Service · Enquiry to booking
Turn more enquiries into appointments.
Many clinics pay for leads, then lose them in slow WhatsApp replies and missed follow-ups. We fix the part between "Hi, how much is…?" and a confirmed appointment.
An enquiry-to-booking system is the process and tools a clinic uses to reply to every enquiry quickly, answer the right questions, and convert the conversation into a confirmed appointment. Doctiva sets this up for clinics using WhatsApp Business, Instagram DM automation, reply scripts, follow-up routines and simple tracking.
Where clinics lose patients
- Slow replies: patients message several clinics and book with whoever answers first.
- Price-only answers: replying with a price and nothing else, so the patient never comes back.
- No follow-up: people who said "I'll think about it" are never contacted again.
- No tracking: nobody knows how many enquiries came in, from which ad, or how many booked.
What we set up
- WhatsApp Business setup with quick replies, labels and away messages
- Instagram DM and comment automations (for example, keyword replies that send information instantly)
- Reply scripts in Arabic and English for common questions: price, pain, duration, location, insurance
- A follow-up routine for patients who didn't book
- Simple tracking of enquiries, source, bookings and no-shows
- Front desk training so the whole team follows the same process
Why it matters for your ad budget
Improving how enquiries are handled is often the fastest way to get more patients from the same budget. If your clinic books more of the enquiries it already receives, every campaign becomes more profitable.
Frequently asked questions
Can you answer our clinic's WhatsApp messages for us?
We set up the system, scripts and automations and train your team. Day-to-day replies are best handled by your own front desk or call centre, who know your schedule and patients.
Do you use chatbots?
Where it helps. Automations are great for instant first replies, sending information and collecting details. Booking conversations still work best with a real person, so we combine both.
Will this work with our booking software?
Usually yes. We work around the clinic management or booking system you already use, and keep patient records inside your own systems.