Automatic appointment reminders for your dental practice
Appointments that confirm and remind themselves.
Dentasys sends appointment reminders, recall notices and satisfaction surveys over WhatsApp, following the rules your practice sets. Patients confirm, cancel or change their appointment from the message, even with a voice note, and the calendar updates itself. You can also see which messages have been delivered and which each patient has read.
Stop losing patients because nobody picks up the phone.
The AI receptionist answers the phone with a natural voice and runs your schedule over WhatsApp: it books, moves and cancels appointments and takes messages while your team works or rests. The WhatsApp assistant is part of the subscription; voice is optional.
- Answers the phone at any hour with a natural voice, in each patient's language.
- Books, moves and cancels appointments directly in your Dentasys schedule.
- Respects your hours, treatments and dentists: every appointment with the right person.
- Takes messages and alerts you straight away so you can call back.
Dental Clinic
Online
Hello Ana 👋 This is a reminder of your appointment tomorrow at 10:00 with Dr García. Can you confirm you will attend?
10:00Hi! I won't be able to make it, something came up 😔
10:05We're sorry to hear that. Would you like to move it? There is a slot tomorrow at 16:30 or on Thursday at 11:00.
10:05Thursday at 11:00 is perfect! 👍
10:07Templates you can tailor
Create messages that match your clinic's tone. Use dynamic variables so each message feels personal and unique.
- Use variables like {patient}, {doctor}, {date}.
- Include emojis and formatting (bold, italics).
- Multilingual: each message goes out in the patient's language, from the ones the clinic chooses.
Your WhatsApp assistant
It confirms appointments, refills cancellations and answers common questions at any hour, so reception doesn't have to chase anyone.
What it does for you:
- • Automatic attendance confirmation.
- • Smart rescheduling of cancellations.
- • Answers to frequently asked questions (prices, hours).
You know what arrived
See at any moment which messages were sent, which arrived and which each patient has read.
- Pending: Scheduled to be sent.
- Sent: Has left our server.
- Read: The patient has opened the message (blue double tick).
See it in action
The voice receptionist taking a call and Dasy, your AI assistant, preparing reception's work.
Meet Dasy, your assistant
Ask in your own words: appointments, treatment plans, prescriptions or this month’s figures. She prepares it, you decide.
Want a live walkthrough with your own data?
Rules: which message goes out, to whom and when
A rule combines a type of notice, a template and a moment: for example, the reminder one day before the appointment at ten in the morning, or the recall notice seven days before. You choose the time and the days of the week it may be sent, and whether it applies only to one treatment or one recall reason.
Before you switch it on, the «Test» button shows who would receive it today and at what time, without sending anything, and explains why a patient will not get it: no phone number, they asked not to be contacted or their file is archived.
Confirm, cancel or change the appointment from WhatsApp
The reminder has buttons to confirm or cancel. If the patient replies with a thumbs-up or a tick, the appointment is confirmed just the same. If they send a voice note, the AI listens to it: «yes, I'll be there» confirms the appointment, and if they say they cannot come, the assistant offers to cancel it or suggests other times.
Anything the assistant cannot resolve, such as a question about an invoice or a «please call me», goes to «Pending calls» with a summary and the transcript of the voice note. And while someone from reception is handling the conversation, the assistant stays quiet.
A waiting list to fill the gaps
When a patient cancels, the slot does not have to stay empty. On the waiting list you add anyone who would like to come in sooner: patients with no appointment, patients who want to bring theirs forward, or people asking for a first visit, without having to create a file for them.
When a gap opens up, Dentasys looks for someone it suits and offers it to them. If they accept and already had an appointment, the old one is cancelled automatically.
Recalls and patients who don't come back
Recalls record when each patient is due back: a hygiene visit, an implant check. Recall rules contact them automatically, and the «Recalls» screen shows who needs a call this month.
The list of patients at risk of lapsing shows who has not been in for a while, so you can message them with a ready-made text before you lose them.
First visit and consent forms before the appointment
If the practice switches it on, when a new patient confirms their first visit they receive their registration form over WhatsApp: they fill in their details and health questions and sign on their phone. When they arrive, their file is already created and linked to the appointment.
Consent forms for the treatments booked in the appointment can also go out 48 hours beforehand, so the patient arrives having read and signed everything.
Satisfaction survey and Google reviews
When the visit is marked as completed, Dentasys sends a short survey inside WhatsApp a few hours later. If the score is good, the patient gets the link to leave a Google review; if it is poor, they get an apology and the practice sees an alert to call them.
Each patient gets at most one survey every 90 days, whether they answer it or not, so they are not pestered.
Templates in each patient's language
Templates are written once, with placeholders for the name, dentist, date and time, and the AI can draft them from a single sentence. Meta reviews every template before it can be used, and the screen shows its status: draft, in review, approved or rejected.
The templates that come with Dentasys are already written in Spanish, Catalan, English and German, and each patient receives the one in their language.
Appointment reminders: frequently asked questions
How automatic WhatsApp notices work.
How are appointment reminders sent over WhatsApp?
Through Meta's official WhatsApp Business API, from the practice's own number. Rules decide which message goes out and when, Dentasys sends them automatically every hour, and the outbox shows whether each message has been sent, delivered or read.
What happens if the patient replies with a voice note?
The AI listens to it and transcribes it. If the patient confirms, the appointment is confirmed; if they cannot come, it offers to cancel or reschedule; and if they ask something it cannot resolve, the request goes to «Pending calls» for reception.
Does sending messages cost extra?
Automatic WhatsApp sending is contracted separately from the fee, because Meta charges for each message. Without it, Dentasys leaves every message written for you to send from the practice's WhatsApp.
Do reminders go out in the patient's language?
Yes. Each template can exist in every language the practice has switched on, and each patient receives theirs. Until Meta approves a language, the patient receives the Spanish version.
Can I change the wording of the reminders?
Yes. You can edit the standard templates or create your own in your practice's tone, and they are then sent to Meta for approval.
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