Your clinic books appointments on WhatsApp and stops losing patients

Appointment requests almost never arrive when your front desk is free. They arrive in the middle of a consultation, at nine at night, on a Saturday. The phone rings and nobody picks up, the WhatsApp message sits there unread, and that patient has already messaged the clinic down the street.

TBit answers for you on WhatsApp and Instagram, looks at each professional's real calendar and only puts forward times that are genuinely open. Out of the box the conversation ends in a booking link where the patient picks their time; if you would rather the agent close the appointment right there in the chat, you switch the calendar to conversational mode in the scheduling settings. Then it reminds the patient about the appointment and lets them move it by writing to you, instead of just not showing up.

Books, reschedules and cancels with nobody on your team opening the chat: through a booking link, which is how it ships, or inside the conversation with conversational mode on
It does not offer a slot already taken in the calendar, or a day the clinic is closed
Automatic WhatsApp reminder a day before and again hours before
The appointment writes itself into the TBit calendar, and into Google Calendar too if the professional uses one
Try it 8 days free with 300 AI messages, no credit card

It is set up the same way for dentistry and orthodontics, aesthetic medicine and dermatology, general practice, psychology and nutrition, elective surgery and fertility.

Books with nobody opening the chat
Never offers a slot already taken
Reminder a day before and hours before

Read Dr. Rios' real calendar: Three open times this week

Saturday, 9:41 p.m. · clinic closed
Saturday, 9:41 p.m. · the other side
Monday 4:40 p.m. and Tuesday 2:52 p.m.
Monday, 8:00 a.m.
The count
How Tuesday 4:40 was worked out
Tuesday, 4 p.m. · before switching it on
The limits
Pricing and trial
Questions
Right now

The money does not leak once: it leaks every day, and nothing records it

Do the math with your own numbers. If a consultation is worth 150,000 pesos and five requests fall through each week because nobody got to them in time, that is 3 million pesos a month that never came in. And the worst part: it shows up in no report, because an appointment that was never requested does not exist in your calendar. The leak is invisible by design.

Where it escapes, in order of frequency:

The call that came in while the professional was with a patient, and nobody called back
The Friday night message answered Monday at noon, when the patient has already sorted it out somewhere else
The follow-up after the visit: the patient said "I will book later" and nobody ever chased it
The one who did not show and did not tell you, while the waiting room was full of people asking for a same-day slot
The one who wanted to move the appointment, could not get an answer, and decided not to come

We will not promise you a pretty percentage drop in no-shows, because we have not measured it and we would be making the number up. Here is exactly what the system does: it reminds the patient twice on WhatsApp, lets them move the appointment by writing in that same chat at any hour, states your policy before any late cancellation goes through, and if you charge a deposit it does not hold the slot until the payment arrives. And if you switch on the self-service link in the scheduling settings, the patient can also move it in one tap from their own link. What happens to your no-show rate is something you measure, with your own appointments marked as attended or no-show.

Do it with your own numbers

What a consultation is worth
Requests you lose per week
a month that never came in

This count is yours, it is not a figure of ours.

We do not measure your no-show rate; you measure it, with your own appointments marked as attended or no-show.

Where it escapes

10:20 a.m., not recorded
9:12 p.m., not recorded
1:05 p.m., not recorded
4:40 p.m., not recorded
2:52 p.m., not recorded

What the system does do

It reminds the patient twice on WhatsApp.
It lets the patient move the appointment by writing in that same chat at any hour.
It states the clinic's policy before any late cancellation goes through.
If you charge a deposit, it does not hold the slot until the payment arrives.

We will not promise you a pretty percentage drop in no-shows, because we have not measured it and we would be making the number up.

How it works, in three steps

Connect the clinic's WhatsApp and load your appointment types. The same number already printed on your cards and listed on Google Maps, and Instagram too if you want, so appointments can start there. First visit, follow-up, cleaning, assessment: each type with its own duration, the gap you need between patients, how much notice is required, how far ahead people can book, whether it is in person or virtual, and where it takes place.
Each professional sets their shift and services inside TBit, and that is where their calendar lives: nothing to migrate, no domain of your own and no Google account required. If they also use Google Calendar, they connect it and whatever they block there stops being offered, even when they blocked it from their phone.
Switch the agent on and it works. It answers what comes in and offers real times: out of the box it hands over the booking link so the patient picks their time there, and with conversational mode on it closes the appointment inside the chat. Once the appointment is firm, it writes it into the professional's Google Calendar, sends the WhatsApp confirmation and, if the patient leaves an email address, the appointment attached by email so they can drop it into their own calendar, copying whatever addresses you choose.

