Dental, veterinary, medical and aesthetic clinics
The agent handles questions about opening hours and fees, offers slots that match how long each treatment takes and prepares the appointment, so reception only has to confirm it. Diagnoses and records stay in your clinical system.
Clinics
Aipiter answers the clinic’s WhatsApp and phone with the information you publish: treatments with their length and fee, each practitioner’s hours and the house rules. The AI agent offers free times and prepares each appointment, which the patient accepts with a button, and on the phone the voice agent suggests slots and notes the appointment down for reception. It never asks about symptoms: anything clinical goes to a person on the team. Every patient, or at a vet practice every owner, has a profile with their appointments and conversations.
A day at reception
A day at a dental clinic with two dentists and a hygienist, from opening to closing.
Reception finds three requests from the night in the calendar, two check-ups and a clean, each already holding its slot. They confirm them one by one, writing to each patient from Conversations.
A patient writes that a tooth has been hurting since yesterday. The agent does not ask about the pain: as emergencies are listed under «Always hand over to a person», reception gets the conversation with a note on why the patient wrote, and they find a slot that same morning.
A patient who comes in every month for her braces cannot make Thursday. The agent finds her appointment, offers other times with her dentist and, once she picks one, Thursday is free for someone else.
Both dentists are with patients and reception is serving someone at the desk. Calls go to the voice agent, which offers slots for a first visit and logs the request alongside that caller’s messages for reception to finalise. Nothing is recorded.
Reminders for the next day’s appointments go out on WhatsApp, only to patients who said yes to them. One patient replies that he cannot come: the agent offers him another day and his time is offered to the waiting list.
A new patient asks for an appointment in the evening. She gets slots for a first visit, taps Confirm and the agent saves the name she gave to her profile. Reception will confirm it when they open.
What fills a clinic reception’s day and how Aipiter shares it out.
Braces are handled by the orthodontist and a clean by the hygienist. Each treatment has its «Main resource» and each practitioner has their consulting hours for every day of the week, so the agent never offers a treatment with someone who does not do it, or at a time when that person is not working.
A check-up takes twenty minutes and a first visit half an hour. With the «Visit length» and the «Buffer after» to get the surgery ready between patients, slots come out already worked out when availability is checked. The full journey of an appointment is on appointments and bookings.
The agent cannot ask for health details or repeat any it is told. Under «Always hand over to a person» the clinic lists what the AI never answers, such as pain, emergencies or questions about a treatment, and that conversation reaches the team with the reason and a summary. How the work is shared: customer service.
The day before, every patient who agreed gets a WhatsApp reminder in a template Meta has approved. They confirm, change or cancel by replying, and any time that frees up goes to someone on the waiting list. The details are on appointment reminders.
The voice agent answers on the clinic’s number with the published information and suggests slots. To move or cancel an existing appointment, it first checks that it is speaking to the person it belongs to; if it cannot, it leaves the change to reception.
The profile brings together contact details, appointments, conversations and contact decisions by purpose. In lists, phone numbers and emails are masked, and access or erasure requests are kept under «Privacy», with their receipt. It sits in the CRM, apart from your clinical system.
Getting started
One set-up session with us and two steps the clinic repeats every day.
We load each treatment with its length, buffer and fee, each practitioner with their time slots, and the list of matters a person always handles.
The agent replies on both channels, suggests times when the whole treatment fits and leaves each appointment prepared.
Requests hold their slot in the calendar, and reception confirms each one by writing to the patient in their conversation.
Aipiter does not store diagnoses, X-rays, dental charts, prescriptions or reports, and it does not issue invoices. It does not replace your practice’s clinical system: it works alongside it.
Its ground is everything before the patient sits down: who asks for an appointment, for which treatment, with whom and at what time, plus the reminder the day before.
At a dental clinic, long treatments such as braces or an implant are spread over many visits: when the patient books the next one, reception sees the earlier ones in their profile. Aesthetic clinics work the same way with treatments given in sessions.
At a vet practice it is the owner who writes, and the profile is theirs, with their appointments and conversations. The agent gives no advice about the animal: emergencies and health questions are listed under «Always hand over to a person» and go to the team.
Messages from every patient arrive in a single inbox, each conversation with its «Assignee». The ones that need someone are shown apart, under «Need attention», and whoever deals with one presses «Take conversation» so the agent stops replying there.
Each team member has a role: reception handles conversations and profiles without touching the settings, and signing in takes an email code plus one from the phone app. The rest is on security.
It covers the front desk: a calendar per practitioner, appointments and changes, WhatsApp, the phone, reminders and a profile per patient. Clinical records, test results and invoicing stay in your clinical system.
Yes, for appointments and messages. The person writing is the owner and the profile is theirs; the agent does not discuss the animal’s health and passes those questions to the team.
Each dentist and hygienist has their own calendar and time slots, and each treatment is tied to whoever performs it, so the slots offered always match the person.
It does not ask about symptoms or repeat them. If the clinic provides healthcare, it advises calling 112 in an emergency and alerts the team. On top of that, anything you add under «Always hand over to a person», such as emergencies at a vet practice, goes to reception with a summary.
Yes: the voice agent answers on the clinic’s number, gives the published information, suggests slots and notes the appointment down for reception to confirm. Calls are not recorded by default.
Yes, on WhatsApp, using templates Meta has approved in advance, and only to patients who have agreed to them. By replying to the reminder, they confirm, ask for another day or cancel.
The people on your team, each according to their role and with two codes to sign in. In lists, contact details appear masked, and requests for access or deletion are recorded in the profile.
We load your treatments and practitioners into Aipiter and walk through messages and calls like the ones your reception gets.
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