Front desk drowning in FAQs
Most calls are not bookings — they're “What are your timings?”, “Where exactly is the clinic?”, “Is the doctor available tomorrow?”. Repetitive, low-value, exhausting.
All solutions
Clinics & healthcare
Appointments and FAQs — without the front-desk phone.
Patients ask the same five questions every day — timings, address, fees, doctor availability, next free slot. BotSync answers them on WhatsApp 24/7, books appointments with the right doctor, and runs reminders so no-shows stop wrecking the schedule.
24/7 FAQ repliesDoctor-aware bookingReminders + no-show recovery
Auto-answered in 6 seconds
app.botsync.in/inbox · Asha Verma
Hi, do you have a dermatologist available this evening? My consultation fee budget is around ₹800–1000.
Asha · 17:42
Aurora answered & offered a slot
3 KB sourcesHi Asha! Yes — Dr. Aanya Khanna (Dermatology) has slots this evening. Consultation is ₹900. Would 6:30 pm or 7:15 pm work for you?
DermatologyEvening clinicIn budget
Appointment confirmed
Tue, 21 May · 6:30 pm · Dr. Aanya Khanna · Dermatology. Reminder set for 24h and 1h before.
Used by clinics across dermatology · dental · gynae · IVF · ortho · physio · paediatrics — same WhatsApp, same patients, fewer phone calls
Why clinic teams need more than a phone line
The front desk shouldn't be your bottleneck
Most clinic enquiries aren't medical questions — they're scheduling and information lookups. Putting them on WhatsApp frees the receptionist for patients who are actually in the clinic.
After-hours leads disappear
Patient WhatsApps at 9 pm wanting a slot for tomorrow. By morning they've booked with the clinic next door.
No-shows wreck the schedule
A patient forgets the slot. The doctor sits idle. The reminder system is a manual SMS sent by an overworked receptionist — when she remembers.
Patient journey on BotSync
From first message to follow-up appointment
BotSync runs the patient flow your front desk runs today — just faster, 24/7, and without missing a step.
01
Patient WhatsApps the clinic
From Google Maps, your website widget, an ad, the bio link, or a referral — patient lands in one inbox.
02
Aurora answers in seconds
Hours, location, fees, services, doctor specialisations — answered from your knowledge base, no front-desk needed.
03
Books with the right doctor
Matches the request to specialisation and doctor availability. Shares slots once the patient confirms they want to book.
04
Reminders + post-visit follow-up
24h / 1h / at-start reminders. Post-visit thank-you, prescription reminder, follow-up scheduling — all automatic.
Knowledge-grounded FAQ
Aurora answers from your clinic's actual info
Upload your hours, address (with Maps link), fee chart, services list, doctor specialisations, and policies. Aurora answers questions from those — never invents fees, never invents a doctor.
- Per-clinic knowledge base (timings, fees, services, address, FAQs)
- Source citations on every AI answer
- Multilingual replies — English, Hindi, Hinglish, regional
- Never invents a fee, doctor, or treatment availability
Clinic knowledge base
8 docsclinic-hours.pdf
Hours · Holidays
fees-and-services.pdf
Consultation fees
doctor-profiles.docx
8 doctors
location-and-maps.pdf
2 clinic addresses
insurance-and-payments.pdf
TPA list
Every AI answer cites the document it pulled from. Stale info? Re-upload and Aurora re-indexes in under a minute.
Doctor-aware booking
Matches the patient to the right doctor — automatically
Patient says “skin rash” → Aurora knows that's dermatology, finds available dermatologists, shares matching slots. No menu diving, no “please ring back tomorrow”.
- Specialisation matching from natural-language complaints
- Per-doctor working hours and clinic days
- Multiple clinic locations supported
- First-available or specific-doctor routing
Doctor availability
LiveAKToday · 6:30 pm
Dr. Aanya Khanna
Dermatology
VRTue · 11:00 am
Dr. Vikram Rao
Dermatology
PSToday · 5:00 pm
Dr. Priya Suri
Dental
KPWed · 9:30 am
Dr. Karthik P.
Orthopaedic
Patient mentions a symptom → Aurora maps it to specialisation → finds the first available slot at the right clinic.
Reminders & no-show recovery
24h, 1h, and at-start — automatic
Reminders go out at fixed intervals. If a patient no-shows, BotSync sends a warm rescheduling message within minutes — no front-desk callback needed.
- Reminder schedule: 24h before · 1h before · at start
- In-chat reschedule button — no extra link
- No-show detected → auto-recovery WhatsApp
- Owner task created if no reschedule within 24h
Reminder schedule
Auto-send24 hours before
Date + doctor + reschedule button
1 hour before
Maps link + clinic phone
At start
“Doctor is ready — please head in”
No-show + 5 min
Rescheduling slots auto-offered
Outcome
Clinics using all 4 reminders see +31% show rate vs SMS-only reminders.
Post-visit follow-up
Care doesn't end when the patient leaves
After the appointment, BotSync sends thank-you messages, prescription reminders, follow-up booking offers, and feedback prompts — turning one visit into a long-term patient relationship.