This is front desk setup, not technical work: it happens in the platform, using details your clinic already has written down somewhere. You pick the booking mode: link, which is how it ships, or inside the chat; both paths read exactly the same calendar.

put the WhatsApp button on your clinic's website

Connect the WhatsApp
Each professional connects their calendar
Switch the agent on

What it actually looks like in a patient's WhatsApp

Saturday, 9:41 p.m.
Camila: Hi, good evening. I need an appointment for a dental cleaning this week, afternoon if possible.
Agent: Happy to help, Camila. A cleaning with Dr. Rios takes 45 minutes. This week in the afternoon I have Tuesday 4:00 p.m., Tuesday 5:15 p.m. and Thursday 3:30 p.m. Which one works?
Camila: Anything Tuesday around 4:40? I leave the office at 4.
Agent: Yes, Tuesday at 4:40 p.m. fits. Shall I hold it at that time?
Camila: Yes please.
Agent: Perfect. Could you confirm your email? I will send the appointment as a file so you can add it to your calendar.
Camila: [email protected]
Agent: Done. Appointment confirmed: dental cleaning with Dr. Rios, Tuesday August 5, 4:40 p.m., Calle 93 #15-20, office 302. The email with the appointment is on its way so you can add it to your calendar. Any change, just message me here.
Monday, 4:40 p.m.
Agent: Camila, a reminder about your dental cleaning with Dr. Rios tomorrow, Tuesday August 5 at 4:40 p.m., Calle 93 #15-20, office 302. If you need to move it, just message us here.
Tuesday, 2:40 p.m.
Agent: Hi Camila, we are expecting you today at 4:40 p.m. Any change, just message us here.
Tuesday, 2:52 p.m.
Camila: Ugh, a meeting landed on top of it. Can I move it to Thursday?
Agent: Of course. On Thursday the 7th I have 3:30 p.m. and 6:00 p.m. with Dr. Rios. Which one?
Camila: 6:00 p.m.
Agent: Done. Your appointment is now Thursday August 7 at 6:00 p.m., and I already released today's slot. Here is the confirmation with the new time.

Three things happened there and all three are worth money: the booking came in on a Saturday at 9:41 p.m., with the clinic closed; the times it offered genuinely existed, because before writing them it is checked that they came out of the real calendar; and the Tuesday 4:40 slot went back on the board the same second, open for another patient instead of becoming an empty chair. Nobody on your team opened the chat.

This is how it looks with the calendar in conversational mode, the one that closes the appointment inside the chat. Out of the box the agent hands over the booking link and the patient picks their time there; you change the mode in the scheduling settings and both read the same availability.

Notice too that the agent asked for the email before confirming: that is how the patient gets the appointment attached for their calendar. If they do not leave one, the confirmation still arrives on WhatsApp.

If this clinic had a late-change policy, the 2:52 p.m. message would not have gone straight through: the agent would have explained the free-change deadline and the fee to Camila, and would only have moved the appointment if she agreed.

So the example does not oversell: both reminders are written the way the template created on day one sends them, a short text with the date, the time and the address. If you also want it to name the service or the professional, you write that text yourself and Meta approves it within hours.

Nobody on your team opened the chat

The same conversation, now with what happens on the clinic's side.

Checked Dr. Rios' calendar: Tuesday 4:00, Tuesday 5:15, Thursday 3:30
Verified that 4:40 fits in full: Cleaning, 45 minutes, no clash
Held the slot: Tuesday August 5, 4:40 p.m.
Sent the confirmation: WhatsApp and email with the appointment attached

This is how it looks with the calendar in conversational mode. Out of the box the agent hands over the booking link and the patient picks their time there; both paths read the same calendar.

Dr. Rios' calendar

Camila Torres, Dental cleaning, 45 minutes, Tue Aug 5, 4:40 p.m.
Andres Marin, Orthodontic check-up, Tue Aug 5, 9:20 a.m.
Paula Guzman, First assessment, Wed Aug 6, 11:00 a.m.

