Your reception has closed for the day. Your patients haven’t.
An AI assistant collects appointment requests on WhatsApp and prepares them for your team.
Even in the evenings and at weekends. Your reception confirms the appointment.
Collect appointment requests outside opening hours.
Prepare the details your reception team needs.
Keep your team in control of appointment confirmation.
Your clinic. Your number. Your team stays in control.
For clinics that want to stay reachable.
Another way to request an appointment. Built around your clinic’s daily routine.
Appointment requests don’t follow opening hours
The phone is ringing.
Reception already has its hands full.
And after closing time, the next questions arrive:
“I’d like an appointment.”
“Is next week possible?”
“Could someone call me back?”
With WhatsApp, patients can send an appointment request when it suits them. The assistant asks for the agreed details and brings them together for your reception team.
Your team starts with a prepared request and the details it needs.
An appointment request at 8:47 pm.
Illustration of the intended workflow. Not a real patient request.
An example from everyday clinic life
From the first hello to a clear appointment request.
Fictional example. Questions and handover rules are agreed for your clinic. This is not a live chat or a real booking.
Fictional example. Questions and handover rules are agreed for your clinic. This is not a live chat or a real booking.
An appointment request is not a booking. The appointment becomes confirmed when your reception team confirms it.
The details at a glance.
Fictional example. Status: request – not yet a confirmed appointment.
Support starts with a clear process
A clearer picture for your reception team.
The assistant asks the questions.
Your team takes over prepared.
The requested service, preferred time and contact details are collected according to your rules. Your reception reviews the request and arranges the appointment in your existing system.
Like a digital reception note:
The details are ready. The decision stays with your team.
WhatsApp appointment assistance for your clinic
What does the assistant handle?
It guides patients through an administrative appointment request on WhatsApp. It collects the agreed details, summarises the request and passes it to your team. Medical questions and unclear requests are handed over to people.
How would this fit your clinic?
REQUEST
SERVICE
PREFERRED TIME
CONTACT DETAILS
HANDOVER
CONFIRMATION
What this should change in daily practice
Reachable. Prepared. Personal.
Reachable
Patients can send appointment requests in the evenings and at weekends.
Prepared
Your team receives the agreed details together and can take the next step.
Personal
Your reception confirms appointments. People handle unclear requests.
How we get started together
A clear path to your clinic pilot.
Two stages. Clear expectations.
Start with requests. Assess integration next.
- Request collection: The assistant records the appointment request. Your reception confirms it and enters it in your existing system.
- Optional direct booking: Check availability and book appointments after interfaces, permissions and rules have been verified.
- Clear boundaries: Administrative support, no medical advice. People remain available.
One workflow. Two stages.
Direct booking is agreed only after a technical assessment.
Why epoint
From an idea to your clinic’s daily routine.
epoint has developed digital solutions since 2000. We bring strategy, design and technical delivery together for businesses in Austria, Germany, Switzerland and Romania.
One team for the whole process
A useful assistant needs clear conversations and a reliable handover. We design both with your clinic and put them into practice.
Your clinic’s workflow sets the direction.
Personal support
You have a point of contact throughout the setup. Your reception team contributes its experience so the solution supports everyday work.
We document the scope, responsibilities and next steps together.
From a pilot to the right solution
We start with a clearly defined workflow. That gives us a basis for assessing which changes or integrations would help your clinic.
After the pilot, you decide what happens next.
What does your reception team really need?
- Which appointment requests are suitable for a first step?
- What details does your team need?
- How does a request reach the right person?
- Which WhatsApp number will be used?
- How will we assess the pilot together?
Daniel Ovidiu Banica
Founder & CEO · epoint
An introduction with clear rules
Your clinic’s rules are the foundation.
An appointment assistant needs to know what it may collect and when a person must take over. We agree on those boundaries before launch.
We define services, required details, responsibilities and the handover process. The assistant identifies itself as AI and does not give medical advice. Unclear requests go to your team. Collecting appointment requests does not require access to your calendar.
Data scope, access, retention and the required agreements are settled before use. Direct calendar booking is added only after interfaces, permissions and booking rules have been checked.
Start small. Review together. Expand with purpose.
From the conversation to reception.
Administrative support. No medical advice.
Is this right for your clinic?
Useful support starts with the right setup.
Especially helpful when …
Your reception handles many recurring appointment requests.
Patients also get in touch outside opening hours.
Your team wants prepared requests in writing.
Before launch, we clarify …
Who reviews requests and confirms appointments.
How the number, data and access will be set up.
Which interfaces are available for direct booking.
Three rules for good appointment assistance
People remain within reach.
A good conversation makes things clear: What was requested? Who takes over? When is the appointment confirmed?
Clear questions instead of long forms.
A handover instead of a dead end.
A request is booked only after confirmation.
Frequently asked questions
What you’ll want to know before starting.
Key answers about WhatsApp appointment assistance. We tailor the exact process to your clinic.
Still have a question?
Is a WhatsApp request already a confirmed appointment?
In the first stage, the assistant collects an appointment request and passes it to reception. Your team reviews, confirms and enters the appointment. Direct booking is an optional next stage, after the calendar connection and your booking rules have been checked.
Do we need a connection to our practice software?
No calendar integration is needed to collect and hand over a request. Reading available times or booking appointments directly depends on your system, its interfaces and the necessary permissions. We check this before making a commitment.
Which number and what data will be used?
We agree with you which clinic number to use. Before launch, we check whether an existing number can be connected and what setup it needs. Data collection is limited to the agreed details for the administrative process. Access, retention and the required agreements are also clarified in advance. The assistant does not provide medical advice.
How do we get started, and what does the pilot cost?
After a discussion about your use case, handover and technical requirements, you receive a proposal covering pilot scope and costs. Pricing depends on factors such as the conversation flow, message volume and requested integrations. Setup and ongoing costs are agreed before launch.
Start with a concrete use case
Another way for appointment requests to reach you.
The workflow matters
Phone calls, personal care and appointment management remain part of your clinic’s routine. WhatsApp adds a written request that patients can start outside opening hours. What matters is that the details then reach the right person.
Does it help your team?
We agree on the assessment criteria together before the pilot.
That is why we plan the introduction with your reception team. Which services are suitable? Which questions are necessary? Which requests should go straight to a person? These rules create a process your team can review and understand.
Use the pilot to learn what helps
Before the pilot, we agree on how you want to assess its value: for example, complete requests, fewer follow-up questions or the work involved in handover. We do not promise a fixed time saving. Your clinic’s experience determines what to improve or integrate next.
Let’s discuss a pilot for your clinic.
We’ll clarify your use case, the handover to reception and the technical requirements.
You’ll then receive a proposal covering scope and costs.
Daniel Ovidiu Banica
Founder & CEO · epoint
