Medical Clinics: Stop Losing Patients in the WhatsApp Queue

Polyclinics juggle many specialties, many doctors and many patients who all prefer WhatsApp to calling. Messages land on a single phone at reception, and by mid-morning the unread count is in the hundreds.

With Squidfy, the whole reception team works from one shared inbox. The AI answers questions about doctor availability, required documents and consultation fees from your knowledge base, and hands the conversation to a human whenever it isn't sure.

Common WhatsApp challenges

One phone, many receptionists. Only the person holding the phone can reply, so replies stall during busy hours and shift changes. Repetitive admin questions. 'Which documents do I need?', 'Is the paediatrician in today?' and 'How much is a GP consultation?' come in all day. No visibility for management. Managers can't tell how fast patients get replies or which hours are busiest.

Shared inbox with assignment

Route paediatrics enquiries to one coordinator and dermatology to another. Everyone works from the same WhatsApp number without sharing a phone.

AI that knows your doctors' schedules

Add each doctor's specialty, days and fees to the knowledge base. Patients get accurate answers instantly, and anything outside the knowledge base goes to staff.

Multi-number setup per department

Pro supports up to 3 WhatsApp numbers and Business up to 10, each with its own AI tone and knowledge, so a lab line and a clinic line can stay separate.

Analytics on response time and peak hours

Pro and above show response time, conversion and busiest hours, so you can staff reception around real demand.

Voice notes understood

Many patients send voice notes. The AI replies in the customer's language, including voice notes.

What to add to your knowledge base

The AI answers only from content you give it. Start with: Doctors, specialties and weekly schedules; Consultation fees (self-pay); Insurance networks accepted; Required documents for visits and lab tests; Location, parking and hours.

Which plan fits?

Multi-specialty clinics usually need Pro (AED 199/mo): 5 seats for the reception team, up to 3 numbers, analytics and escalation rules. Groups with several branches fit Business with multi-location support. Every plan includes the shared inbox and knowledge base; yearly billing saves 20%, and Meta's WhatsApp message charges are billed separately.

Pro tip

Add an escalation rule for words like 'emergency' or 'chest pain' that hands the chat to staff immediately, with a reply pointing to emergency services.