Everyday FAQs
Opening hours, location and directions, parking, accepted payment methods and price-list questions — answered from documents you upload, so replies match your actual policies and prices rather than a generic script.
Clinics & dental
WhatsApp AI for clinics, dental and aesthetics practices
A private AI front desk on your clinic's existing WhatsApp number. It answers admin enquiries, proposes appointment slots and sends reminders on schedule — and it escalates anything clinical or sensitive to your staff with full context. It never gives medical advice.
Your front desk is doing three jobs at once
Reception juggles the ringing phone, the patient standing at the counter, and a WhatsApp inbox that never stops. Most of those messages ask the same handful of things — opening hours, whether you take walk-ins, what a routine treatment costs, where to park. Every one of them pulls a staff member away from patient-facing work.
And the messages don't stop when you close. An enquiry sent at 9pm sits unanswered until the next morning — by which time a patient comparing two or three clinics has often booked with whoever replied first. An agent that answers admin questions correctly around the clock means your team opens the day to proposed bookings and logged enquiries instead of a backlog.
You start with one workflow — enquiries and bookings — and the agent is there to support your team, not replace it.
What the agent handles
Administrative work only — grounded in your own price list, policies and calendar, with approvals wherever you want them.
Appointment requests
The agent qualifies each request before anything is booked, then proposes open slots and confirms — with staff approval on confirmations where you want it. See the AI booking assistant for the full workflow.
- New or returning patient
- Treatment or service requested
- Preferred day and time
Reminders and rescheduling
Scheduled tasks send confirmations and reminders ahead of each visit and handle reschedule requests in the same conversation — fewer no-shows, and nobody on your team chasing patients by hand.
New-enquiry capture
Every new enquiry is logged to your CRM or a simple sheet — HubSpot or Google Sheets — with contact details and what was asked, so nothing slips. If enquiries already go quiet in your inbox, see missed-lead recovery.
What it never does
A clinic is a regulated setting, so the agent's scope is deliberately narrow — and enforced, not just promised.
No medical advice, ever
The agent does not give medical advice, does not triage symptoms, does not diagnose, and does not recommend treatments. This is a hard limit built into how the agent is instructed and reviewed — not a tone preference.
Escalates with full context
Anything clinical or sensitive — symptoms, medications, complications, complaints — is handed to your staff with the whole conversation attached, and the patient is told a team member will follow up. Human-in-the-loop by design.
Approvals and an audit trail
Outbound commitments — a confirmed booking, anything beyond the published price list — wait for human approval by default, and every action the agent takes is recorded on an immutable audit trail your team can review.
How a conversation flows
One front desk, clear lanes: the agent keeps the admin lane, your staff keep the clinical one.
Patient messages your WhatsApp numberAgent answers admin questions or proposes slotsClinical or sensitive topics escalate to staffConfirmations & reminders go out on schedule
Private by design
Each clinic runs in its own private, isolated workspace — your patient conversations, uploaded documents and connected accounts are never shared with other Olano customers. Data is encrypted at rest and in transit, connector tokens and API keys are stored encrypted, and role-based access controls decide who on your team sees what.
Approval gates and the immutable audit trail are part of the same 5-layer safety architecture, so you can show exactly what the agent said and did, and when. If you have data-residency requirements, custom AWS/GCP regions are available on managed plans.
FAQ
Will the agent give medical advice?
No — this is a hard limit, not a preference. The agent answers administrative questions only: opening hours, prices, availability, directions and parking. Anything clinical, diagnostic or treatment-related is escalated to your staff with the full conversation context, and the patient is told a team member will follow up.
Which languages can it handle?
Olano agents work in 12 languages, so a patient can write in the language they are comfortable in and the agent replies in kind. Escalations reach your staff with the conversation intact either way.
Does it work with our existing WhatsApp number?
Yes. The agent runs on your clinic's existing WhatsApp number, so patients keep messaging the contact they already know. WhatsApp is one of 15+ messaging channels Olano supports — the same agent can also cover email or SMS if you want one front desk across all of them.
Do we approve messages before they go out?
You decide how much. Olano uses trust levels 0–4 with per-category approval gates, and anything outbound waits for approval by default. Many clinics start with staff approving every booking confirmation, then relax the gates for routine FAQ answers once the agent has earned trust. Every action is recorded on an immutable audit trail.
What does it cost, and how long does setup take?
The Founding Partner Pilot is S$499 monthly base, with setup included for the first 10 Singapore SMEs (normally S$1,500). That covers one fully managed workflow — hosting, maintenance, monitoring and 2 hours of consultation a month — quoted and approved before we build. Most clinics are live within 1–2 business days of onboarding.
Related use cases
The clinic front desk combines patterns you can also run on their own.
AI booking assistant
Qualification, slot proposals and calendar booking with approvals — the engine behind the clinic front desk.
Missed-lead recovery
Catch and follow up the enquiries that go quiet before they book with someone else.
WhatsApp AI customer service
The broader pattern: a private AI front desk on WhatsApp for any service business.
Put a safe front desk on your WhatsApp number
Start with one workflow — enquiries and bookings — quoted and approved before we build, and live in days, not months. Book a free 30-minute AI assessment and we'll map it to your clinic.