HiQBot’s clinic chatbot books patients in from your website, WhatsApp and Instagram without the phone queue. It asks about the visit, never the condition, and sends anyone describing an emergency to the emergency services first.
7-day free trial. Appointments, callbacks and handover included.
brookfieldclinic.example
A clinic chatbot is AI software that answers patients’ questions about your practice in chat and books their appointments. It is not a symptom checker.
Patients message a practice for practical reasons: can I be seen this week, do you take my insurer, how do I get my results, can I move Thursday. HiQBot answers those from your own documents and books, moves or cancels appointments in the chat, on website chat, WhatsApp, Instagram, Messenger, Telegram and LINE. It is an AI chatbot for healthcare practices that leaves clinical questions to your clinicians. The healthcare agent is one of HiQBot’s industry-tuned AI agents, set up for GP and family practices, urgent care, physiotherapy, chiropractic, eye care, therapy and specialist clinics, and dental practices.
HiQBot is a conversational platform for customer service, with AI agents and live chat on website chat, WhatsApp, Instagram, Messenger, Telegram and LINE.
It does the front desk’s routine work in writing, at any hour, and passes everything clinical to your team.
The visit
A booking needs the kind of appointment, whether the patient is new or registered, when they can come, a clinician if they have one in mind, and whether they are paying themselves or which insurer covers them. That is all the agent asks for.
Patients often describe symptoms anyway. The agent does not repeat them back, does not write them into the booking, and never says what they might mean or whether they can wait. It turns what the patient said into the kind of appointment they need, in plain service terms, and offers the earliest suitable time, including same-day slots if your practice has them. Your practice takes the clinical detail at the visit or through its own forms.
Patient appointment booking
Parents often book for children, and adults for their parents. The agent records who the appointment is for and how they are related to the person writing, and still keeps their health details out of the booking. In the conversation at the top of this page, Sarah booked Leo’s first visit with Dr Clarke on a Sunday evening without calling anyone.
Returning patients are matched to their contact record in HiQBot when the booking saves. If a patient cannot make it, the agent finds the appointment by the phone number or email it was made with and moves or cancels it. When your cancellation policy has a notice window, it says so before it changes anything.
Cost
Whether your practice works with an insurer is a fact the agent can look up in your documents. Whether a patient’s plan covers a particular treatment is not, so it never says they are covered. It takes the insurer’s name and nothing else, never a member or policy number, and tells the patient your front desk confirms cover. Self-pay prices come from your price list.
A patient who wants to talk it through gets a callback request: your team phones them back at a time they choose.
Emergencies
First sentence, every time
Chest pain, trouble breathing, signs of a stroke, heavy bleeding, a serious injury, swelling of the face or throat, or thoughts of self-harm: the agent tells the person to call the emergency services now, or your urgent line where you have given one.
It asks no follow-up questions first and does not offer a routine appointment in place of urgent help. The same applies after treatment: heavy bleeding, spreading swelling, a fever or severe pain after a procedure at your practice gets the urgent instruction first, then goes to your team as urgent.
People
Results, prescriptions and referrals follow your practice’s own process, which the agent explains from your documents. It never reads out, confirms or interprets a result.
For each channel you choose what happens when the agent cannot help: it hands the chat to your team in the same conversation, or it takes the patient’s details so someone can call back. Complaints and billing questions are written up and passed to your team, and the agent never agrees a refund or a write-off. Where support tickets are part of your setup, it opens one; otherwise it files a request for your team.
How live chat and handover workbrookfieldclinic.example
Patients write to a practice on whatever they already use. The same agent, services and booking hours sit behind every channel, it replies in the language the patient writes in, and your team reads every conversation in one inbox.
Many patients decide they need to be seen on a Sunday night. The agent books them then, and the appointment waits in your dashboard for the morning. Outside your hours it tells patients when your team is back rather than promising a call.
Appointment confirmations and reminders can go out on their own: one when the appointment is booked, and one a set number of hours before it, in the patient’s chat or as a WhatsApp message.
On WhatsApp, Instagram, Messenger, Telegram and LINE, new chats can open with a guided flow: the patient taps the kind of appointment, says whether they are new or registered, and picks a free time. It asks nothing about symptoms. Anyone who types a question off script can go to the agent, and anyone who asks for a person goes to your front desk.
Each location can have its own inbox, WhatsApp number, hours and booking settings, and every appointment still lands in one dashboard.
New patient registrations, routine and same-day appointments, and parents booking for children.
