For clinics, dental, aesthetics and health tourism teams, bring patient leads, appointments and WhatsApp communication into one panel. Manage the patient journey end to end with ready pipelines and automatic reminders.
The modules that matter most for your industry work right out of the box.
Pipelines, kanban, scoring, saved views
Online booking and automatic reminders
WhatsApp, Instagram, Messenger in one place
WebRTC softphone, power dialer, recording
Income & expense, commissions, reports
CRUD permissions, department hierarchy
A clinic does not have a sales problem; it has a response-time and no-show problem. Patient enquiries arrive on WhatsApp and Instagram in bursts, three clinics are being messaged at once, and the one that answers first and books a slot wins. So the setup for healthcare centres on a shared inbox that turns every conversation into a patient record, an appointment module with automatic reminders, a pipeline whose stages are events (consultation booked, consultation done, treatment planned), and permissions that keep front desk, consultants and doctors seeing only what they should. For health-tourism teams, the phone number's country code fills the patient's country and language automatically. Nothing here is a medical record system — it is the commercial and communication layer around one.
Dental, aesthetic, hair-transplant, IVF and general clinics share a shape: the enquiry is cheap to make and the decision is expensive. A prospective patient sends the same "how much is an implant" message to three or four clinics from an ad, a friend's recommendation or a search. The reply that arrives first, in the patient's language, with a concrete next step — "we can see you Thursday at 14:00" — gets the consultation. The others get a polite silence.
The evidence on speed is old and unambiguous: a Harvard Business Review study of 2,241 companies found that responding within an hour made a lead nearly seven times as likely to be qualified as waiting even an hour more, and that the average response time was 42 hours. Clinics are not slower than other businesses; they are busier, and the person answering WhatsApp is also greeting patients at the desk.
The second shape is the no-show. A consultation that was booked and not attended is the single largest leak in most clinics' funnels, and it is invisible in a spreadsheet because it looks like a booked appointment. Making it visible — and reducing it with reminders — is worth more than any amount of ad spend.
Every stage below is an event that happened or did not. "Interested" is not a stage.
| Stage | Verifiable event | Automation that usually helps |
|---|---|---|
| New enquiry | First message or call received | Assign owner within seconds; welcome message in the patient's language |
| Contacted | A human replied | If no reply from patient in 2 days → second message; in 5 days → task |
| Consultation booked | Appointment exists with date and doctor | Reminder 24 h and 2 h before |
| Consultation done | Appointment marked attended | No-show → move back, task to rebook |
| Treatment planned | Quote or plan sent | Follow-up task 3 days after quote |
| Treatment started | First session or deposit | Deal created with products (packages); stock and cost follow |
| Completed / Lost | Final session, or explicit refusal | Review request; lost-reason field required |
The stage where patients die is between consultation booked and consultation done. Put the reminders there before you tune anything else.
| Field | Type | Why |
|---|---|---|
| Treatment of interest | List | Routes to the right consultant; a report dimension |
| Country / language | System fields | Filled from the phone's country code; decides who answers and in which language |
| Preferred doctor | List | Appointment routing |
| Consultation date | Date | Date-based automations: reminders and post-visit follow-up |
| Quote amount | Number | Pipeline value before a deal exists |
| Ad campaign / ad set / ad | System fields | Filled by the lead webhook; tells you which ad actually produced consultations |
| Lost reason | List, required on Lost | Price, distance, went elsewhere, no response — the only way to learn |
The lead-detail layout is configurable per role, so the front desk sees contact and appointment fields, the consultant sees treatment and quote fields, and neither sees a wall of forty inputs.
WhatsApp, Instagram DMs and Messenger land in one shared inbox. A new conversation creates a patient record automatically, with the full message history attached, and the phone number is normalised so the same person messaging from WhatsApp and calling later is one record, not two.
Two settings matter for clinics. Distribution: each channel can carry a list of people to whom unowned conversations are assigned in turn, so a new enquiry has an owner before anyone has read it. Working-hours reply: an inbound message outside shift hours can trigger an automatic reply — "we open at 09:00; your consultation slot is reserved until then" — which is the difference between a patient who waits and one who messages the next clinic.
Photos flow both ways: a patient sends a photo of a tooth or an area of concern, the consultant replies with before/after examples from the same thread, and everything stays on the record.
The appointment module is the clinic's second pipeline. A booking has a date, a duration, a doctor or room and a patient; it can be made by staff from the record or by the patient from an online booking page, and it sends reminders by WhatsApp, SMS or e-mail on a schedule you set.
For clinics with several doctors, the shift calendar decides who is bookable when, and the IVR on the phone line can route "press 2 for the dental department" to the right people in working hours.
Clinics selling to patients abroad have three extra problems: the patient is in another time zone, writes in another language, and needs travel logistics attached to the treatment.
The activity log records who opened, edited and reassigned which patient record — a reasonable expectation for anything touching health data, and available from the Growth plan.
This is not a hospital information system or an electronic medical record. It does not store clinical notes, imaging, prescriptions or consent forms as medical documents, and it does not integrate with national health systems. Keep clinical data in the system built for it; keep the conversation, the appointment, the quote and the follow-up here.
It is also worth saying plainly that automated daily backups of your workspace are not currently part of the service. Export what you must retain.
| Symptom | Most likely cause | Fix |
|---|---|---|
| Enquiries answered hours later | Conversations unowned; everyone assumes someone else | Set distribution on the channel; watch the response-time report |
| Same patient twice | Enquired on WhatsApp, later called from a landline | Duplicate report matches phone endings; merge |
| No-shows not visible | Outcome never marked on the appointment | Make marking the outcome part of the doctor's or desk's routine; it drives the pipeline |
| Ad reports say leads, clinic says none | Ad fields empty on webhook leads | Map campaign/adset/ad fields in the webhook; they are system fields |
| Reminder sent in the wrong language | Language field empty or wrong | It is derived from the phone country; correct it on the record |
| Doctor sees everything | Given administrator instead of a role | Create a Doctor role with appointments only |
| Module | Starter | Growth | Business |
|---|---|---|---|
| Leads, pipelines (2 / 5 / 10), custom fields, lead layout | Yes | Yes | Yes |
| WhatsApp / Instagram / Messenger inbox | Yes | Yes | Yes |
| Appointments with reminders | Yes | Yes | Yes |
| Phone, softphone, call log | Yes | Yes | Yes |
| Automations (assignment, reminders, no-show tasks) | — | Yes | Yes |
| Full roles, departments, activity log | — | Yes | Yes |
| Pivot reports (no-show by doctor, bookings by source) | — | Yes | Yes |
| Treatment profitability per deal | — | — | Yes |
A single-doctor practice runs on Starter. A clinic with a front desk, two or more consultants and ad-driven enquiries lands on Growth, for the automations and the roles more than anything else. See the pricing page, and the appointments and inbox pages for the two modules that carry the load.
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