Seven channels, one inbox. No patient message left unanswered.
WhatsApp, Instagram DM, Facebook Messenger, email, SMS, website chat and phone calls land on the same screen. Every conversation is tied to the patient record, so your team sees who is handling what at a glance.
- Sarah Mitchell09:42Sent the photos 👍
- Lukas Weber09:31Wie lange dauert die Heilung?
- Amira Haddad09:12Is the transfer included?
- James O'Neill08:55Treatment plan — approval
Sarah Mitchell
WhatsApp · +44 7700 900…
- Treatment
- Hair transplant
- Country
- United Kingdom
- Language
- EN
- Source
- Meta · Lead form
- Stage
- Photos received
3 channels · 14 messages · 1 call
Patients are writing — across five phones and three different apps.
Chats live on personal phones
When a coordinator goes on leave or quits, every conversation with their patients leaves with them. The clinic can't see its own patient history.
Hopping between channels
Instagram in one tab, Messenger in another, email somewhere else. Forget one channel and a hot enquiry waits for hours — sometimes days.
Nobody knows who's replying
Two people quote the same patient different prices, or everyone assumes someone else replied and nobody does. Either way, trust is lost.
Whatever channel a patient uses, it lands in the same list.
Connect your channels once in Settings. From then on, every new message appears in the shared list with its channel icon. Filters for unread, mine and all keep the team focused on what matters.
- WhatsApp (official Business API or QR connection), Instagram DM and Facebook Messenger
- Email, SMS and the chat widget on your website
- Inbound/outbound calls and missed calls in the conversation history
- Numbers and accounts belong to the clinic — history stays when staff change
- WhatsAppOfficial API · clinic number12
- Instagram DM@clinic account5
- MessengerFacebook page3
- Emailinfo@klinik.com4
- SMSClinic line1
- Web chatWebsite chat2
- PhoneCall log + missed calls2
Give each patient to the agent who speaks their language.
Assign a conversation to a teammate in one click. Ask the doctor about an X-ray in an internal note the patient never sees, and @mention colleagues. The patient hears one voice, with consistent information.
- Assign and hand over conversations — nothing stays ownerless
- Internal notes and @mentions: doctor, coordinator and translator on the same thread
- Language- or treatment-based assignment rules configured by our team during setup
- Elif DemirCoordinator · EN/TR
- Jonas BergAgent · DE
- Rania SalehAgent · AR
Internal note · hidden from patient
@Jonas the patient prefers German — can you take over? X-ray attached.
Snippets
Every message lives on the patient record — one click away.
The patient card stays open next to the conversation: treatment, country, language, source and pipeline stage. When a patient writes six months later about a check-up, everything since their first message is right there.
- Messages and calls from every channel on a single timeline
- Photos, X-rays and documents kept inside the conversation
- Jump straight from the contact to their opportunity and appointments
- WHAhmet Y.2m
Can I get the price list?
- INSarah M.11m
Do you do FUE?
- EMWebsite form1h
New enquiry: Dental
Tools your coordinators will use a hundred times a day.
Multilingual snippets
Photo requests, transfer details, deposit explanations — English, German and Arabic templates in a message with "/".
Assignment and filters
Mine, unread, awaiting reply: everyone focuses on their own list, managers see everything.
Internal notes
Coordinate inside the thread with notes patients never see; the doctor's opinion sits right next to the chat.
Files and media
Photos and X-rays patients send stay in the conversation — no hunting through folders.
AI assistance
Optionally let Conversation AI send the first reply or suggest answers to agents, handing over to a human when needed.
Filters and views
Filter by unread, unassigned, starred or channel so every agent can focus on their own queue.
Connect channels, add your team, start replying.
- 01
Connect your channels
Connect WhatsApp, your Facebook page, Instagram account, email and phone number in Settings.
- 02
Invite your team
Add coordinators, agents and translators. There are no per-user fees — everyone works in the same inbox.
- 03
Prepare snippets
Turn your most common replies into templates per language so the whole team writes with the same quality and speed.
Frequently asked questions
Can we use our existing WhatsApp number?+
Yes. We recommend the official WhatsApp Business API: it's Meta-approved, carries no ban risk and the number stays registered to your clinic. If you want to start immediately, you can connect your current number by QR code — but that is an unofficial method, Meta may restrict the number, and it isn't suitable for bulk messaging.
Do Instagram comments land in the inbox?+
No. Instagram direct messages (DMs) land in the inbox; post comments don't. On Facebook, Messenger conversations come in.
Can an agent see only their own patients?+
Yes. Turn on the "only assigned data" restriction in user permissions and the agent sees only the conversations and contacts assigned to them. Admins still see everything.
What happens to conversations when someone leaves?+
Nothing is lost. Conversations live in the clinic's account, not on a personal phone. Deactivate the user and reassign their conversations to a teammate.
Are phone calls logged too?+
When your clinic number is connected, inbound and outbound calls and missed calls appear in the patient's conversation history — so no missed call goes without a callback.
Take patient conversations back from personal phones.
No per-user fees. Your whole team in one inbox.