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Clinics & Medical Centres · UAE
Automation for UAE clinics: booked, reminded and followed up on WhatsApp
Patients message before they call. We make sure each one gets an answer, a real appointment slot and a reminder, while anything clinical goes straight to your staff.
Short answer
Clinic automation handles the front-desk work that arrives on WhatsApp: answering fees, doctors, timings, insurance and directions from your own information, booking real slots, sending reminders 24 hours and 2 hours before, and following up after the visit, in Arabic and English. It never gives medical advice: symptoms, results and anything clinical go to your staff with the whole conversation. We set it up with OrcaFlo (from $14.99 a month + 2¢ per message, 14-day free trial).
The problem
Where a clinic front desk loses patients
A clinic receptionist does three jobs at once: checking patients in, answering the phone and replying to WhatsApp. WhatsApp loses. The same questions arrive all day (how much is a consultation, do you take my insurance, is the dermatologist in on Saturday, where do I park), and each one waits until someone has a free minute. Messages sent after closing wait until the morning, by which time the patient has often booked somewhere that answered.
The second leak is after the booking. Patients forget, and nobody has time to ring a reminder list. Recall patients (the six-month check-up, the second session of a treatment course, the follow-up review) drift away because nobody messaged them at the right time. None of this needs clinical judgement. It needs a system that does the routine messages reliably and gets out of the way when a patient needs a person.
What we automate
Clinic workflows we set up
Booking into real slots
Offers open times from your working hours, doctors and blackout days, or from Google Calendar so it only offers times you're free. Calendly or Cal.com links can be shared too.
Reminders 24h and 2h before
A confirmation when the slot is booked, then reminders 24 hours and 2 hours before. A patient who needs to move it can reschedule in the same chat.
Clinical questions to staff
Symptoms, results, medication and anything that needs a clinician are handed to your team with the whole conversation, and the assistant pauses for that patient.
Follow-ups after the visit
Timed messages for reviews, repeat treatments and recalls. They stop the moment the patient replies.
Review requests
After the appointment, a personalised review request on WhatsApp, so happy patients leave one while the visit is fresh.
What it looks like
A booking, then a hand-over
مرحبا، أبي أحجز تنظيف أسنان. عندكم موعد يوم السبت؟
هلا وغلا! يوم السبت متوفر الساعة 10:30 الصبح أو 4:00 العصر. أي وقت يناسبك؟
4 العصر
تم الحجز ✅ السبت الساعة 4:00 العصر. بنرسل لك تذكير قبل الموعد بيوم وقبله بساعتين.
وعندي ألم في ضرس من أمس، عادي؟
سلامتك! هذا سؤال لازم يجاوب عليه الطبيب، حوّلت محادثتك لفريق العيادة وبيتواصلون معك.
The last message is the important one. The assistant books and reminds, but it doesn't assess symptoms. When a patient describes pain, asks about a result or wants to know which treatment is right for them, the chat is handed to your team, your staff get a push alert on their phones, and they reply from the shared inbox with the full conversation in front of them. You decide which topics always go to a person.
A day at the clinic
How a clinic day runs with automation
- Overnight: patients who message after closing get an answer and, if they want one, a booked slot for the next day instead of a "we'll get back to you".
- Morning: reminders go to the day's patients 2 hours before each appointment, and to tomorrow's patients 24 hours ahead. Reschedule requests are handled in the chat and show in the dashboard.
- During clinic hours: the receptionist only sees chats that need a person: clinical questions, complaints, insurance disputes, and anything you've marked staff-only.
- After the visit: a review request, then timed follow-ups for the patients due back for a review or the next session.
- Evening: an owner brief with the day's conversations, bookings, escalations and the questions patients kept asking, so you can see what to add to the assistant's information.
Patients can also send a voice note, which is transcribed, or a photo of a document or a referral, which the assistant can read. Anything it shouldn't handle still goes to your team.
Your systems
Calendars, clinic systems and custom work
OrcaFlo books into its own calendar, set up with your working hours, doctors and blackout days. Connect Google Calendar and it only offers times you're free and adds each booking there; if you use Calendly or Cal.com, it can share your booking link in the chat. Your staff see every booking in the dashboard. It does not write bookings into an EMR or practice-management system on its own.
If your clinic system has an API and you need bookings, reminders or recall lists to come from it, that's a Custom Automation project ($400–10,000 by scope, quoted after the discovery call). Typical examples are sending reminders from the bookings already in your clinic system, pushing new WhatsApp leads into your CRM, or a weekly report of no-shows and recalls.
OrcaFlo connects to the WhatsApp Business number you already use, in one of two ways. Meta's official WhatsApp Business API gives you the verified route; Meta bills its own per-message fees to your account, and messages sent more than 24 hours after a customer's last message need a Meta-approved template. A QR link to the WhatsApp Business app is quicker to set up and has no Meta fees, but it carries no green tick and some ban risk, because WhatsApp doesn't officially allow unofficial apps. We'll recommend one on the call. OrcaFlo's price is the same on both.
For a wider view, OrcaFlo has a page on its WhatsApp receptionist for clinics and a published comparison of WhatsApp booking assistants for UAE clinics, including where another tool is the better choice (for example, if bookings must be written into your EMR automatically).
Pricing
What clinic automation costs
OrcaFlo is $14.99 a month on Starter, where you set the assistant up yourself with the guided setup, or $100 a month on Done-for-you, where we set up your services, fees, doctors and hand-over rules and keep tuning them every month. Both are plus 2¢ per message, counting your patients' messages and the assistant's replies. There's a 14-day free trial, the first 500 messages are free, there's no setup fee and you can cancel any time. A payment processing fee appears as its own line on each invoice, and Meta's fees on the official API are separate.
As a worked example: 1,500 messages in a month costs $14.99 + $30 = $44.99 on Starter. Custom work on top is quoted separately. See pricing.
FAQ
Common questions
Will the assistant give medical advice?
No. It handles front-desk questions such as fees, timings, doctors, insurance and directions. Symptoms, results, medication and anything clinical are handed to your staff with the whole conversation.
When are appointment reminders sent?
A confirmation goes out when the slot is booked, then reminders 24 hours and 2 hours before the appointment. Patients can reschedule in the same chat.
Can it route patients to the right doctor?
It can route by speciality using rules you give it, for example skin concerns go to dermatology. It won't assess symptoms to decide.
Does it work with our booking system?
OrcaFlo books into its own calendar or Google Calendar, and can share a Calendly or Cal.com link. It doesn't write into an EMR by itself; connecting a clinic system with an API is a Custom Automation project.
Does it reply in Arabic?
Yes. It replies in Gulf Arabic and English, in whichever language the patient writes.
How much does it cost?
From $14.99 a month (Starter) or $100 a month (Done-for-you) plus 2¢ per message, with a 14-day free trial and the first 500 messages free.
Talk to Nuevo Automations
Turn late-night messages into booked appointments
Twenty minutes, free. We'll look at how patients reach your clinic and show you what we'd automate first.
Talk to Us on WhatsAppPrefer a set time? Book a free 20-min call · Arabic & English