Rescheduling a clinic's patients when a doctor is on leave.
A doctor calls in on leave, and reception rebuilds the day's list by hand while patients wait to hear. We can automate the back-office side: the list of patients to move and the record of what changed.
Example workflow. Not client work.
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Before and after
Before. Staff scroll the diary, phone each patient and note the changes on paper or in a chat group.
After. Staff mark the doctor away for a date in Google Calendar. The automation lists that day's booked patients with free slots beside each one: later in the week with the same doctor, or with another doctor who sees the same kind of appointment. Staff pick the new slot, and the patient's message goes out only after that choice.
Where your team decides
Staff choose each new slot. Anything clinical stays with clinic staff. The automation does not diagnose, triage, suggest medicines or explain test reports.
Cases the list flags
- Follow-up visits. Patients your staff mark as follow-ups for that doctor are offered only that doctor's slots.
- A patient asks for another time. The reply goes back to the front desk list instead of starting a new round of messages.
- A reply that sounds clinical. Mentions of symptoms, a medicine or urgency get no AI-written answer. The only automatic reply is one fixed message your clinic writes, which can include your emergency contact number, and the item goes to the front desk.
- No reply. Patients who have not answered by a time you set appear on the front desk's call list.
The request log
Each change keeps the old and new slot side by side, who made it and when the message went. The patient’s name is stored apart from the contact person’s number, since a family member often books for a parent. The scope sets who on your team can view the log, and where the records are hosted is chosen with you in the same scope. If your clinic software offers an API or data export, the changes can be written into it as well.
What the patient receives
The message goes out only after staff pick the new slot. It names the doctor, the original slot and the new one, and lets the patient reply if the new time does not suit. The wording is agreed with you in the scope.
If patients have opted in to WhatsApp messages from your clinic, messages your clinic starts use Meta-approved templates.
Booking calls and home collection by pincode are covered on our voice agents page.
Sample leave day
Move a sample doctor's patients.
Interactive simulation · sample data
"Dr. Sample" is marked away on Tuesday. Four sample patients were booked. Open one and see what the front desk would be given.
Choose what happens
Pick one above. Nothing here is live: no call is placed, no message is sent and nothing is saved.
FAQ
How is patient data handled?
Patient records stay in your own systems and accounts. The automation reads the appointment details it needs to move a booking and writes the change back to you. What it reads, and how long each record is kept, is decided with you and written into the scope. We advise on that and build to it; the data stays yours.
Can lab reports be sent on WhatsApp?
Yes, where your clinic wants that and the patient has opted in to messages from you. The report goes from your own WhatsApp Business number on your own Meta account, to the number the patient gave you. Where you would rather not send reports that way, that step is left out of the build.
What happens at your front desk when a doctor is away?
Tell us how appointments are kept today and which calendar your doctors use. Someone from our team replies within one business day.