A clinic appointment booking system that leaves medicine to your staff
Your front desk spends hours on calls that only book, move or cancel an appointment. Here an agent handles those on your practice's WhatsApp, for a medical practice or a dental office alike: it finds a time in your calendar, books it once a member of staff approves, and records feedback and complaints for your team. It's instructed to ask no medical questions, take no symptoms or medical history and give no medical advice — anything medical, it points back to your staff.
The workflow
When a patient messages your practice on WhatsApp, the agent finds a time in your calendar, offers it and asks your staff to approve — then the appointment is written into your calendar, and any feedback or complaint is logged for your team.
- Trigger
When someone messages you
A patient writes to your practice's WhatsApp number to book, move or cancel.
- Agent
Conversation
The agent offers times from your calendar; its instructions keep it to appointments, so it declines medical questions and points the patient to your staff.
- Approval
Approvals
Booking, moving and cancelling wait for a member of staff to approve — on WhatsApp, in the app, by email or on Slack.
- Then
Connector
The appointment is written into Google Calendar through its Connector, or into your practice system through a Custom MCP server.
- Then
Table
Feedback or a complaint about the visit is written as a row for your team, or sent to them as a notice.
On a schedule
Every evening, the workflow reads tomorrow's appointments from your practice system and sends each patient a reminder from your approved WhatsApp template.
A reminder is the same message every time, so fixed steps send it and no agent is involved; when a patient replies to move the appointment, the booking agent takes the chat, and the change still waits for your staff.
What it uses
WhatsApp number in Settings → Channels, Conversation, Collect fields, Approvals, Owner numbers, Google Calendar Connector, Custom MCP, Tables, Skills, On a schedule, MCP tool, Message
What the agent may help with, the words for declining anything medical, and how patients reach your staff
How does the agent stay out of medical questions?
Through the instructions you give it — worth saying plainly, because nothing in neonloops filters topics for you. The agent's job is the calendar. Its instructions tell it to ask no medical questions, take no symptoms or medical history and give no medical advice, and when a patient asks something medical, to say it's a question for your staff and how to reach them. Write those instructions carefully, and test them in a few chats before the number goes live.
The agent can't hand a chat to your staff by itself. If your number also runs in the WhatsApp Business app, a member of staff can reply there, and the agent stays quiet in that chat.
What happens to feedback and complaints?
When a patient wants to say how a visit went, the agent takes it down through Collect fields: what happened, when, and whether they'd like a call back. When the chat ends, it's written as a row in a table your team reads, or sent to them as a notice. A complaint is about the service; if it turns medical, the agent's instructions send the patient to your staff.
What do you need to set it up?
Your practice's WhatsApp Business number, connected in Settings → Channels; we set it up with you on the onboarding call. A calendar the agent can reach: Google Calendar through its Connector, or your practice system through a Custom MCP server if it has an API — practice software doesn't connect out of the box. Templates Meta has approved, for reminders and for approval requests outside WhatsApp's 24-hour window. Reminders also need a source that knows each patient's number, such as your practice system.
What won't it do?
It won't answer medical questions, triage patients or keep patient records: it books appointments and logs feedback. It won't book, move or cancel without your staff's approval. It doesn't understand voice notes. And neonloops makes no compliance claim for health data: its terms rule out using it for diagnosis or treatment, and its data processing terms ask you not to put health data into it without a lawful basis and the safeguards that requires, which is one more reason the agent stays with the calendar. neonloops is hosted in Helsinki, and the AI models run with providers in the US.
What does it cost to run?
neonloops bills for the time your work is actually working: the minutes the agent spends on a reply, and the reminder steps each evening. The hours a patient takes to answer, and a booking waiting for approval, cost nothing. A workspace adds a card and is priced per billable minute from the start, against a ceiling you set yourself; there's no trial. If the workspace has no card or reaches its ceiling, the agent tells patients it can't reply right now. Meta bills its own fees for templates such as reminders, and some replies, to your practice's own WhatsApp Business account.
How pricing works