WhatsApp AI Receptionist for physiotherapy clinics
An AI that answers your WhatsApp messages in Hindi or English within seconds, books appointments and hands over to a human when needed. Built for physiotherapy clinics in India, where the leak we see most is patients asking for slots while therapists are busy.
What is included in the setup
- Knowledge card built from a 20-minute call
- WhatsApp Business API connection on your number
- Appointment booking into Calendar/Sheet
- Human handover with owner alert
- Daily 7 PM summary
What you need before the call
- Your WhatsApp Business number (or we provision one)
- Meta Business Manager access for verification
- Services, prices, timings, address, staff names
- Where bookings should land: Google Calendar or a Sheet
A normal day at a physiotherapy clinic with this setup
- 7:45 AM: front desk opens the WhatsApp Business number; overnight messages from patients asking for evening slots after a sports injury or post-surgery follow-up are already sitting in the chat, and the bot has replied with available times pulled from the therapist calendar.
- 9:00 AM–1:00 PM (OPD peak): a patient messages asking for a slot while the physiotherapist is mid-session doing manipulation or IFT; the bot replies with the next two open slots for that therapist and books directly into the Calendar/Sheet on confirmation, instead of the enquiry going unanswered.
- During electrotherapy or dry needling sessions when the therapist can't touch the phone, a patient asks something clinical like 'can I skip today's session, my back is worse' — the bot recognises this needs a professional and triggers human handover, alerting the owner or senior physio on WhatsApp.
- Lunch break (1–2 PM), front desk away from the counter: enquiries for post-fracture rehab or frozen shoulder packages keep coming in; the knowledge card answers standard questions on session duration, package pricing, and whether home visits are offered.
- Evening peak (5–8 PM) when working patients and weekend sports injury cases come in together: the bot manages several slot requests across two or three therapists without double-booking, since it checks the shared Calendar/Sheet before confirming any slot.
- 7:00 PM: owner gets the daily summary — enquiries received, slots booked, missed-slot requests, and pending handovers — so they can personally call back anyone the front desk didn't reach.
- Next morning, front desk cross-checks the Sheet against the physical appointment register before OPD starts, to confirm no clash between bot-booked slots and walk-ins.
Rules and platform limits it works within
WhatsApp Business policy: messages sent outside the 24-hour reply window (slot reminders, confirmations) must use Meta-approved templates; the setup uses approved templates so the clinic's number doesn't get flagged or restricted.
DPDP Act 2023: patient details shared in chat (injury type, treatment history) are personal data; the setup stores only what's needed for booking and handover, with access limited to clinic staff.
NMC advertising norms: bot replies stick to appointment logistics and general clinic information — no treatment-outcome claims or cure guarantees — keeping communication within what's permitted for a registered physiotherapy practice.
What the leak costs: a worked illustration
Illustration only. Assume 6 missed enquiries a day because the front desk is busy with a patient or the therapist is mid-session, and 1 in 3 of those would have converted to a booked package worth roughly Rs 2,000. That's 2 lost bookings a day, or about Rs 4,000 a day, Rs 1,04,000 over 26 working days a month.
Setup fee is a one-time Rs 15,000; the care plan is Rs 2,500/month. Even if the setup only recovers a fraction of those missed enquiries — say 10 bookings a month, roughly Rs 20,000 — it covers the monthly care plan several times over, with the one-time setup fee paid back in the first month.
Questions physiotherapy clinic owners ask
What happens if a patient asks something the bot can't answer, like whether they should continue physiotherapy after a fracture heals?
The bot hands over to a human immediately for anything clinical or judgement-based. It only handles logistics — slot availability, package pricing, timings, location. The owner or senior physio gets a WhatsApp alert the moment handover happens, so the patient isn't left waiting.
Our front desk already uses WhatsApp from a personal phone — can we keep the same number?
Yes, the same number can be connected to WhatsApp Business API. You keep your number and contacts; the setup adds booking and auto-reply capability on top. Existing patient chat history on that number stays as is.
Will this replace our front desk staff?
No. It handles the enquiries that come in when front desk is occupied with a patient at the counter or the therapist is busy in a session — the gaps where bookings are usually lost. Front desk still manages walk-ins, payments, and day-to-day scheduling.
A sample conversation for physiotherapy clinics
Customer: Do you treat frozen shoulder? How many sessions usually? Bot: Yes, we treat frozen shoulder — Dr. Meenal specialises in this. Session count depends on severity, typically discussed after the first assessment visit. First visit is ₹500, includes assessment. Would you like to book a slot this week? Customer: Haan, kal shaam ko available ho? Bot: Kal shaam 5:30 PM aur 6:15 PM available hain. Konsa slot theek rahega aapke liye?
Illustrative exchange from our guide for physiotherapy clinics; the live setup answers from your own knowledge card.
A typical week, before and after
| Situation | Before | After |
|---|---|---|
| Evening enquiry burst (6–8 PM) while therapists are with patients | Messages sit unread till next morning; some patients don't follow up again | Answered within 3 seconds; slot booked or handed to front desk if urgent |
| Patient asks about frozen shoulder / slip disc / sports injury specifics | Front desk isn't always sure which therapist to route to, calls owner mid-session | Bot answers from the knowledge card directly, or flags for a callback |
| Two patients want the same 5 PM slot | Double-booking discovered only when both show up | Calendar checked live, only one gets confirmed |
| Owner wants to know how the day's enquiries went | Has to ask front desk verbally, often forgotten by end of day | 7 PM summary auto-sent — enquiries, bookings, pending handovers |
| Therapist on leave / clinic bandh for a local holiday | Patients message anyway, get no reply, assume clinic is open | Bot informs them of the closure and offers next available date |
| New patient asks about fees before committing | Front desk repeats the same fee explanation 10 times a day | Bot answers instantly, saving front desk time for in-person patients |
How it goes
Message us
Business type, city, what is leaking. We reply within a business day with slots.
20-minute call
We fill the knowledge card for your physiotherapy clinic. Setup fee is paid before the build starts.
Live within 48 hours
Once your platform access and Meta verification are complete (verification typically takes 3 to 10 business days). We test with you on a sandbox first.
Care plan
Monitoring, fixes, updates, reports. Cancel from any next billing date.
Guides for physiotherapy clinics
Same setup, other clinics & health business types
Tell us your business and the problem to fix first.
One WhatsApp message. We reply within a business day with the setup that fits, its fees, and call slots.