What clinic receptionists answer all day
Dental practices, aesthetic clinics and physiotherapy centers receive a steady stream of WhatsApp messages that are not medical at all. "Do you have an opening on Thursday?", "Where do I park?", "How much is a cleaning?", "Do you work on Saturdays?", "I need to move my appointment." Reception staff answer these between phone calls and patients at the desk, and messages that arrive in the evening wait until morning.
A WhatsApp appointment assistant for a clinic can take over that administrative layer: booking, rescheduling, opening hours, directions, published prices and practical preparation notes. Wabo does this from an app on the clinic's own computer, and it is designed to hand a conversation to a person when it should not answer.
What Wabo does, and what it must not do
Let's be clear up front. Wabo is a booking and FAQ assistant. It must not give medical advice, and you are responsible for configuring it so it doesn't. Questions about symptoms, pain, diagnoses, medication, whether a treatment is suitable for someone, or results after a procedure belong to your clinicians. In training, write explicit rules such as "Never comment on symptoms or treatment suitability. For any health question, say a team member will reply and hand the chat over." Wabo hands over to a human whenever it does not know an answer, and your rules make that boundary explicit.
Within that boundary, it handles:
- Appointments. Services with durations, practitioners with working hours, closed days, gaps between appointments and capacity. The assistant offers free slots, shows a summary and waits for confirmation.
- Rescheduling and cancelling. Each can be enabled or disabled.
- Reminders. A reminder message to the patient before the visit. The clinic can export appointments as an .ics file into its own Google, Outlook or Apple calendar; this is an export, not a live sync.
- Practical FAQs. Hours, address, parking, accepted payment methods, published price lists, what to bring. Upload these as PDF or Word documents and the assistant answers from the relevant section.
Hello, I'd like to book a check-up and cleaning. Any time next Tuesday?
Hello! I'm Brightside Dental's AI assistant. A check-up with cleaning takes 45 minutes. Next Tuesday I can offer 09:30 or 16:15 with Dr. Hayes. Which would you prefer?
16:15. Also my tooth has been hurting when I drink cold water, is that serious?
I've noted 16:15 on Tuesday with Dr. Hayes. Could you confirm your full name? About the sensitivity: I can't assess symptoms, so I'm passing that question to our team and a staff member will reply to you here.
Lucas Moreno. Thanks
Thank you, Lucas. Your check-up and cleaning is booked for Tuesday at 16:15 with Dr. Hayes. I'll send a reminder before your visit.
Health data is sensitive: read this before going live
Conversations, patient names, phone numbers and appointments are stored in a local database on the clinic's computer. There is no Wabo server, and nothing is sent to Webizmo. However, the text of each message that the assistant answers is sent to Google Gemini through your own API key in order to generate a reply. Voice notes and images that patients send are processed the same way.
That means your clinic is the party responsible for complying with GDPR, KVKK or whatever data protection rules apply where you operate, including informing patients and choosing an appropriate Gemini plan and settings. We recommend that the assistant does not discuss diagnoses or treatment details at all, and that your rules steer patients away from sharing health information in the chat. Where you have doubts, take advice from your own data protection advisor.
Setting it up for a clinic
Services and practitioners
Add each appointment type (consultation, cleaning, physio session) with its duration, then each practitioner with their working hours. Enter closed days and any buffer you need between patients.
Rules first
Write your medical-boundary rules before anything else, then add practical information: address, parking, payment options, cancellation policy. Choose a calm, professional tone. Our guide on training your assistant explains rules, FAQ entries and documents.
Test the boundary
In the test chat, ask about symptoms, medication and "is this treatment right for me?" and check that every one is handed over. Then link your WhatsApp. If you have a large practice that needs official API access, compare options in Wabo vs the WhatsApp Business API.
Pricing
Wabo costs $199 once, for one WhatsApp number, including 12 months of updates and a 7-day money-back guarantee. Gemini usage is billed by Google to the clinic's own key. You can set up services and test the whole flow without a license. See pricing or download the free trial.
Frequently asked questions
Will the assistant give medical advice?
It must not, and you should configure it so it doesn't. Write clear rules that any question about symptoms, diagnoses, medication or treatment suitability is handed over to clinic staff. Test this in the test chat before going live.
Where is patient data stored?
Conversations, customer records and appointments are kept in a local database on the clinic's computer; nothing is sent to Webizmo. The message text needed to generate a reply is sent to Google Gemini through your own API key. Your clinic remains responsible for GDPR, KVKK or other applicable data protection rules.
Can it book with a specific doctor or therapist?
Yes. Set up each practitioner with working hours and each service with its duration. The assistant offers free slots, confirms a summary and can send the patient a reminder message. The clinic can export appointments as an .ics file into its own calendar.
Can patients reschedule or cancel by WhatsApp?
Yes, if you enable it. Rescheduling and cancelling can each be turned on or off.