clinic-wa

Hong Kong · private clinics

Clinic WhatsApp CMS

WhatsApp is your front desk. It just isn’t your system.

For Hong Kong private clinics — dental, aesthetic, specialist — who already live in WhatsApp and are tired of running the practice from someone’s phone.

A product narrative. Not a claim of traction.

A normal Tuesday

The enquiries are in WhatsApp. So is the rest of the mess.

A patient asks if Thursday still works. Another sends an FPS screenshot. Someone wants to move a scaling. The owner is in a chair. The phone that “is the clinic” is in a drawer.

  • New enquiries arrive as chats — mixed with family, suppliers, and the nurse’s own messages.
  • Bookings get made in the thread. The diary may or may not get the same update.
  • Deposits are FPS or PayMe screenshots. Proof lives in the scrollback.
  • Reminders happen if someone remembers. No-shows get a shrug.
  • The owner cannot see the queue without unlocking that phone.

This is not free

Chaos does not show up as a line item. It shows up as empty chairs.

  • Slow reply — the patient books the clinic that answered.
  • No-shows — no D-1 reminder, or a reminder that never left the group chat.
  • No audit — who promised a fee, a slot, a refund? The thread is the record, until it is deleted.
  • Recall stuck in someone’s head — whitening, aligner review, six-month scale. Not a list. A memory.

None of this needs AI. It needs a place the work can live.

The crowded horizontal

A generic WhatsApp CRM is not clinic ops.

The market is full of inboxes, chatbots, and blast tools. They sell conversations. A clinic sells chair time, deposits, and coming back.

  • Shared inbox alone does not confirm a slot or a deposit.
  • Chatbots that “qualify leads” do not replace a receptionist who knows your fee list.
  • Broadcast tools want campaigns. You need recall and D-1, not a newsletter.
  • We sell the clinic workflow that already happens on WhatsApp — written down, assignable, auditable.

Boundaries

Clear about what this is. Clearer about what it is not.

We are

  • A shared WhatsApp inbox for the clinic, not one person’s phone
  • Templates and reminders for enquire, book, deposit, D-1 / D-0
  • An audit trail of who said what, and when
  • Install plus training — we sit with the front desk

We are not

  • Your EMR or charting system
  • Inventory, procurement, or accounting
  • A spam cannon for cold blasts
  • A lead-gen shop on success fees

The path

The work already has a shape. We put a floor under it.

  1. 01

    Enquire

    Patient writes the clinic WhatsApp.

  2. 02

    Book

    Slot agreed in-thread; diary gets the same fact.

  3. 03

    FPS deposit

    Screenshot received; marked received — not lost in scrollback.

  4. 04

    Confirm

    Patient gets a clear yes: time, place, what to bring.

  5. 05

    D-1 / D-0 reminder

    Utility template, not a hope.

  6. 06

    Visit

    Front desk knows who is coming and who paid.

  7. 07

    Post-care

    Written instructions while the 24-hour window is open.

  8. 08

    No-show / recall

    A list, not a memory. Whitening, review, six-month scale.

Ninety seconds

What we would show, not a film we have not shot.

  1. 1

    Inbound

    A sample patient texts the clinic line. Meta delivers it to the webhook.

  2. 2

    The right clinic

    phone-number-id routes the thread to that clinic — not a shared pile.

  3. 3

    Reply

    Front desk sends a confirm. Graph API, dry-run in the PoC, live when the number is theirs.

  4. 4

    The record

    The exchange is on the clinic thread, not in a personal chat backup.

PoC today: verify, parse, persist, send stub. Templates and reminders are the next build, not a demo lie.

Why this, not a plugin

Clinic playbooks. Install in the room. Honest about Meta’s bill.

  • Playbooks for dental, aesthetic, and specialist front desks — not a generic chatbot persona.
  • Install + SaaS: we do not throw a login over the wall. We sit through the first live week.
  • PDPO-aware and role-based: who can see a thread is a design choice, not an afterthought. Not a HIPAA product unless that work is scoped.
  • Meta cost-aware: templates and (later) service messages are the real bill. We do not hide pass-through as “unlimited WhatsApp.”

How it is sold

Install. Platform. Meta as it is.

Install

HK$8,000–25,000

Number, inbox, templates, training. Wider if two sites or a messy WABA.

Platform

HK$399–999 / month

Shared inbox, reminders, audit. Band follows chairs and lines — not a vanity SKU.

Meta

Pass-through

You pay WhatsApp’s rate card. We do not mark up the message to hide it.

Pilot

30–60 days

One site. Written success checks. Then stay, or stop.

Ranges, not a quote. A quote follows a mapping call.

Pilot plan

A few weeks. One site. No theatre.

Week 1

Map

  • Whose phone, which WABA, who answers
  • Enquire → book → FPS → reminder as they actually do it

Week 2

Stand up

  • Line on the clinic number, staff seats, templates in 中文 / English
  • Front-desk training on the real Tuesday queue

Weeks 3–4

Live

  • One site in production
  • Weekly 20 minutes: what slipped, what to template next

Weeks 5–8

Decide

  • Reply time, no-show reminders sent, threads that are auditable
  • Stay on the platform band, or stop. No guilt close.

Honest status

Building. Technical PoC in hand. Looking for one or two design partners.

There is a working webhook, a Graph send stub, and a multi-tenant clinic model. There is not a polished inbox, a case-study wall, or a revenue number to flash.

  • No fake clinic logos.
  • No invented MRR.
  • Design partners get install attention and a say in the playbook. They do not get a fiction about scale.

The ask

Twenty minutes to map your Tuesday. Or a paid pilot scope.

If the mapping says the fit is thin, we say so. If it is a pilot, we write what “working” means before we take a deposit.

WhatsApp
+852 0000 0000
Email
you@your-domain.com
Calendar
https://cal.example.com/matthew

Edit these three lines in content/deck.json. They are placeholders.

Appendix

Discovery questions

Not a form to send ahead. A list for the mapping call.

  • How many chairs / doctors, and how many WhatsApp numbers does the public see?
  • Whose phone is the clinic line on today? What happens on their day off?
  • FPS, PayMe, or both — and who ticks “paid”?
  • What is the diary today (paper, Google, OpenDental, ClinicEasy, something else)?
  • Do you already have a Meta Business / WhatsApp Business app, or only the green consumer app?
  • Who is allowed to see a thread — owner only, all nurses, part-time Saturday staff?
  • What must never go in WhatsApp (results, photos, minors)?
  • Recall: is there a list, or only “we know our regulars”?
  • Languages at the front desk — 中文, English, both in one template?
  • If this works, second site in what time — or never?