W.01 · Client work, anonymised
Bookings and reminders, right in WhatsApp.
We built an assistant for a dental practice that handles appointments in the chat app patients already use, and connects to the systems the front desk already runs.
01 / The brief
A WhatsApp booking and reminders assistant.
We built a WhatsApp assistant for a dental practice in the British Virgin Islands. Patients use it to book, reschedule and get reminders, in an app that's already on their phone.
It connects to the practice management system and the billing system, so nothing has to be typed in twice.
Hi, can I book a check-up?
Of course. Which time suits you?
Tue 9:30Thu 14:00
Thursday, please
You're booked. We'll send a reminder.
02 / The challenge
Most appointment admin is the same few conversations, over and over.
Can I book? Can I move it? When was it again? At most practices, each one lands on the front desk by phone or message, then gets typed into the practice's systems by hand. It matters, but it doesn't need a person every time.
03 / How it fits together
Three systems. One conversation.
The assistant sits between patients and the tools the practice already runs. Each frame is one of them.
-
AWhere patients are
WhatsApp
Patients book, reschedule and get reminders in a chat they already use. No new app, no login.
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BThe diary
Practice management system
The system the front desk already runs. The assistant works with it directly, so appointments don't need retyping.
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CThe accounts
Billing system
Connected as well, so the front desk doesn't copy details from one system into another.
Fig. W.01 Three frames, three systems, one patient conversation
04 / How it works
What it does, in plain terms.
Five things the assistant does for the practice and its patients.
Patients book and reschedule in WhatsApp
They message the practice the way they would message a person, and the assistant sorts out the appointment.
Reminders arrive in the same chat
So if plans change, moving the appointment is one reply away.
Nothing gets typed twice
It connects to the practice management system and the billing system, so the front desk doesn't copy details between them.
Staff can take over any conversation
When a patient needs a person, a member of the team steps into the chat.
It only messages patients who have agreed
Patients who haven't opted in don't hear from it.
05 / What went into it
The building blocks
We keep the technical detail light here on purpose. Ask us on a call and we'll go as deep as you like, in plain English.
On a call
What we can share on a call
- How the assistant handles a booking, from first message to confirmed appointment
- How we connect a new tool to the systems you already use
- How staff handover and patient consent work
- What a similar setup would take for your business, with a fixed price
Client names and details stay private unless the client has said we can share them.
Got something like this in mind?
Tell us what you need on a free 30-minute call. You'll get an honest view on what it would take, and a fixed price if we're a fit.
kelly@omnisoftwaresolutions.com · Remote, serving clients globally