Open your laptop and know exactly who to message today.
Stop jumping between three phones of WhatsApp, Instagram DMs, form emails and a spreadsheet. Work from one screen where every waiting patient, every follow-up due today and every transfer tomorrow is visible.
- ✓
Sarah Mitchell
Photos received → send to doctor
Overdue09:30 - ✓
Jonas Weber
Treatment plan day-3 follow-up
Today11:00 - ✓
Amira Haddad
Flight details + transfer time
Today14:00 - ✓
Lucas Martin
Post-op day-7 check-in
Done08:45
Patients are rarely lost through neglect. They're lost in the mess.
Messages in five different places
WhatsApp, Instagram, Facebook, email and phone. "Did I reply to this patient?" gets asked dozens of times a day.
Follow-up lives in your head
"I sent the plan, I'll check in after 3 days" — but 3 days later there are 40 new messages. The patient who was deciding quietly disappears.
Writing the same message every day
Photo instructions, transfer details, pre-op preparation… typed from scratch every time, separately in every language.
Who to get back to today, and why — in one list.
Add tasks and notes to any patient record: "Follow up on plan, day 3", "Ask for flight details", "Post-op day-7 check-in". When you open the panel in the morning, overdue and due-today items sit at the top.
- Tasks linked to the patient record, with due date and owner
- Overdue and due-today shown separately
- Smart lists: saved views like "Waiting for photos" or "Plan sent, no reply"
- ✓
Sarah Mitchell
Photos received → send to doctor
Overdue09:30 - ✓
Jonas Weber
Treatment plan day-3 follow-up
Today11:00 - ✓
Amira Haddad
Flight details + transfer time
Today14:00 - ✓
Lucas Martin
Post-op day-7 check-in
Done08:45
WhatsApp, Instagram, Facebook and email on one screen.
Whatever channel the patient uses, their whole conversation history lives on one record. Filter unread and unanswered chats, assign a conversation to a colleague, leave an internal note. Your personal phone stays out of it.
- One conversation history across channels
- Unread, unanswered and assigned-to-me filters
- Conversation assignment and internal notes
- WHAhmet Y.2m
Can I get the price list?
- INSarah M.11m
Do you do FUE?
- EMWebsite form1h
New enquiry: Dental
Your most-sent messages are one "/" away.
Photo instructions, sending the treatment plan, transfer details, pre-op preparation… Save team-approved texts as snippets and keep a version for each language. Type "/" in the message box, pick one, personalise it and send.
- Shared, consistent wording across the team
- A separate snippet version for each language
- Approved template messages for the WhatsApp Business API
- /request-photos
- /send-treatment-plan
- /transfer-details
- /pre-op-preparation
Preview · patient language: EN
Hi Jonas, here is your personalised treatment plan. It covers the procedure, 3 nights hotel and VIP transfer. Any questions, I'm right here.
Consultations, procedures and check-ups on one calendar.
Manage video consultations, procedure days and follow-up appointments in a single calendar. Each appointment is linked to the patient record, so the doctor and the transfer team see the same information. Sync with Google or Outlook if you like.
- Calendars per doctor and per room
- Appointment reminders and appointment history on the patient record
- Google and Outlook calendar sync
- 09:00
Emma de Vries
Video consultation · Dr. Aydın
- 10:30
Jonas Weber
Airport pickup · Transfer
- 13:00
Lucas Martin
Procedure · Room 2
- 16:00
Amira Haddad
Post-op check-up
From first message to aftercare, no step left hanging.
- 01
Enquiry lands
Form, WhatsApp or Instagram — a patient record is created with its source.
- 02
Photos and plan
Request photos with a snippet, send the doctor's plan, open a follow-up task.
- 03
Deposit and travel
Flight, hotel and transfer details on the record; the appointment on the calendar.
- 04
After the procedure
Check-in messages and tasks keep the patient cared for after they fly home.
Questions coordinators ask
Can I connect our existing WhatsApp number?+
There are two ways to connect the clinic's number: the official WhatsApp Business API (recommended, approved by Meta) or WADOG, which links your current number by scanning a QR code. QR is quick but unofficial; for growing teams we recommend the official API.
What happens to messages that arrive after hours?+
If you choose, an AI agent replies to the patient in their own language after hours, collects photos and hands the conversation to you in the morning. It doesn't diagnose and doesn't quote final prices.
Can I hand a patient over to a colleague?+
Yes. Assign the conversation or the opportunity to another user and leave an internal note. The full history stays on the record, so the patient never has to repeat themselves.
Can follow-up messages go out automatically?+
Follow-up tasks and reminders in the panel are under your control. If you'd like specific steps turned into automatic reminders, our team configures that during setup around your process.
Related pages for coordinators
A working day where no patient gets forgotten.
One price for your whole team. No per-user fees.