Case study · Healthcare · Leiria
In productionThe front desk that never leaves a message unanswered
At a physiotherapy clinic in Leiria, an AI assistant answers WhatsApp, books and reschedules appointments, and manages the waitlist. The team can take over any conversation at any moment.
The context
A physiotherapy clinic with a full schedule and an overloaded front desk. Bookings arrived by phone and WhatsApp throughout the day, including after hours. Reschedules and no-shows left holes in the schedule that a manually managed waitlist rarely filled in time.
The problem
Every unanswered message was an appointment at risk. The team spent hours on the phone instead of with patients, and waitlist management depended on the memory of whoever was at the desk that day.
What we built
An AI assistant connected to the clinic's WhatsApp, built around the real booking process. The assistant holds a natural conversation in Portuguese, checks the schedule, and resolves; the team sees everything and can take over any conversation at any moment.
Answers WhatsApp 24 hours a day, 7 days a week
Books, reschedules, and cancels appointments directly in the schedule
Manages the waitlist and fills schedule gaps automatically after cancellations
Drafts treatment plans that the professional reviews and sends with one click
Hands the conversation to a human whenever the topic leaves the defined scope
The result
- Messages answered instantly, at any hour, without depending on the desk
- Schedule gaps filled from the waitlist without manual intervention
- Phone hours recovered for patient care
- In production, with the team in control of every conversation
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