WhatsApp reception for dental clinics

Walk-ins organized. Plans revived. Fewer front-desk calls.

  • • QR queue for walk-ins with live ETA (“You’re #3, ~18–25 min”)
  • • Intake capture: name, number, chief complaint, consent links
  • • Follow-ups that matter: treatment-plan nudges, recalls, post-op
  • • 24/7 auto-reception after hours; route edge cases to staff
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Queue & intake for dental walk-ins on WhatsApp

Queue & intake

QR at entrance → capture details → show position/ETA. Fewer “how long now?” interruptions.

Treatment-plan follow-ups

Revive pending plans with one-tap book/call. This is where the revenue is.

Recalls & post-op

6-month hygiene recalls, aligner checks, and safe post-op check-ins.

Prove it in a week

1) Walk-in QR (2 days)

QR intake + ETA. Goal: ≥60% of walk-ins use it; front-desk interruptions ↓30% at peak.

2) After-hours auto-reception

Instant replies + “Call me at 10am” button. Goal: ≥50% next-day callbacks scheduled.

3) Plan revival

Message 30 “thinking about it” cases. Goal: 10–15% book or ask a question.

4) Recall reminders

Hygiene/aligner due. Goal: 12–20% conversion in 72h.

Why this matters

Three reasons clinics adopt TapRebook for reception.

For patients

Life is busy—help them remember

Friendly WhatsApp nudges so patients don’t forget today’s visit, pre-visit forms, or six-month cleanings. Clear directions and rescheduling options reduce friction.

  • • Appointment & recall reminders
  • • One-tap confirm / reschedule
  • • Bilingual copies (where needed)
For your team

Let reception do reception

Free the front desk from phone tag and manual reminders so they can greet, reassure, and delight patients—while automation quietly handles routine scheduling.

  • • Fewer repetitive calls
  • • Less data entry
  • • Better in-lobby experience
For the business

Know your numbers, improve weekly

Track missed appointments, reschedules, reviews, and response times. See what’s working, and scale it. The world is moving to AI—use it to stay competitive.

  • • No-show & recall KPIs
  • • Review & feedback tracking
  • • Simple dashboards & tags → Sheet/CRM

Pricing

Pricing is the same as Reception. See Reception pricing.

FAQs from skeptical clinics

“Patients just walk in for first consults—do we really need this?”
Walk-ins are great. Where clinics lose time is after the first visit—recalls, treatment plans, hygiene cleanings, aligner checks. WhatsApp reminders and easy rescheduling keep those visits on track without endless calls.
“Our receptionist already does reminders—what’s the benefit?”
Let reception focus on people in the lobby, not phone tag. TapRebook automates routine reminders, confirmations, and simple changes. Your front desk can greet patients, reduce anxiety, offer water, and solve real problems—while scheduling still gets done in the background.
“Will this feel impersonal?”
Messages are friendly, branded, and bilingual if needed. Complex questions are routed to your team instantly. Patients choose WhatsApp because it’s simple and familiar—it’s the opposite of impersonal phone trees.
“What about data and ‘proving’ value?”
You’ll see no-show %, reschedules, recall completion, review rate, and median response time. We tag every step, push to a Sheet/CRM, and email simple monthly KPIs so you can tune week by week.
“We don’t want AI making clinical decisions.”
Good—neither do we. TapRebook handles logistics: reminders, directions, simple rescheduling, and review prompts. Anything clinical or sensitive is handed off to a human with an audit trail.
“Will this be hard to set up?”
We start with your common visit types and recall rules, connect Interakt/WhatsApp, and go live with tested templates. No engineering required—just a short scoping call and a quick content pass.