Demo · fictional data
HerFlow Reception
Mobile-first clinic booking against real availability, reminders, rescheduling, and a reception dashboard where AI-drafted bookings wait for staff review.
Open live demo ↗WhatsApp booking and reception systems for clinics
By Linda KisimisiLast updated
Most private clinics still run reception on a phone line and a paper or shared diary, with WhatsApp messages arriving on someone's personal phone. Patients book, cancel and ask the same questions all day, and the front desk answers them between walk-ins.
Creative Hauz builds booking and reception systems around how your clinic already works: WhatsApp first, connected to your real availability, with a member of staff approving anything that reaches a patient.
Where clinic reception breaks
Bookings by phone only
Patients who call after hours, or while the line is busy, don't book. They try the next clinic.
Reminders done by hand
Whoever is free that morning calls the day's list. On busy days, nobody does.
Rescheduling by message
One cancellation becomes a five-message conversation and a diary edit that someone has to remember.
One inbox, many hands
WhatsApp on a shared phone, with no record of who answered what, or whether it was answered at all.
What we build for clinics
WhatsApp booking against real availability
Patients choose an open slot from your actual calendar. The booking is drafted and a receptionist confirms it before the patient gets a confirmation.
Reminders and rescheduling
A reminder goes out before each appointment. A "reschedule" reply lands in a staff queue with the open slots ready to offer, instead of in someone's chat history.
A reception dashboard
Today's bookings, confirmations, anything that needs attention, and AI-drafted bookings waiting for review, in one view your whole front desk can see.
A voice receptionist for missed calls (optional)
Answers when the line is busy or the clinic is closed, takes the booking request, and hands it to the same dashboard.
The AI only pulls out booking details. It never gives medical advice, and it never confirms an appointment on its own.
See it working
Demo · fictional data
PulseCare Reception
A clinic WhatsApp inbox with appointment requests, confirmations, rescheduling, reminders and staff handoff.
Open live demo ↗
Demo · fictional data
Front Desk AI
An AI voice receptionist, patient portal and staff dashboard that share one appointment record.
Open live demo ↗These are demo builds with fictional data. Open one, book a slot, and see what your front desk would see.
How It Works
01
Free 30-minute systems audit
We review your current workflows and identify what is worth automating first.
02
Custom Blueprint
We design an AI system tailored to your specific business processes.
03
Build & Deploy
We build, test, and deploy your AI automations - on a timeline agreed in writing after the audit.
04
Optimise & Scale
We monitor performance and expand your system as your needs grow.
Who this is for
- Owner-led clinics and practices (dental, GP and family practice, physio, women's health, aesthetics) that take bookings on WhatsApp and phone
- Practices with 2 to 50 staff where the front desk is the bottleneck
- Clinics in Zimbabwe, South Africa, Kenya, Nigeria and the UAE, or anywhere patients already live on WhatsApp
Not for
- Anyone who wants AI to diagnose, triage symptoms or advise patients
- Clinics that want a bot confirming appointments with no human check
- Large hospital groups with an existing patient-management platform
FAQ
Frequently Asked Questions
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