AI automation agency · private clinics
No patient
left on read.
Missed calls messaged back, 1 AM enquiries answered, reminders sent, cancelled slots refilled, patients messaged when they’re due back. We build these systems for your clinic, write them in your voice, and run them every day — on your own WhatsApp number, in Egyptian Arabic and English.
- Up to 10systems, built and run for you
- Week onenothing reaches a patient
- 8am · 9pmyour brief, every day
Sample · Enquiry Response at a demo clinic
Systems we run
- Missed calls
- Enquiries
- Reminders
- Waitlist
- Recall
- Treatment plans
- Reviews
- Aftercare
- Daily brief
- Egyptian Arabic
01 — What a missed call costs
A busy line is not
a full clinic.
It's a lost one.
Patients don't leave voicemails and they don't call back — they call the clinic down the road. The messages that arrive at 11pm sit unread until 10am, by which point the slot is gone.
Put your own numbers in. The arithmetic is usually worse than people expect.
02 — What we run
Ten systems.
Built and run for you.
While the patient is deciding
The moment a patient reaches out, or nearly doesn’t. Every call, message and cancellation gets an answer from the clinic.
- Missed-Call Recovery. A caller you couldn’t answer gets a WhatsApp within seconds.
- Enquiry Response. Ads, forms and DMs answered with real free slots, at 1 AM too.
- No-Show Shield. Reminders that make moving easier than not turning up.
- Waitlist Refill. A cancelled slot offered to the patients who asked for it.
- Human Handover. Your staff take over any chat, as the clinic, from the same number.
- Voice Receptionist. Optional: after-hours calls answered by voice.
After the visit
The follow-up nobody at the desk has time for. Patients come back, finish their plan, and tell you how it went.
- Recall & Reactivation. Patients due back hear from you, with a reason.
- Treatment-Plan Follow-Up. “Let me think about it” followed up on day 1, 3, 7 and 14.
- Review & Reputation. Every patient asked how it went. The unhappy reach you first.
- Aftercare. Your instructions at the hour they matter. A complication goes to your named doctor.
- Owner Daily Brief. What needs your attention, at 8am and 9pm.
- CRM Sync. Bookings and payments sent to your CRM, not typed twice.
03 — How we work
We build it.
Then we run it.
-
01
We look at where patients slip away
We start with your missed calls, no-shows and the quotes nobody followed up, so we build what your clinic needs first.
-
02
We build it in your voice
We build the systems and write every message in your clinic’s voice, in Egyptian Arabic and English. We get your WhatsApp templates approved by Meta and connect your own number and calendar. Then a week of supervised testing: everything runs, nothing reaches a patient, and you read the log.
-
03
We run it, and answer for it
Every morning and evening you get a brief on your phone: what came in, what’s waiting, what broke. Once a month we review the results with you and adjust. When something needs fixing, you call a named person, not a ticket queue.
04 — How we build
Rules we don't
bend.
Egyptian Arabic, not formal
Every patient message is written in spoken Cairo Arabic or English, and checked by a test that blocks formal wording. Patients answer in their own words.
Real calendar bookings
It reads live availability and books into the right doctor's calendar. If the calendar can't be read, it refuses to book rather than double-book.
No medical advice
The system never diagnoses, reassures or advises. Clinical questions and complaints go to a person at the clinic.
A named doctor for complications
A patient describing a problem stops the automation and alerts your named clinician. If that alert doesn't arrive, a second number is told.
Nothing sent in week one
The Baseline Week runs every system on your real data and sends nothing. You read what would have gone out before anything does.
Your staff can step in
Any conversation can be taken over by your team from the same clinic number. The automation goes quiet for that patient.
Your number, your words
Runs on the WhatsApp number your patients already have. No prices are written unless you say yes.
Your data stays yours
Your patient sheet and calendars stay in your own Google account, not on our server.
05 — Who we work with
Any clinic where a
ringing phone means
money.
06 — Plans
Three plans.
Quoted for your clinic.
Essential
Answer everything that comes in, and waste no cancellation.
- Missed-call recovery. Your phone system tells us the moment a call goes unanswered — the caller has a WhatsApp before they’ve dialled the next clinic.
