New patients don't wait for a reply
People looking for a check-up usually message more than one clinic. The one that answers first, with an open slot, usually gets the patient.
For dental clinics
WhatsApp virtual receptionist for dental clinics
Ana, Staffra's virtual receptionist, answers patients on WhatsApp at any hour, explains how the first appointment works and books them with the right dentist, only in slots that are free. Your front desk stays free for the patients in the clinic.
- Official WhatsApp by Meta
- From R$ 7 a day
- Cancel anytime
What is a virtual receptionist for a dental clinic?
It's an automatic front desk on the clinic's WhatsApp that answers patients at any hour, handles questions from the clinic's information and books appointments in each dentist's schedule. At Staffra, that receptionist is Ana: she only answers from what the clinic has set up and passes cases of pain, urgency or clinical questions to the team.
The front desk can't do everything at once
The phone ringing, a patient at the counter and WhatsApp piling up. Whoever goes unanswered rarely waits.
Messages arrive after the clinic closes
Many patients only have time to look for a dentist at night or on weekends. With nobody to reply, the request waits until the next day, and the patient cools off.
Repeat questions tie up the front desk
"Is the check-up paid?", "Do you take my insurance?", "What's the address?". Answering the same questions all day takes time away from the patients in the clinic.
What a chat with Ana looks like
A patient messages at 9pm, with the front desk closed. Ana answers and books the check-up:
Clínica Sorriso Leve
Online now
- Good evening, I'd like to book a check-up
- Good evening! Of course, happy to help. Do you have a preferred day?
- First, is the check-up paid?
- It is: the check-up costs R$ 100, and it's deducted if you go ahead with treatment here at the clinic.
- Great! Anything Thursday morning?
- On Thursday morning Dr. Jorge has these slots: 8:00am, 9:00am and 10:30am. Which works best?
- 9am. Roberto Lima, roberto.lima@email.com
- All set, Roberto! Check-up with Dr. Jorge, Thursday at 9:00am. You'll get a confirmation and a reminder by email.
Built for a clinic's routine
Ana works with what the clinic sets up: procedures, dentists, hours and practice details. She doesn't make up prices or promise a slot that doesn't exist.
A separate schedule for each dentist
Each dentist has their own days and hours. A patient can ask for someone by name, and Ana shows only their schedule. With no preference, she books whoever is free.
The right length for every procedure
Check-up, cleaning, filling: each procedure has its own length, and you can add a gap to prepare the room between patients.
The details the clinic needs, before booking
Name, email and phone and, if you want, Brazilian tax ID (CPF), date of birth and your own questions, like "What's your insurance plan?" or "Is this your first visit?". Ana asks for all of it in the chat and saves it with the booking.
Front-desk approval, if the clinic prefers
With approval on, the patient's request stays pending until the front desk confirms it in the dashboard. The patient gets the confirmation or the decline by email.
Rescheduling and cancelling, with rules
Patients reschedule or cancel in the chat, within the deadline the clinic sets. Once it has passed, Ana won't cancel through the chat.
Email confirmation and reminder
Every confirmed appointment sends the patient an email, and a reminder arrives beforehand to help prevent no-shows.
Pain, urgency or a clinical question? The chat goes to your team
Ana only answers from what the clinic has set up. When a patient mentions pain or urgency, or asks something only a dentist can assess, she doesn't improvise: she says she'll get the team and, if you allow it, hands the chat with its full history to someone at the clinic. From the dashboard, the front desk can take over any conversation whenever they like.
Get started in under 30 minutes
- Step 1
Add your procedures
Check-up, cleaning, whitening: enter the name, the length and, if you like, the price of each procedure.
- Step 2
Add your dentists and hours
Set each dentist's days and hours and the clinic's days off, and connect Google Calendar if the team already uses it.
- Step 3
Connect the clinic's WhatsApp
Use the number the clinic already has or a new one. From then on, Ana starts answering.
Pricing
Plans start at R$ 197 a month, with both Ana and Malu included. The first 7 days are free: you're only charged after 7 days or 500 replies, whichever comes first. There's no setup fee, and you can cancel from your dashboard anytime.
Frequently asked questions
Can Ana tell patients which insurance plans you take?
Yes, if the clinic adds that information. She answers from your business details, like accepted insurance plans, the check-up price and payment methods. You can also add "What's your insurance plan?" to the details collected before booking.
Can she book longer procedures without messing up the schedule?
Yes. Each procedure has its own length, plus an optional gap between patients. Ana only offers slots where the whole procedure fits, and never books two patients at the same time with the same dentist.
What if the patient wants to talk to a person?
Ana says she'll get the team and, if you allow it, hands the chat to the front desk with the full history. From the dashboard, anyone on the team can take over the conversation whenever they like.
What happens to patient data?
Ana only asks for the details the clinic configures, and they're stored in the clinic's dashboard alongside the appointment. Staffra handles this information in line with the LGPD, Brazil's data protection law, as described in our privacy policy.
Can we use the number the clinic already has?
Yes. The connection goes through Meta's official integration, with the number the clinic already uses on WhatsApp Business or a new one. Connecting through your own Meta account, the front desk keeps using the app on their phone.