Service: Dental cleaning
Duration: 45 minutes
When: Tuesday August 5, 4:40 p.m.
Where: Calle 93 #15-20, office 302
Came in: Saturday, 9:41 p.m.

Sample screen with invented names. We publish no data from any real clinic here.

The appointment was written into Dr. Ríos's calendar

It came in on a Saturday at 9:41 p.m.
The times genuinely existed
Nobody on your team opened the chat

One part is still missing: the one that eats the clinic's phone line.

On Tuesday at 2:52 a meeting landed on top of it

The same thread, three days later.

Tuesday, 4:40 p.m., Empty chair. It costs the same as a consultation, except you already paid for the chair, the lights and the salary.
Tuesday, 4:40 p.m., Slot released. It goes back on the board for the next patient who asks for it.

Confirmation
A day before
Two hours before

The fine print of moving and cancelling

If you have a late-change policy, the agent does not execute: it explains the free-change deadline and the fee you set, and only proceeds if the patient accepts.
There is no automatic waiting list: when a slot frees up, TBit does not go out and tell the next patient.

Two things that ship switched off

The patient's own link to move or cancel by themselves (Off). You turn it on with a checkbox in the scheduling settings.
Having a person handle every move and cancellation (Off). Turn it on and the case goes to your team, with the agent staying quiet for 15 minutes so nobody talks over them.

One calendar per professional, no clashes and no invented times

The system does not offer "available times" in the abstract. It offers what is left after subtracting everything already taken, professional by professional.

Each professional has their own hours, their own shift and their own busy line. If the doctor is busy at 3, she is busy for every service she offers, not just one.
It does not offer a slot already taken in the calendar, and it checks again that the slot is still free right before creating the appointment.
It books the exact time the patient asks for. Ask for 4:40 and you get 4:40. No forced list of round hours, and if it truly does not fit, it offers the nearest genuinely free minute.
When the patient says "whoever is available", the agent merges the free time of every professional who performs that service.
Each appointment type can have its own hours, different from the clinic's: first assessments only on Tuesday mornings, for example.
You can also book the room, the chair or the equipment, stating how many fit at once, not only the person.
For virtual visits it generates the Google Meet video link and sends it to the patient, or uses the room your clinic already has.
Each professional opens their own calendar view, sees only their own work, and marks there who attended and who did not show.

Here is the fine print, said before you find it yourself: there are two ways to set up who fulfils the appointment and they are not the same. If a PERSON with their Google account connected sees the patient, the whole package applies: confirmation through a Meta-approved template, the appointment attached by email when the patient leaves an email address, and the event written into their Google Calendar, read and written both ways. If what you book is the room, the chair or the equipment, the appointment lives in TBit's calendar, the confirmation is the agent's message in the chat and the reminder goes out on WhatsApp: there is no confirmation template, no email with the appointment, and no event in Google Calendar.

Dr. Rios' Tuesday

Hours the agent can offer

Dr. Rios' shift
Minus what she blocked from her phone in her calendar
Minus the appointments already taken
Minus the clinic's closing hours

4:00 p.m., offered
4:40 p.m., the one Camila asked for
5:15 p.m., offered

Switch each subtraction off and on to see what is left.

4:40, not 4:30

It books the exact time the patient asks for. No forced list of round hours.

The calendar they already use

And if the patient wants to move or cancel

This is the part that eats the clinic's phone line, and the part that brings the most relief.

With the calendar in conversational mode, the patient can write "I need to move it to next Tuesday" and the agent settles it right there: it looks for what is genuinely open, creates the new appointment and cancels the old one in a single move, so the slot is never held twice. And if you switch on the self-service link in the scheduling settings, the patient can also do it themselves from their own link, without messaging anyone: it is a checkbox that ships switched off and you turn on whenever you want. Them moving it beats an empty chair every single time.

If you have a change policy, the agent respects it before touching anything. When a patient tries to move or cancel inside the window you defined, the agent does not execute: it explains the clinic's policy, the deadline they had at no cost and the fee you set, and only proceeds if the patient explicitly accepts. The appointment is flagged as a late change with the policy that was in force that day, so you decide the charge with the record in hand. The platform charges nothing and blocks nobody.