- Enquiry response under a minute. Ads, forms and DMs answered with three genuinely free slots, read live from the right doctor’s calendar.
- Four-touch no-show cascade. Confirm, remind, and make moving an appointment easier than simply not turning up.
- Automatic waitlist matching. A cancellation is scored against your waitlist, offered, and claimed — usually before the desk opens.
- Owner’s brief, twice daily. Tomorrow’s risk at 8am, the day’s numbers at 9pm, and a live sync into whatever system you already run.
Complete
Fill the chairs, and fill them again. Nobody has to be on call.
- Everything in Essential.
- Private-score reputation management. Every patient asked how it went three hours after they leave — privately. The unhappy reach you. The happy reach Google.
- Dormant-patient recall. Segmented by treatment and last visit, with a daily cap that protects your number’s quality rating with Meta.
- Written in your clinic’s voice. Egyptian Arabic and English, rewritten once against your own wording — not translated, and never robotic.
- Nobody gets messaged twice. Every product shares one log, one opt-out list and one set of quiet hours, so nine automations never behave like nine strangers.
Clinical
Everything that happens after they’re in the chair.
- Everything in Complete.
- Treatment-plan follow-up. Four touches on the quote they said they’d think about, each one answering a different reason people don’t proceed.
- Procedure-timed aftercare. Your own written protocol, delivered at the hour each instruction actually matters — not handed over on paper once and forgotten.
- Red-flag triage. A patient describing a complication stops the automation immediately. It never reassures, never diagnoses, and never guesses — it reaches your named clinician.
- An escalation that proves it arrived. If that alert doesn’t reach the doctor, you are told within seconds, on a different number. It is the only message here that sends even in test mode.
Every plan is quoted on a short call, once we know what you run: one setup fee and one monthly fee. Setup covers the build, your clinic profile, WhatsApp approval with Meta, and a week of supervised testing before a single patient is contacted. WhatsApp conversation costs are billed by Meta straight to your own account, at cost, with no markup from us.
07 — Questions
The ones
everyone asks.
Is this a chatbot?
No. A chatbot is software you configure yourself. We're an agency: we build the systems your clinic needs (up to ten), write every message in your clinic's voice, test them for a week before any patient sees them, and then run them with you every month.
Will patients know it's not a person?
Some will, some won't, and we don't think you should hide it. It writes as the clinic and never pretends to be a named member of staff. What patients care about is that someone answered, understood them, and got them a slot.
What happens with a difficult or upset patient?
Anything it can't handle cleanly goes to your team, or is flagged as an urgent callback. It is built to hand over early rather than push through. It never gives medical advice, and a patient describing a complication goes straight to your named doctor.
Do I need to change my phone number?
No. We work with your existing WhatsApp number and your existing line. Patients keep calling and messaging exactly what's printed on your signage.
Who do I call when something breaks?
A named person at Open Clinic, not a ticket queue. You'll usually know before you need to call: problems show up in your daily brief, and we review everything with you once a month.
How good is the Arabic, really?
It's written the way a Cairo receptionist writes: spoken Egyptian Arabic, not formal Arabic, checked by a test that blocks formal wording. No "reply 1, 2 or 3" menus; patients answer in their own words, like "after 6" or "the Sunday one", and it understands them.
What if it books something wrong?
It reads live availability before it commits, and it reads the booking back to the patient for confirmation. You set the rules for what it may book on its own and what needs a human. Every booking is logged and reversible.
Which calendars and systems do you connect to?
Google Calendar and Google Sheets out of the box. Most clinic management systems and CRMs with an API can be connected during setup — tell us what you use and we'll confirm before you pay anything.
How long until it's live?
We give you a date before we start. The build includes Meta's approval of your WhatsApp templates, which we don't control, and it always ends with the Baseline Week: a week where everything runs and nothing reaches a patient. You see the log before we switch sending on.
08 — Let's talk
Let us run
the follow-up.
A short call. Tell us how your desk works today. We'll show you which systems we'd build first, and one of them running, live, on the call.
Or just WhatsApp us+20 128 834 4214