Step 1) Open the software on the clinic computer

The system runs locally on your clinic Windows computer. No cloud login is required and no technical setup is needed during daily use.

Step 2) Select the appointments you want to cover

The front desk chooses the relevant appointments (for example: tomorrow’s schedule or the next 48 hours). This helps the clinic control who receives reminders and when.

Step 3) Confirm the reminder schedule

Most clinics send reminders at:

• 48 hours before the appointment
• 24 hours before the appointment
• Optional: same-day reminder for high no-show appointments

This schedule is simple, consistent, and proven to reduce missed appointments.

Step 4) Send WhatsApp reminders automatically

The system sends WhatsApp appointment reminders based on your settings. Messages can be customized with your clinic tone and signature.

You can also attach helpful content such as:

• PDF instructions
• images (parking, entrance map)
• short videos
• voice notes (optional)

Step 5) Patients confirm by replying (YES / NO)

Patients confirm quickly inside WhatsApp. This reduces the need for front desk phone calls and improves schedule predictability.

Clinics commonly use simple keywords such as:

• YES = confirmed
• NO = needs reschedule
• ADDRESS = clinic directions
• PARKING = parking instructions
• INSTRUCTIONS = preparation steps (PDF/video)

Step 6) Front desk handles exceptions (only when needed)

Most confirmations are automatic. The front desk only intervenes when:

• a patient replies NO
• a patient requests a time change
• the clinic decides to contact a patient personally

This is where clinics save the most time: fewer repetitive “confirmation calls”.

Step 7) End-of-day quick check (optional)

Many clinics do a fast review of confirmations for tomorrow:

• Which patients confirmed
• Which patients requested rescheduling
• Which high-risk appointments require a same-day reminder

This takes a few minutes and helps the clinic plan staffing and workflow.