When something is cancelled, that time becomes open again and is offered to the next patient who asks for it
The change shows up in the professional's calendar, and in their Google Calendar if it is connected
If you would rather a person handle every cancellation or reschedule, turn it off: the case goes to your team and the agent stays quiet for 15 minutes so nobody talks over them

One honest note: there is no automatic waiting list. When a slot frees up, TBit does not go out and tell the next patient.

What we do so the patient shows up, or at least tells you

An empty slot at 4 in the afternoon costs the same as a consultation, except you already paid for the chair, the lights and the salary.

Automatic WhatsApp reminder a day before and again two hours before, using a Meta-approved template. You can change the timing per agent and per appointment type. If the patient reschedules, reminders recalculate themselves; if they cancel, reminders switch off. It is on by default.
On confirmation the patient gets the appointment on WhatsApp with date, time and address. If they left an email address, the appointment also arrives attached so they can add it to their own calendar. The copy to the inboxes you choose always goes out.
The patient's own link to see, move or cancel the appointment without calling anyone is switched on with a checkbox in the scheduling settings: it ships off, and once you turn it on every patient gets their link with the confirmation.
If you take a deposit, the agent can show times but will not hold the slot until the proof of payment arrives, and it can send the payment link.
Before the visit the agent can collect whatever details your clinic needs, with your own questions, and store them on the contact record. That is where the email address comes from for the attached appointment.
Past appointments close themselves every 15 minutes, and each professional marks who did not show. Your no-show rate stops being a feeling and becomes a number you can review every month.

What happened while the clinic was closed

The report that does not exist today, because an appointment nobody requested shows up in no calendar.

Weekend conversations

Camila Torres, Dental cleaning, booked, Sat 9:41 p.m., Outside hours
Andres Marin, Orthodontic check-up, booked, Sat 10:12 p.m., Outside hours
Paula Guzman, First assessment, booked, Sun 8:05 a.m., Outside hours
Mariana Ospina, Asked the price of a cleaning, Mon 9:30 a.m., Within hours
Julian Vera, Moved his appointment to Thursday, Mon 10:05 a.m., Within hours

Service: Dental cleaning
Now: Thursday August 7, 6:00 p.m.
Before: Tuesday August 5, 4:40 p.m.
Moved: Tuesday, 2:52 p.m.

three of these conversations came in with the clinic closed

Past appointments close themselves every 15 minutes and each professional marks who did not show, so your no-show rate stops being a feeling and becomes a number you can review every month.

It connects to the calendar they already use, both ways

The calendar lives in TBit, so it works in full without depending on any external calendar. If the practice already works with Google Calendar, it connects and runs both ways; if they do not use it, it is not needed and nothing is lost.

Inbound: before offering a time, TBit checks what that professional already has booked in Google. And not just the main calendar: it reads every calendar that person manages, because plenty of consultations live in a separate one. If the doctor blocks Friday morning from their phone, that time stops being offered, even though it was never booked through TBit.

Outbound: the appointment born on WhatsApp appears in their calendar with the patient's name, the service and the address. If it moves, the event moves. If it is cancelled, the event is deleted.

Each professional connects their own Google account and decides which agents it is active for, so nobody sees someone else's calendar by accident
For virtual visits a Google Meet link is generated, or the clinic's own fixed room is used
If Google does not answer at that moment, TBit retries and the booking is not lost. And the fine print, because it matters: if Google does not answer the retry either, the appointment is still created, and during that stretch anything blocked only in Google can end up being offered. It is logged, and the next successful check reads it again

To be clear: the only sync with an external calendar that exists today is Google Calendar. There is no connection with Outlook, Apple Calendar, Calendly or medical appointment directories.

What TBit does not do, said before you ask

We would rather you know where the product ends before you decide, not after.