- Thank-you message + prescription reminder
- Auto-offer a follow-up booking at the right time
- Feedback prompt with rating capture
- Re-engagement broadcasts for past patients (with consent)
Post-visit flow
RunningThank-you message
2h after visit · “Thanks for visiting”
Prescription reminder
Day 3 · “Don’t forget your evening dose”
Follow-up booking offer
Day 10 · auto-share slot picker
Feedback prompt
Day 14 · 1–5 star rating
Every step is configurable per clinic. Add chronic-care plans, vaccination cycles, or review prompts in minutes.
Built-in CRM fields
The patient profile a clinic actually needs
No more bending an enterprise CRM into shape. BotSync ships with fields a clinic actually uses every day — complaint, doctor preference, specialisation, last visit, TPA / insurance, next appointment. Add custom fields like “chronic condition” or “referral source” in seconds.
- Aurora fills the basics automatically from the chat
- Filter past patients for re-engagement broadcasts (with consent)
- Custom fields for chronic care, vaccination, post-op cycles
Asha Verma · Patient profile
Appointment confirmedPatient nameAsha Verma
Age29
ComplaintSkin rash · 1 week
Preferred doctorDr. Aanya Khanna
SpecialisationDermatology
Clinic locationAndheri W · Wing B
Last visit—
Insurance / TPAICICI Lombard
Next appointmentTue · 6:30 pm · Confirmed
Safety guardrails
Built to stay in the lane — scheduling and information
Healthcare needs hard boundaries. BotSync is tuned to handle clinic operations — not medical conversations — and hands off the moment something needs a human.
No medical advice
Aurora is configured to never diagnose, prescribe, or recommend a treatment. She schedules and informs — that's it.
Sourced answers only
Every clinic info reply cites a document — hours, fees, services. No invented numbers or doctors.
Human handoff on serious words
Keywords like “emergency”, “bleeding”, “pain at chest” trigger immediate handoff with a clinic-number message.
Privacy-conscious by default
Sensitive medical details aren't requested in chat unless your team explicitly turns it on. Consent recorded per patient.
What changes after BotSync
Outcomes clinics see in the first 60 days
Numbers from clinics on BotSync after replacing a mix of phone-only booking and SMS reminders.
−68%
Front-desk FAQ calls
Two-thirds of routine questions (hours, fees, location) handled in WhatsApp before they hit the phone.
+31%
Appointment show rate
4-step reminder ladder gets patients to actually arrive — fewer empty slots, fewer angry doctors.
24/7
Booking availability
Patients book at 10 pm and 6 am — when phone lines are closed but Google searches still happen.
1 inbox
Across locations & doctors
Multi-clinic, multi-doctor — same WhatsApp number, same workspace, right routing.
BotSync vs phone + SMS booking
A WhatsApp front-desk — not a louder phone line
Phone + SMS still leaves your front desk doing the same repetitive work. BotSync replaces the repetitive work, not the receptionist.
| Capability | BotSync | Phone + SMS |
|---|---|---|
| Books appointments on WhatsApp (not just SMS reminders) | Phone-only booking | |
| 24/7 FAQ answers from your knowledge base | Only when desk is open | |
| Routes by specialisation + doctor availability | Manual triage | |
| Multi-clinic, multi-doctor in one workspace | One number per clinic | |
| 4-step reminder ladder | Single SMS | |
| Auto no-show recovery flow | Manual callback | |
| Post-visit follow-up automation | Manual SMS, often skipped | |
| Safety guards (no medical advice / emergency handoff) | No guardrails |
FAQ
Common questions from clinic teams
Will Aurora diagnose or recommend treatment?+
No — and that's a hard rule, not a soft preference. Aurora is configured to refuse any medical advice. She answers operational questions (hours, fees, services, doctor availability) and books appointments. Anything resembling a diagnosis or treatment request triggers a human handoff.
Can we run multiple clinics from one BotSync workspace?+
Yes. Multi-clinic, multi-doctor, multi-specialisation are all supported. Each clinic can have its own doctors, working hours, fees, and address — Aurora picks the right one based on patient context. Reports roll up per clinic.
What if a patient mentions an emergency in chat?+
Emergency keywords (chest pain, bleeding, breathlessness, etc.) trigger an immediate auto-response with your clinic's emergency phone number and the nearest hospital. The conversation is also flagged for the team in real time.
Does BotSync sync to my doctors' Google Calendars?+
Yes. Each doctor or counsellor connects their own Google Calendar with one OAuth click — BotSync reads free/busy live and writes confirmed appointments back as calendar events with a Meet link if you do tele-consults.
Can patients pay through WhatsApp?+
We integrate with WhatsApp Pay templates and payment-link providers — patients can pay the consultation fee or advance booking amount through a link in the chat. Confirmation flows back into the appointment record.
Is patient data stored securely?+
Yes. All data is encrypted at rest and in transit. Workspaces are isolated — your patient list never leaks into another clinic's workspace. We can sign BAAs for clinics that need HIPAA-adjacent assurances; talk to us if that applies.
What about insurance and TPA workflows?+
BotSync captures TPA/insurance provider on the patient profile and routes those leads to a TPA-cleared agent if you've configured one. Doc collection (claim forms, IDs) happens through the chat — patients upload, agents review.
Other solutions
Built for your team's patient or sales flow
A WhatsApp front-desk for your clinic
Give the receptionist a break — give patients an instant reply
14-day free trial. Upload your hours, fees, and doctor list — watch the first appointment book itself within an hour.