Lead Automation for Healthcare Clinics
Capture, reply, follow up and book appointments automatically — 24/7. Built for healthcare clinics handling 300+ patient enquiries per month.
Who this setup is for
Healthcare clinics and medical practices receiving patient enquiries daily
Clinics handling 300+ enquiries per month across calls, WhatsApp, and forms
Medical teams needing automated booking and reminder systems without manual chasing
The real problem in this industry
Missed calls and delayed WhatsApp replies when front desk is busy
Appointment changes and cancellations handled manually
No-shows due to weak follow-up and reminder systems
Patient enquiries pile up during peak hours
No visibility into which enquiry sources convert to appointments
What happens without automation
How the system is set up
Lead capture
Patient enquiries from WhatsApp, phone calls, website forms, and social media are captured automatically. All enquiries flow into one central system, tagged by enquiry type for routing.
First reply
Every enquiry receives an instant automated reply within 2 seconds. The reply acknowledges their enquiry, asks qualifying questions about appointment type or urgency, and provides relevant clinic information or availability.
Intent checking
The system asks specific questions to understand patient needs: appointment type, preferred date and time, urgency level, insurance coverage. Based on responses, leads are automatically tagged as urgent, routine, or follow-up.
Follow-ups
If a patient does not respond within 4 hours, an automated follow-up is sent with additional information or alternative appointment slots. A second follow-up goes out after 24 hours. A third follow-up after 3 days with a reminder about booking.
Booking
Qualified leads receive calendar booking links directly in WhatsApp or email. They can book appointments without back-and-forth messaging. The system sends automatic reminders 24 hours and 2 hours before scheduled appointments. Cancellation and rescheduling links are included.
Tracking
Every enquiry is tracked from first contact to appointment booking to attendance. The dashboard shows which sources generate the most appointments, average time to first response, follow-up conversion rates, no-show rates, and patient enquiry patterns.
What runs automatically
These run 24/7 without manual work
Where humans step in
Routine replies and follow-ups are automated. Sales teams step in only when the lead is qualified and ready.
Typical outcomes
Response times drop from hours to seconds for all patient enquiries
More appointments booked because enquiries do not go cold
Fewer missed enquiries due to 24/7 automated coverage
Reduced no-shows due to automated reminder systems
Front desk staff focus on patient care instead of routine booking tasks
Follow-up happens automatically, reducing manual tracking
Better visibility into which enquiry sources convert to appointments
Business impact
Example scenarios
A patient messaged us on WhatsApp asking about an appointment. The system replied instantly, and within 7 minutes, they had booked a slot for the next day. Our front desk didn't have to do anything.
We received a phone enquiry at 10 PM when our clinic was closed. The system sent an instant WhatsApp reply, and the patient booked an appointment for the next morning. This used to be a missed call.
A patient enquiry from 3 days ago that we thought was lost got re-engaged by the automated follow-up. They responded and booked an appointment. The system brings back patients we had forgotten about.
Who this setup is not for
Platform Capabilities for Healthcare
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