It does not store medical records. It stores the patient's contact, the fields from the forms you define, the appointment notes and the conversation history.
We hold no health data certifications and no special regime for sensitive data, and we will not claim otherwise. Your medical records stay where they are today.
It does not do triage or medical guidance. The agent answers with whatever you train it on, so clinical decisions stay with the professional and the training should tell it not to weigh in on symptoms.
It does not verify insurers, plans or authorizations, and it does not invoice the visit.
It is not a telehealth product: for virtual visits it generates the video call link and sends it, nothing more. There is no waiting room and no recording.
It does not send prescriptions, medical orders or lab results, and it does not collect a signed consent.
There is no ready-made connector to any clinical software. If your system can connect to other programs, it is built to order and assessed case by case.
Appointments on a room, a chair or a piece of equipment are not written into Google Calendar and carry no confirmation template and no email with the appointment: that applies when a person with their Google account connected fulfils the appointment. The WhatsApp reminder does go out in both cases.
Reminders go out on WhatsApp, and the appointment attached by email goes out when the patient leaves an email address. There is no SMS and no automated phone calls.
Messages sent outside the live conversation travel on WhatsApp, not Instagram, even though appointments can be booked on Instagram.
The patient's own link for moving their appointment ships switched off: you turn it on with a checkbox in the scheduling settings, and until then changes are made by writing to the agent.
There is no multi-location feature that routes the patient, and there is no automatic waiting list.
We do not promise a no-show reduction percentage. Turn it on, measure your own numbers and decide.

Data and clinical care
Connections
Scope

Clear pricing and an 8-day trial with no card

From the entry plan you get scheduling, reminders and the Google Calendar connection. What changes from one plan to the next is how much you use: how many messages a month and how many seats can log into the platform. No "scheduling is in the higher plan".

Plus: 45 USD (1500 messages a month, 2 seats in the platform)
Business: 80 USD (3000 messages a month, 3 seats in the platform)
Pro: 115 USD (5000 messages a month, 3 seats in the platform)
Enterprise: 500 USD (25000 messages a month, 10 seats in the platform)

The trial is 8 days with 300 AI messages and full access to the platform. We do not ask for a credit card, not to start and not to finish, so there is no charge waiting for you on day 9: if you do not pick a plan, it simply stops.

The most useful thing you can do in those 8 days is load your real appointment types, connect one professional's calendar and message it yourself from your phone as if you were a patient. One afternoon is enough to know.

What has already happened in healthcare, in numbers rather than adjectives: an aesthetic clinic in Colombia reports 211 surgeries out of 225 consultations handled, 2,922 million pesos in revenue and 19% more than the previous year, and credits that result to TBit together with their own marketing push. And in a program run by Colombia's Vice Presidency the agent handled 9,220 contacts with 62 human interventions in 25 days, which is the proof that it holds volume with very few people behind it.

How you measure it without risking your operation: run it for one week on the clinic's WhatsApp with one professional and one appointment type. Count how many appointments came in outside your front desk hours, and how many patients moved their own appointment by writing to the agent. You decide on those two numbers, not on our promise.

see the plans and what each one includes

The 8-day protocol

Load your real appointment types
Connect one professional's calendar
Message it yourself from your phone as if you were a patient

The only two numbers we ask you to count

How many appointments came in outside your front desk hours
How many patients moved their appointment by writing to the agent

What clinics ask us

Can Meta block my clinic's WhatsApp for using this?

The risk does not come from automating, it comes from how the channel is used. That is why TBit runs on Meta's official WhatsApp Business channel and not on a phone with software bolted onto it. Within 24 hours of the patient's message the agent replies freely. Outside that window, confirmations and reminders go out as Meta-approved templates in the utility category, which is the exact purpose Meta created them for. What Meta penalizes is sending promotions to people who never messaged you, and that is your decision, not the system's. No tool can guarantee Meta will never review an account, but using the official channel and utility templates is how you stay on the right side of their rules.

Do I need a credit card to try it?

No. The trial is 8 days with 300 AI messages and full access to the platform, including scheduling, reminders and the optional Google Calendar connection, with no credit card at sign-up. There is also no automatic charge when the trial ends: if you do not pick a plan, it simply stops. The paid plans, with the price and the messages each one includes, are in the pricing block on this page.

Does it work if we have several professionals in the clinic?

Yes, and that is where it shows the most. Each professional has their own hours, their own shift, their own connected Google Calendar and their own calendar view, where they see only their own work and mark who attended. One service can be performed by several of them, and when the patient says "whoever is available" the agent merges the free time of everyone who performs it. If a professional is busy, they are busy across all of their services, so two patients do not stack up on the same slot in their calendar. One important distinction: the professionals living in the calendar are not capped by your plan; what the plan defines is how many seats can log into the platform, and you can see that plan by plan in the pricing block on this page.

We have several locations. How is that handled?

