Scheduling for medical practices
Practice scheduling: appointments and reminders over WhatsApp
Reception spends the morning confirming appointments by phone. The ones who don't pick up don't show up either, so the practice loses the slot twice: on the call and in the empty chair.
Your catalog, with the duration it actually takes
- First consultation40 min
- Follow-up20 min
- Urgent consultation30 min
- Test results review20 min
- Minor procedure60 min
Minor procedure takes 60 minutes. A calendar that treats everything as “an hour” will offer you a slot that service doesn't fit into.
Why it fits
Why WhatsApp scheduling fits medical practices
A no-show has a direct cost, and a reminder with confirmation is the cheapest way to bring it down.
Patients would rather message than call, and they message outside office hours.
First visits and follow-ups run different lengths, and booking them the same throws the day off.
Services
Typical durations in this trade
Duration is what decides which times get offered to the patient. These are the usual values to start from and adjust with your own measurements.
What changes in your calendar
Hours are set per clinician, with breaks and time off. A day closed for a conference or holiday stops being offered immediately, and appointments already on it stay visible so you can reschedule them.
| Service | Duration |
|---|---|
| First consultation | 40 min |
| Follow-up | 20 min |
| Urgent consultation | 30 min |
| Test results review | 20 min |
| Minor procedure | 60 min |
Your calendar
How your calendar ends up
One clinician, one schedule
Each clinician sets their own days and hours, split shifts included. Anyone without their own inherits the business hours.
The assistant checks before it answers
It never tells the patient you're full or closed without having looked at your calendar. If it tries, the system blocks the reply and forces it to check.
A reminder the day before
The patient confirms or says they can't make it, and that slot goes back on sale.
Days you open as an exception
A Sunday or a public holiday opens for that date, without touching the weekly schedule. The assistant respects it.
Questions
Frequently asked questions
Is AgendaYa an electronic health record?
No, and it's worth being clear: it manages the calendar and the communication with the patient. It does not store clinical records and does not meet the regulatory requirements of a clinical information system. Use it alongside whatever clinical software you already have.
Does the assistant give medical information?
No, and that's blocked by design: no diagnoses, no clinical advice, and when a patient asks something like that it hands the conversation to a person. It handles booking, confirming and the administrative questions.
What patient data is stored?
Name, phone, email if they give one, and their appointments. The practice is the controller of that data and can delete it at any time. The details are in the privacy policy.
