Online booking system for vet clinics and medical practices
Booking from a phone, WhatsApp reminders and a waiting list if someone cancels.
See it live: book a 15-minute walkthroughA calendar without the back-and-forth
Online booking system for medical practices
Your patients book from their phone: they choose the professional, the day and the time, with no back-and-forth to coordinate. The day before, they get a WhatsApp reminder to confirm or cancel, and if someone cancels, the slot is offered to the waiting list. We adapt it to the way your practice, clinic or vet clinic works.
Definition
What is an online booking system
An online booking system is a calendar where your patients, or your clients if you run a vet clinic, book on their own: they choose the service, the professional, the day and an open time slot. Taken slots are not shown, so there are no double bookings. On the practice side, the calendar shows each appointment with its status and the contact of the person who booked, and WhatsApp notices go out automatically.
Signs
When it makes sense
These are some signs that it is time to organize how appointments are requested:
- Appointments are requested by WhatsApp and coordinating times ends in hours of messages.
- They are requested by phone and coordinating times takes hours of calls.
- There is a form on the website, but every request ends in back-and-forth to find a time.
- When someone cancels, the slot stays empty even though others were waiting for a spot.
- You do not know until the last minute who has confirmed and who has not.
Patients and practice
What the system does
It works on two fronts: booking, on the patient side, and the calendar, on the practice side. This is what the system does, and we adapt it to the way you work.
For your patients
- They book from their phone, on your website or with a link you share on WhatsApp.
- They choose the service and the professional, and see the next open slot for each.
- They only see open slots, so there are no double bookings.
- They get the confirmation on WhatsApp and, the day before, a reminder to confirm or cancel with one tap.
- If the day is full, they join the waiting list and, if a slot opens up, they get a WhatsApp message to take it.
For your practice
- A calendar per professional, with their days, their hours and their services.
- Each appointment with its status and the contact of the person who booked.
- A summary of the day: appointments, confirmed, unconfirmed, freed slots and waiting list.
- When a patient confirms or cancels on WhatsApp, the calendar updates instantly.
- If someone cancels, the slot is offered by WhatsApp to the waiting list, in order of arrival.
- You can cancel an appointment, and the patient gets the notice on WhatsApp, or mark it as seen.
Walkthrough
See it live
In a 15-minute call we will show you this system working with sample data. It is a starting point: afterwards we adapt it to the way your business works.
What we can show you
- Book an appointment in the client view.
- Simulate the day before and watch the reminders go out.
- Confirm or cancel in the simulated WhatsApp.
- See how the slot that opens up is offered to the waiting list.
- Walk through the reception calendar, with the day summary and the waiting list.
A custom ecosystem
And it is not just the booking system
We can build a complete custom ecosystem that connects bookings with the rest of your operation in one system. We also train executives and employees to use AI responsibly and improve their work processes.
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Process
How we work
The approach is always the same: understand first, build what is needed and stay involved afterwards.
- 01The first meeting
It all starts with a call.
We get to know each other, listen to your context and decide what is worth improving first.
- 02A foundation made for you
We build with a clear direction.
We agree on the scope, prioritize what has the most impact and build the solution around your business.
- 03Close by, afterwards too
Your team has someone to count on.
Dedicated support and video calls to answer questions, review real use and make decisions together.
- 04A step forward every month
We review. We adjust. We improve.
We follow clear monthly goals and evolve your systems according to what your business needs.
Made around you
We do not sell a ready-made system: we adapt it to the way you work or suggest how to organize it. And it does not end with development: we support you through the launch and train your team in the responsible use of AI in their day-to-day work.
Before you start
Frequently asked questions
How does an online booking system work?
The patient comes in through your website or a link you share on WhatsApp, chooses the service, the professional, the day and an open time slot, and leaves their name and WhatsApp number. They get the confirmation on WhatsApp and the appointment shows up in the practice calendar, with its status and the contact of the person who booked. Since taken slots are not shown, there are no double bookings.
Do patients get a WhatsApp reminder?
Yes. When they book they get the confirmation, and the day before, a WhatsApp reminder to confirm or cancel with one tap. The reply shows up instantly in the calendar: who confirmed, who did not respond and which slots opened up. In the walkthrough, the WhatsApp messages are simulated.
What happens if a patient cancels?
The slot is freed and offered by WhatsApp to the first person on the waiting list for that day and that professional, who can take it with one tap. If they let it pass or do not reply in time, it is offered to the next one, in order of arrival. If nobody is waiting, the slot becomes available for booking again.
Does it adapt to my practice?
Yes. What we show you is a starting point, not a closed system. We start with a call to understand how appointments are requested today and how your team works, and with that we adapt the system to the way you work or suggest how to organize it. It suits medical and dental practices, physical therapy, aesthetics, vet clinics and small health centers.
Can I see it before committing?
Yes. Book a 15-minute walkthrough and we will show you a system like this working with sample data. It is a starting point, not a closed system: afterwards we adapt it to the way you work.
What happens after it goes live?
It does not end with development. We support you through the launch, with dedicated support and video calls to answer questions and review real use. We follow clear monthly goals, evolve the system according to what your practice needs and train your team in the responsible use of AI in their day-to-day work.
Let’s talk
Tell us how appointments are requested today
Message us on WhatsApp: we will set up a call to understand your processes, and the team will confirm the time with you. You can also write to us at hello@staberman.com.
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