The message comes in at 10:32 and is answered at 16:00, when the patient has already called another clinic.
Use case ·Clinics and offices
Each unanswered message is an appointment that was scheduled at another office.
The receptionist cannot cover the front desk and WhatsApp at the same time. Grupal responds with real availability by doctor and chair, completes the signed intake form, remembers the appointment and shows you who opened each patient file.
Dental, aesthetics, dermatology, veterinary, physiotherapy
Calendar · Roma branchDr. Ruiz · Chair 2
Mon 12
Tue 13
Wed 14
Thu 15
Fri 16
15:00
16:00
17:00
Dental cleaningMariana R. · 50 minConfirmed
What it costs to operate this by hand.
It is signed in the waiting room and someone enters it later—or it never gets entered.
On Friday afternoon no one confirms Monday's appointments, and on Monday there are three gaps.
An empty chair in the middle of the afternoon is not recovered: that time can no longer be sold.
Five steps, with your conversation.
The same WhatsApp thread from the beginning is visible, and on the right what is built only while the client writes.
MR
24-hour windowMariana Ruiz+52 55 1042 8871
Hello, do you have teeth cleaning this week?10:32
Yes. Tomorrow 5:00 pm with Dr. Ruiz or Thursday 11:00 am with Dr. Peña. Which one suits you?10:32✓✓
Chat Agent
Answer while the receptionist is with a patient.
The Chat Agent responds with the actual availability per doctor and per chair, not with "let me consult."
Answered in 4 seconds without interrupting consultationPatientcreated 10:32
MR
Mariana Ruiz+52 55 1042 8871 · WhatsApp
Calendar · Roma branchDr. Ruiz · Chair 2
Mon 12
Tue 13
Wed 14
Thu 15
Fri 16
15:00
16:00
17:00
Dental cleaningMariana R. · 50 minConfirmed
Clinical historyMariana Ruiz · signed
AllergiesPenicillin
Current medicationNone
Last cleaning14 months ago
Tomorrow's schedule · Dr. Ruiz5:00 pm Mariana Ruiz · cleaning · penicillin allergy
email sentThe agents involved, in order.
- 01Chat AgentTab →
Reply with the actual availability and price of the treatment in your catalog.
- 02Contacts AgentTab →
Open the patient's file with telephone number, treatment of interest and attending doctor.
- 03Calendar AgentTab →
Match the appointment by doctor, chair and branch, with the actual duration of the treatment.
- 04Forms AgentTab →
Send the clinical history and consent form through the chat, save them signed in the patient file and keep them ready to print as PDF.
- 05Reminders AgentTab →
Remember 24 hours before and reschedule the one who can't, instead of losing them.
- 06Notifications AgentTab →
Email the doctor the next day's schedule and intake information.
The core, plus what this operation needs.
Control who gets in and review what your team does with each patient file.
To operate as a healthcare account, the clinic first activates Advanced security, the add-on sold separately. This is what changes.
Everyone who signs in sets it up with an authenticator app. On a healthcare account it cannot be turned off.
The session ends on its own after 15, 30, 45 or 60 minutes without use, with a warning one minute before. On a healthcare account it cannot be disabled.
The access log shows who viewed or changed a patient, their conversations, files, notes and forms, with date, time, IP and browser. Only the Owner and Admins can see it, and it is kept for 5 years and 30 days.
The clinical history and consent form are signed inside the chat, locked in the patient file and printed or saved as PDF whenever paper is needed.
What Grupal needs to learn for this to work.
Configure all of this by talking to the Configuration Agent in Studios: it proposes changes, keeps them visible and saves nothing without your approval.
Each treatment with its price and actual duration: cleaning 50 min, root canal 90.
“Teeth cleaning, 50 minutes, $2,400” — done, I add it to the catalog.
Each resource with its weekly schedule. The chair is a resource, just like the doctor.
I detected 2 branches and 5 chairs. Are the seats scheduled separately?
History, allergies and consent with signature, anchored to the patient and ready to print as PDF.
I put together the form with 7 questions and signature at the end. Shall I review it with you?
Approved confirmation and 24-hour reminder template.
Three services were left without duration: deep cleaning, resin and whitening.
The four numbers that really matter here.
No-shows8%−12%
Scheduled appointments96+41%
First response38 s−76%
Recovered patients42+58%
Demo data · until we have real cases from this vertical
What they ask in this vertical.
No, and you are blocked from doing so. Answer prices, durations and availability of your catalog, and refer any clinical questions to the doctor with a note in the thread.
It lives in your organization and each person signs in with their role. The history is anchored to the patient file and only those with permission can see it. With Advanced security, two-step verification is mandatory for the whole team and every patient-file view is recorded in the access log. It is fully described in the privacy notice and data policy.
It gives you control tools: mandatory two-step verification, inactivity sign-out, an access log per patient and signed consent forms. It is not a certification: how your clinic complies with the rules that apply to it is something you define with your advisor.
Yes. Any completed form can be printed or saved as PDF exactly as it was submitted, with its signature, to add it to a paper file or give it to the patient.
The agent reschedules within actual availability. With Advanced security, each change goes into the log. If it goes out of range, it stops and asks for approval.
Yes. Each branch has its calendars, its resources and its schedules; The agent only offers the slots in the branch that the patient chose.
Before
A shared phone, a paper calendar at each branch and manual confirmations every Friday.
What did you automate?
First response, calendar by chair, signed intake history and 24-hour reminder.
The number−12% no-shows in the first quarter
Dental clinic · 2 branches, 5 chairs
Scheduling no longer depends on who is free to answer.
Tell us how you schedule today and we'll leave it up to you with your doctors, your chairs and your branches.
See other operations