CRM for clinics and dental practices: doctor appointments, appointment reminders and treatment plans on WhatsApp

A patient booked for tomorrow and never showed up. The chair sat empty for an hour, the doctor had nothing to do, and two other people who had messaged on WhatsApp the evening before went to the clinic next door because nobody replied. Appointments are kept in a logbook, the doctor writes the treatment plan by hand, and the receptionist does not manage to remind everyone about their appointment.

A CRM for a clinic or dental practice brings patients, doctor appointments, conversations and treatment together in one window and handles the routine on its own: it reminds patients about appointments, sends the treatment plan and invites them to checkups. Below we look at what such a system should include and how it works in WazzaBee CRM.

Why does a clinic need a CRM?

A clinic needs a CRM so that patients do not get lost between the first message and treatment, actually come to their appointments and come back again. Without one, a clinic loses money at three points: nobody replied to the inquiry, the patient forgot about the appointment, and after treatment nobody invited them back.

	Logbook, spreadsheet and phone	WazzaBee CRM
Leads from messengers	On the receptionist's phone	A message on WhatsApp or Instagram creates a patient and a deal automatically
Doctor appointments	A logbook, double bookings and empty slots	A calendar by doctor and online booking via a link
Appointment reminders	Someone calls, if they have time	The CRM messages the patient on WhatsApp a day before
Treatment plan	On paper or in the doctor's head	A PDF with prices, sent to the patient on WhatsApp
Repeat visits	Nobody remembers	A robot invites the patient to a checkup on its own

How does booking patients with doctors work?

In the "Bookings" section, each doctor has their own column in the calendar. Doctors are employees in your CRM: add an employee, and their column appears. At the top you can see how many appointments there are for the day, how many are unconfirmed and how much money is expected.

• Your own services. Name, duration and price. Until you add your own, the niche's preset list is used: doctor's appointment, consultation, ultrasound, lab tests, procedure, comprehensive checkup.
• Appointment statuses. "Unconfirmed", "Confirmed", "Visited", "No-show", "Cancelled". No-shows are visible in the totals and in doctor workload.
• Rescheduling. Drag an appointment to another doctor or another time, and on a phone move it with the "Reschedule" button.
• Online booking via a link. The clinic has its own booking page: the patient picks a service, a doctor and a time, and the appointment appears in the CRM calendar right away.

How does the CRM remind patients about their appointment?

On its own. In the "Robots" section there is a "Specialist booking" column with the events "Before the visit" and "After the visit". You choose a WhatsApp template and a time once, and from then on the CRM messages every booked patient: "Just a reminder: tomorrow at 10:30 you have an appointment with Dr. Asel". The date, time, doctor and service are filled in automatically.

If you reschedule the appointment, the reminder arrives for the new time. If it is cancelled or the patient does not show up, the reminder is not sent. Each appointment gets only one message from the robot. On official WhatsApp the reminder is sent as an approved template, so it reaches even people who have not written in a long time. We explain how to connect official WhatsApp in our article "WhatsApp Business or WhatsApp Business API".

How do you send a patient a treatment plan?

The patient card has a "Treatment plan" tab. The doctor builds the plan from the service catalog: finds a service by search, sets the quantity, the price fills in automatically and the total is calculated at the bottom. You can change a price in this plan only, without touching the catalog, and move the total into the deal amount with one click.

The "Send to patient" button drops a PDF "Treatment plan No. N" into the chat, and the patient receives it on WhatsApp. The document includes the clinic, the patient, the doctor, the date, services grouped by section and the total. You can also download the plan as a PDF or Excel file and print it.

The service catalog is kept in "Settings → Service catalog". Dentistry already comes with a sample set by section: therapy, hygiene, surgery, prosthodontics, implants. Clinics get consultations, diagnostics and procedures. Your own price list is uploaded from Excel using a template. Details are in the documentation: "Treatment plans and estimates".

What is stored in the patient card?

In the "Clinic" niche, the card comes with "Birthday", "Diagnosis" and "Insurance" fields out of the box. In the "Dentistry" niche it has "Birthday", "Allergies" and "Treatment plan". Next to them is the full history: messenger conversations, appointments, treatment plans, payments, tasks and calls with recordings. If you need more fields, add your own.

Permissions are set by role: a doctor sees only their own patients and cannot export the database, while the receptionist sees everything.

Which robots work in a clinic?

When you choose a niche, the CRM sets up a pipeline and ready-made robots. In a clinic the pipeline is "New lead → Contacted → Thinking it over → Appointment booked → Treatment → Paid", in dentistry it is "New lead → Contacted → Consultation → Treatment plan → Treatment → Paid".

Robot	What it does
A day before the appointment	Reminds the patient about the visit on WhatsApp
"Appointment booked" or "Consultation"	Creates a "Confirm the booking" task
"Treatment plan" (dentistry)	Creates a "Send the treatment plan" task
"Treatment" is stuck	Creates a "Check how the patient feels after treatment" task
180 days after the visit (dentistry)	Invites the patient to a checkup
On the birthday	Sends the patient birthday greetings

Robots that message patients come switched off: you choose a line and a template and switch them on yourself. That way nothing is sent without your decision. Learn more in the documentation on ready-made niche robots.

What does the chief physician or owner see?

The Home page shows in a minute what is happening today: new leads, appointments for the day, urgent tasks, revenue for the month and lead-to-payment conversion. In "Analytics", the workload report shows how much of each doctor's working time is filled with appointments, and lead sources show where patients come from. If you want patients' questions answered at night too, you can add the AI Office to the CRM.

How much does a CRM for a clinic cost?

The price is final, with no extra charges for onboarding. The first 7 days of the CRM are free.

What's included	Terms
WazzaBee CRM subscription	30,$0 per month
Users	Owner and 3 employees
Each additional doctor or receptionist	3,$0 per month
Bookings, online booking, reminders, treatment plans, robots	included
Storage for files and call recordings	50 GB
Onboarding	$0
Trial period	7 days

30,$0 a month is less than 1,$0 a day for the whole clinic. Messenger lines are paid separately at their own rates. We cover all CRM features in our article "CRM with WhatsApp for business".

How do you launch the CRM in a clinic?

1. Sign up at wazzabee.com and connect official WhatsApp and Instagram.
2. In the dashboard, open "Activation", then the "WazzaBee CRM" card, and click "Try the CRM".
3. Choose the "Clinic" or "Dentistry" niche and click "Get started".
4. Add your doctors in "Settings → Team and permissions".
5. Add services and working hours in "Settings → Bookings", and your price list in "Settings → Service catalog".
6. Turn on the reminder robots and move your patient base from Excel via "Settings → Data transfer".

Step-by-step guides: the bookings calendar and reminders and booking statuses.