Handle the daily flood of "what are the timings?", "is the doctor in today?" and "can I book for Friday?" from one shared inbox, with appointment requests collected by WhatsApp forms and confirmed by your front desk.
Most of the messages a clinic receives are not medical at all: timings, fees, which doctor sits on which day, where to park, how to prepare for a test, whether an appointment is possible on Friday. WhatsApp Business for doctors and clinics, run through ReploChat, puts those conversations in one shared inbox on the clinic's own number, answers the routine ones automatically, and turns appointment requests into structured forms your reception can act on.
This page is about front-desk communication. ReploChat does not give medical advice, is not a booking calendar or patient-record system, and does not claim HIPAA or other healthcare certifications.
The playbook
The Appointment request form asks for name, doctor or department, preferred date and time. Reception confirms the slot in the chat from your own schedule.
Send the New patient registration form before the first visit so basic contact details are ready at the desk.
The AI assistant answers timings, fees, location and doctors' days from your business profile, and hands anything else to staff.
Label the patients booked for a day and schedule a reminder template the evening before, so fewer slots go empty.
An away message outside clinic hours tells patients when you reopen and where to go in an emergency.
Send the Patient satisfaction survey after a visit and review the answers in the Flow responses viewer.
Appointment requests
ReploChat has no booking calendar and doesn't know when a doctor is free. Instead, the WhatsApp Flow form collects the details your reception needs in one go, and a receptionist confirms the slot from your existing appointment book. That keeps a human in charge of every booking while removing the back-and-forth.
Patients can open the form by typing a keyword such as appointment, from a template button, or when an agent sends it from the inbox.
The Clinics & healthcare set in the WhatsApp Flows gallery includes:
| Form | What it collects |
|---|---|
| Appointment request | Patient name, doctor or department, preferred date and time |
| New patient registration | Basic contact details before a first visit |
| Prescription refill | A refill request for your staff to review with the doctor |
| Lab test booking | Requested test and preferred collection time |
| Patient satisfaction | Rating and comments after a visit |
Edit the questions to fit your practice and keep them short. Ask only for what the front desk needs; WhatsApp is not the place for detailed medical history.
The AI assistant answers only from your business profile and the recent chat. Fill the profile with logistics: timings per doctor, fees, address and parking, lab preparation instructions approved by your doctors, and the documents to bring. Add an FAQ line stating that symptoms and treatment questions are answered by the doctor, not on chat. When the AI is unsure it hands the chat to your team, and once a person replies the bot pauses on that chat. Test it in ReploChat before switching it on.
Because bookings live in your own system, reminders are driven by labels:
For yearly events such as an annual check-up, store the date in a custom field and let a date reminder send the template each year.
The shared team inbox lets several staff answer from the clinic's number: chats can be assigned, internal notes stay private, labels separate departments, and managers can be limited to the labels they handle. Records of who answered what stay in the chat history instead of on personal phones.
Questions about fit for your practice? Talk to us or start a free trial.
FAQ
Meta's native in-chat forms. Visual builder, 12 field types and 67 ready-made templates across 17 industries.
Answers 24/7 from your own business profile, hands off to a human when unsure, and can be tested before it goes live.
All numbers in one inbox, with auto-assignment, notes, quick replies, snooze and the 24-hour window built in.
Welcome and away messages with business hours, follow-up sequences, date reminders and automatic opt-outs.
Appointment and bridal forms, reminders, birthday offers, win-back campaigns and after-visit feedback.
Team inbox, AI assistant, chatbots, Flows, campaigns and store automations on the official WhatsApp Business API.
No credit card • Setup in minutes • Cancel anytime