An empty consulting room in warm late-afternoon light: a wooden desk with an appointment calendar and a closed folder, a blood-pressure cuff resting on a side table, two chairs by the window.
Clinics and small practices

Spend your time with your patients, not your calendar.

AI for clinics and small practices.

Get in touch Write to us

AI books appointments by WhatsApp, sends prescriptions, and flags a no-show before it costs a slot.

Examples

A look at how it works.

Patients confirm, reschedule and get answered on WhatsApp.

Illustrative example
Appointments today24+2
Cancellations1
New patients this week9+3
Avg. wait time8 min

Appointments by day — sample data

Mon: 20Tue: 24Wed: 22Thu: 26Fri: 24Sat: 14Sun: 4MonTueWedThuFriSatSun
Appointments by day — sample data
Mon20
Tue24
Wed22
Thu26
Fri24
Sat14
Sun4

A dashboard with today’s appointments and wait times.

Illustrative example
Today's appointments — sample data
TimePatientDoctorStatus
9:00 AMPatient 1Doctor 1Confirmed
10:00 AMPatient 2Doctor 1Confirmed
11:30 AMPatient 3Doctor 2Pending
1:00 PMPatient 4Doctor 2Cancelled
5:30 PMPatient 5Doctor 1Confirmed

Today’s appointments and their status, in one table.

Illustrative example
  1. Cedarline Family Clinic8:15 am

    Appointment booked

    Guest 1 confirmed an annual check-up for Thursday at 10:30 am via the booking agent.

  2. Cedarline Family Clinic11:42 am

    Referral completed

    The agent sent a referral to the imaging center and attached the relevant chart notes.

  3. Cedarline Family Clinic3:07 pm

    Chart ready for review

    Visit summary for Guest 2 has been drafted and is waiting for a doctor to approve.

Live alerts for bookings, referrals, and chart updates

Illustrative example

Confirm Appointment

Patient Guest 3
Reason Follow-up on lab results
Preferred time Tuesday, 9:15 am
Practitioner Doctor 1

Patients confirm visit details without calling the front desk

Illustrative example

Front-desk automation results — sample data

94%Calls answered by agent
312Appointments booked this month
48Referrals processed

The booking agent handled most incoming calls without staff interruption, cutting hold times sharply.

Automated chart summaries and referral routing gave the team back several hours each week.

Monthly automation metrics for a busy small practice

See other industries' examples

Restaurants Fine dining Venues Clinics Cafés & bakeries Quick service Boutique hotels Gyms & studios Salons & barbers Auto shops Hardware stores Pharmacies Schools Accounting & legal Real estate Distributors Minimarkets Veterinary Parking lots Restaurant chains

Also helps with

  1. 01

    No-shows.

    A reminder goes out in time, freeing the slot for someone else.

  2. 02

    Billing paperwork.

    A CFDI invoice goes out once a visit is paid.

How we work

  1. 01

    Assess

    We watch a normal day of appointments and pick what to build first.

  2. 02

    Build and launch

    We build it on your own calendar and adjust until your team uses it daily.

  3. 03

    Hand over

    Documentation, training and full access — it’s yours to run.

What stays with people

Every medical decision, diagnosis, prescription and instruction — those stay with the doctor alone. The agent handles scheduling, reminders and messages; it never practices medicine.

A staff member checking an appointment reminder on a phone next to a printed calendar sheet, the reception desk softly lit behind.
A reminder sent before the slot sits empty, not after.

Questions owners ask

Is this a certified clinical records system?

No. It’s a lightweight calendar and messaging layer for your practice, not a certified electronic health record — anything that needs certification stays with the system you already use or plan to get.

Do I have to change my scheduling system?

No — we start from the system you already use and read from it. If it can’t connect, we’ll tell you at the first visit.

Does it work on WhatsApp?

Yes — patients can confirm, reschedule or ask a question on WhatsApp, and it also works on the web. Your team can read every conversation.

Does the agent give medical advice?

No. It books, reminds and relays what the doctor already decided — it never diagnoses, prescribes or advises a patient on its own.

Who owns what you build?

You do — it’s built on KOA, an open-source platform under an MIT licence. There are no licence fees; your team gets full documentation and access.

How much does it cost?

It depends on what is worth doing first. We agree the price after the first conversation, before any work starts, and there are no licence fees.

Is it only for large clinics?

No. It’s made for one or a few consulting rooms, where a receptionist or the doctor still answers WhatsApp between patients.

Integrations

Integrations for Clinics

  • DoctoraliaTested
  • Google CalendarIn production
  • StripeIn production

and 4 more integrations

See the integrations for Clinics

The agent confirms the appointment, and the doctor decides everything else.

Tell us about your practice
If the chat doesn’t answer, email us: hola@koalabs.ai