WhatsApp chatbot for clinics, health providers and dental practices

01

What does a WhatsApp chatbot do for a clinic?

A WhatsApp chatbot for a clinic or health provider handles what the front desk phone handles today: booking an appointment, confirming it, rescheduling it and answering questions about services, hours and location. It replies in under 12 seconds at any hour, holidays included. It runs on the official WhatsApp Business API, with AI trained on what the clinic provides. Anything the bot should not resolve goes to a member of the team with the full conversation history. Cyberix builds and operates it from Medellín, with 22 chatbots in production.

02

How does it book, confirm and reschedule without phone calls?

Appointments are booked, confirmed and rescheduled inside the WhatsApp chat: the patient picks the service from a list message, fills in a WhatsApp Flows form with the date and the time, and the appointment is created in Google Calendar with nobody copying it by hand. The day before, a reminder goes out as a utility template, which arrives even outside the chat's 24-hour window, with two buttons: confirm or reschedule. If the patient reschedules, the bot offers times again and updates the calendar. Everything is recorded in Cyberix CRM (Cyvro).

03

Does it connect to my calendar and my CRM?

Yes. Out of the box the chatbot is wired to Google Calendar and to Cyberix CRM (Cyvro), on top of Meta's official WhatsApp Business API. Any other system, including the clinical software the institution already runs, is assessed per project: Cyberix checks what connection that system exposes and says so before starting, not after. That way nobody copies data from one screen to another, which is where appointments get lost and patients get duplicated. The clinic changes no tool: it still sees its calendar in Google Calendar.

• Google Calendar: the appointment is created, moved and cancelled from the chat.
• Cyberix CRM (Cyvro): contact, tags, funnel stage and assigned agent.
• Official Meta API: one number, several agents, each with their own access.

04

What happens to patient data?

Colombian law treats health-related data as sensitive data. At Cyberix, processing follows Law 1581 of 2012 and messages travel encrypted in transit over HTTPS and TLS. The assistant identifies itself as automated from the first message, and the patient can ask for a person at any time. Conversations are not used to train our own models or anyone else's. The contact base stays with the clinic: it is the data controller and can export it whenever it wants.

05

What messages can the clinic send, and when?

Inside the 24-hour window the patient opens by writing, the clinic replies with free text, buttons, lists, catalogue and Flows forms. Outside that window only templates approved by Meta go out, and appointment reminders fall under the utility category: that is the one that arrives even if the patient has not written in days. Meta charges per delivered message, based on the category and the recipient's country, so reminding someone of an appointment is costed per message, not per conversation. Cyberix's service is quoted separately, by scope.

06

When does the conversation move to a person?

Whenever the patient asks for it, and whenever the query falls outside what the bot was set up to resolve. The bot gives no diagnoses and no clinical guidance: it books, confirms, reschedules and answers administrative questions; clinical matters belong to people. Those rules are designed with the clinic before launch. On handover, whoever takes it receives the full history, so the patient repeats nothing. Because everything runs on the official WhatsApp Business API, several team members work the same number from a shared inbox.

07

How long does it take to go live?

The framework Cyberix publishes for this process runs seven days: day one is the diagnosis, days three to five build the flows, and day seven is deployed with the channels connected. It is four steps and Cyberix does the technical work: it connects the clinic's number to the official API, trains the AI and designs the flows around the frequently asked questions and the services, connects Cyberix CRM and Google Calendar, and goes to production tuning with the real conversations. The clinic approves each flow before it ships.