It is handled, but here is the honest version so there are no surprises: there is no "locations" switch that routes patients automatically. What you do is create one appointment type per location, each with its address, its opening hours and the professionals who work there. The agent then offers the correct times for the location the patient picks, and the right address travels in the confirmation, in the reminder, and in the email with the appointment when the patient left an email address. Everything is managed from a single account. It works well for chains and franchises, but it is an initial setup, not a toggle. If you run many locations, message us and we will set it up with you.

Does it connect to our clinical software and store medical records?

Let us be clear on both halves. TBit does not store medical records: it stores the patient's contact, the fields from the forms you define, the appointment notes and the conversation history, and it does not have the access controls or the certifications a clinical record requires. And there is no ready-made connector for any clinical software or medical booking portal. The appointment calendar lives in TBit and needs no external system to work. On top of that, the only calendar we sync with today is Google Calendar, both ways: we read what the professional already has blocked and we write the new appointment there. If your current system can connect to other programs, a custom connection can be built, and that is assessed case by case before you buy. If it cannot, many clients keep the appointment calendar in TBit and leave everything else where it is today.

Does it sync with Outlook, Apple Calendar or medical directories?

No. The calendar lives in TBit, so you do not depend on any external calendar; and the only sync with one that exists today is Google Calendar. Each professional authorizes their own Google account once and decides which agents it is active for, so nobody is exposed without meaning to. From there TBit reads what that person has booked across all their calendars, not just the main one, and writes new appointments into the calendar you choose. If Google does not respond at that moment, TBit retries and the booking is not lost; and if it does not answer the retry either, the appointment is still created, with a consequence we would rather tell you about: during that stretch anything blocked only in Google can end up being offered, until the next check on Google answers. There is no connection to Outlook, Apple Calendar, Calendly or medical booking directories.

Can reminders go out by SMS or by phone call?

No. Reminders go out on WhatsApp, using a Meta-approved template. And if the patient leaves an email address, the confirmation also arrives by email with the appointment attached so they can add it to their calendar. By default there are two notices, one day before and two hours before, and they can be changed per agent and per appointment type. If the appointment moves, the notices recalculate on their own; if it is cancelled, they switch off. There is no SMS delivery and no automated calls.

What if the patient asks something the agent does not know, or the case is delicate?

The agent answers with what the clinic loaded: appointment types, duration, prices, address and hours. At the point where a mistake hurts most, the calendar, it cannot improvise: before a message is sent, every time offered is checked against the real calendar, and if it did not come from there it is replaced with times that do exist. For everything else, the full conversation sits in the panel and anyone on your team can step into that same chat whenever they want. And you can force the handover: if you turn off the agent's ability to cancel or reschedule, those cases go to a person and the agent stays quiet for 15 minutes so nobody talks over them. Clinical matters stay with the professional: the agent does not do triage or medical guidance, and since it answers with whatever you train it on, the training should tell it not to weigh in on symptoms.

What if I need help setting it up, or want it handed to me running?

Through the same WhatsApp line. On top of the support your plan includes, you can hire a setup package: we leave it configured with your services, their durations, each professional’s hours and the messages already written, and we stay with you through the first weeks while real patients come in. Message us on the line and we will tell you the scope and the cost for your case, because a single-practitioner office is not the same as a clinic with six professionals across two locations.

How long does it take to get running?

Your first appointment type can be taking bookings the same day: connect the clinic's WhatsApp, load one service with its duration and hours, and connect the professional's Google Calendar. Right there you pick the booking mode: link, which is how it ships, or inside the chat. The only step outside our control is Meta approving the confirmation and reminder templates, which usually takes a few hours. While that clears, the agent can already reply and book.

Switch it on this week and watch it with real patients

If your clinic's WhatsApp has unread messages right now and the phone is ringing while the professional is with a patient, that is exactly the problem this solves.

Start the 8-day trial, connect one professional and one appointment type, and let it answer real requests. Pick the booking mode that suits you, link or inside the chat, and watch it against your real schedule. If you would rather we set it up for you, message us on WhatsApp and we will get it running.

And if you run several locations or a chain, here is how it is solved: you create one appointment type per location, with its address, its hours and the professionals who work there, and it is all managed from a single account. That is an initial setup, not a multi-location switch. If you run many locations, message us and we will build it with you.

In some clinic, someone is typing right now.