First assessments and follow-ups, self-pay prices and insurers, and clinicians by name.
Eye tests, contact lens appointments and frame collections, with your urgent advice line for sudden changes in sight.
First sessions booked with the therapist the client asks for. Anyone writing about harming themselves is given emergency help first.
Consultations and follow-ups booked by appointment type, with referral steps explained from your own documents.
Check-ups, hygiene, new patients and dental emergencies.
Clinics that sell cosmetic and skin treatments privately, such as injectables or laser, are better served by the aesthetics and med spa agent, which handles consultations, quotes and deposits.
Every appointment lands in your HiQBot Bookings list with the appointment type, who it is for and the clinician asked for, and on Google Calendar when it is connected. Moves and cancellations made in the chat update both. Each patient has a contact record with their conversations and appointments. Analytics show your busiest channels and hours, and the questions the agent could not answer, so you can add the missing information to your documents.
The agent is built not to ask for symptoms, medical history, medicines, dates of birth or insurance policy numbers, and it keeps anything a patient volunteers out of its notes, bookings and handover messages. Email addresses and phone numbers are masked in what the AI reads. Data is encrypted in transit and at rest, each practice’s data is kept separate from every other customer’s, and your patients’ data is never used to train AI models.
The agent then asks what a front desk asks: the kind of appointment, new or registered, when, which clinician, and self-pay or insurer.
Services, clinicians, opening hours, insurers you work with, your cancellation window, your urgent line, and how results, prescriptions and referrals work.
Appointment lengths and clinic hours, so the agent only offers times that are free.
Website chat and WhatsApp first for most practices, then Instagram, Messenger, Telegram and LINE if patients use them.
For each channel, choose whether the agent hands chats to your team or takes details for a call back, and what it collects first.
Ask any vendor these questions, us included. HiQBot’s answers sit beside each one. For phone calls, see how a chat agent compares to a phone receptionist.
The appointment type, new or registered, timing, clinician and contact details. Symptoms and history stay out of the record.
Tells the patient to call the emergency services in its first sentence, asks nothing first, and offers no appointment instead.
Yes, and the booking records who it is for.
It says which insurers you work with, takes the insurer’s name only, and leaves cover to your practice to confirm.
Yes, in the same conversation, or the agent takes details for a call back. You choose per channel.
In your HiQBot dashboard against the patient, and on Google Calendar when it is connected.
Last updated
A clinic chatbot is AI software that answers patients’ questions about services, opening hours, insurers and booking in chat, and books the appointment. HiQBot asks about the visit, never the condition, keeps symptoms out of the record, and sends anyone describing an emergency to the emergency services first. It is not a symptom checker.
No. It never says what a symptom might be, whether something can wait, or what to take, and it never reads out or explains a test result. When a patient asks a clinical question, the agent says a clinician needs to see them and offers the earliest suitable appointment.
The first sentence of the reply tells them to call the emergency services now, or your urgent line where you have given one. The agent asks no questions first and does not offer an appointment instead. Chest pain, trouble breathing, signs of a stroke and heavy bleeding are all treated this way.
No. It takes the routine work off the front desk: booking, moving and cancelling appointments and answering questions your own material covers. Your team confirms what needs confirming, and for each channel you choose whether the agent hands a chat to them or takes the patient’s details for a call back.
Yes. The agent records who the appointment is for and their relationship to the person booking, alongside the usual details. It still keeps their health details out of the booking.
Yes. A patient can ask for a clinician by name and it goes on the booking. Each location can have its own inbox, WhatsApp number, hours and booking settings, and every appointment still lands in one dashboard.
Yes. The agent finds the appointment by the phone number or email it was made with and moves it to a free time or cancels it, and your Google Calendar stays in step. If your cancellation policy has a notice window or a fee, it says so first.
The agent is built not to ask for symptoms, medical history, dates of birth or insurance policy numbers, and it keeps anything a patient volunteers out of its notes. Email addresses and phone numbers are masked in what the AI reads, data is encrypted in transit and at rest, each practice’s data is kept separate, and it is never used to train AI models.
No. HiQBot works in writing on website chat, WhatsApp, Instagram, Messenger, Telegram and LINE. When a patient would rather talk, it books a callback from your practice team at a time that suits them.
No. Appointments land in your HiQBot dashboard and, when you connect it, on Google Calendar. If your practice books in another system, your team copies the appointment across or works from HiQBot’s Bookings list.
Add your services, hours and insurers, ask it the questions your patients ask, and see the appointment land in your dashboard before you pay for anything.