How a group of dental clinics moved bookings and reminders to WhatsApp

This is an illustrative example with a fictional company. It shows a typical setup, not real results.

Challenge

Demo Dental Clinics has three locations. Reception teams spent much of the day on the phone booking and confirming appointments, and missed appointments left gaps in the schedule. Each clinic used its own phone for WhatsApp, so there was no shared view and no record when staff changed.

What they built

• Multiple numbers on one workspace, one per clinic, with teams assigned to each.
• A booking bot that showed free slots from the clinic calendar and confirmed appointments.
• Appointment reminders as utility templates with Confirm, Reschedule and Cancel buttons.
• WhatsApp calling with a short IVR to route calls to reception or billing.
• Templates kept to dates, times and locations only, with no health information, and clinical details shared through the clinic's secure portal.

Results

In an illustrative setup like this, the clinics would expect to:

• Give patients an easy way to confirm or change appointments in advance.
• Spend less reception time on routine booking calls.
• See all three clinics' conversations and reminder results in one place.
• Keep a record of every patient conversation on the business number, not on personal phones.