immediately offered the nearest alternatives. The clash is caught by the database rather than by a check that could be raced, so the same slot cannot be handed to two patients even under load.
Do we need to use WhatsApp Business API already?
No. You connect your clinic's number through Meta's Embedded Signup during onboarding, which takes minutes. If your clinic already runs that number on the WhatsApp Business app, you can connect it without giving the app up — Meta calls this coexistence, and it brings your business profile, your contacts and the last six months of chat history across while the app on your phone keeps working.
Can patients reschedule or cancel by themselves?
Yes, in the same conversation, inside whatever cutoffs you set — you might allow rescheduling up to two hours before, and cancellation up to one. Neither is charged, and each one is recorded against the appointment, so you can see what changed and when.
Tell us how your clinic runs.
Departments, doctors, branches and how patients reach you today. We will come back with what setting this up would actually involve for a practice your size — and tell you if it is not a fit.
You do not have to wait for us to start. Appointments is part of a normal Wap2b account — create one and set up your first department whenever you like.
Not a clinic?
The same scheduling engine runs salons, consultants and home services — and the rest of the platform does a great deal more than appointments.