A WhatsApp AI agent for your dental clinic: what it does and where it stops

Start with what customers ask. Patients ask for the earliest appointment, whether a procedure hurts, what a treatment costs, whether their insurance applies, and what to do about pain before they can come in. An agent answers all of that from your own information. Then give it the work dental clinics repeat every day:

1. 6-month recall sent automatically — Reputoo tracks last visit date and sends WhatsApp recall at exactly 6 months.
2. Patient books slot via WhatsApp — Bot shows available slots and confirms booking instantly — no receptionist calls.
3. Day-before reminder + care tips — Reminder with pre-visit tips (flossy the night before, avoid coffee before procedure).
4. Post-treatment follow-up + recall scheduled — 2hrs post-appointment: care instructions sent, and the six-month recall is scheduled automatically.

The agent runs these on WhatsApp in the customer's language, day and night, and writes what it did back to the contact record so staff see the full history.

1. Treatments you offer, with what each involves and typical number of visits.
2. Fees for consultations and routine procedures, and your payment plan options.
3. Dentists — specialities, days, languages.
4. Practical details — address, parking, timings, children's hours, emergency arrangements.
5. Dentist-written texts — post-procedure instructions and the emergency reply.

An AI agent is only as accurate as what you give it. On Reputoo it answers from your knowledge base — pages crawled from your website, documents and price lists you upload, and policies you write down — rather than from general knowledge. Two rules keep it right:

• If it is not in the knowledge base, the agent says it will check and hands over, rather than guessing.
• Prices, timings and policies live in one place. Update the source and the agent's answers change with it.

It also needs to see the records your dental clinic already keeps — what to connect: practice management software holds appointments and patient records; reminders should read from it rather than from a separate list.

The agent must not diagnose, suggest medicines, judge whether a treatment is needed, or reassure about pain. Any message about pain, swelling, bleeding or injury gets the dentists' approved reply and goes to the dentist on duty; anything affecting breathing or swallowing, or heavy bleeding, is told to go to an emergency department first. Write these rules into its instructions exactly.

Patients often reply to an estimate with "what is a crown?" or "why two visits?". The agent can explain what a treatment involves in general terms from the knowledge base, and point to what the dentist recorded — the stages and the cost of each. Whether the patient needs it, or whether a cheaper option would do, is a conversation with the dentist or coordinator, and the agent books it.

These are the moments customers remember, and they are worth a human:

• Patients skip 6-month check-ups.
• No-shows waste your per-hour capacity.
• Patients fear dental visits, avoid reminders.

The agent can open each of these conversations and collect the details; a person should close anything involving a complaint, an exception to policy, or money that has not been agreed. Handover goes to the shared inbox with the full conversation attached.

The same agent that answers on WhatsApp can answer your dental clinic's phone line as Vajra, Reputoo's voice agent, so a customer who calls gets the same answers as one who messages. It speaks 36 languages and switches to the caller's.

When a stage is completed, the agent can offer the next one with the same dentist in a slot of the right length, and when a lab item is late it tells the patient and offers to message them when it arrives. Patients who drift from a plan get a personal reminder from the coordinator, not an automated nag.

The agent sends payment links for consultations and treatment stages, explains your payment plan options in general, confirms payments and sends receipts. Specific plans and any dispute go to the coordinator. It never asks for card numbers, PINs or OTPs.

It never confirms whether someone is a patient, never shares treatment details or X-rays except with the patient or recorded consent, and hands over whenever identity is in doubt. Parents booking for children see only what concerns their children.

The agent replies in the patient's language across 36 languages. Many patients are nervous about dental visits; instruct it to be warm, brief and reassuring about the process — never about symptoms — and to offer a person at any time.

1. Load treatments, fees, dentists and practical details; have dentists approve the fixed texts.
2. Run the agent after hours first; review every conversation each morning with a dentist.
3. Add missing administrative answers the same day.
4. Move to all-day once the clinical boundary has held without exception.

"Can I eat before my extraction?" or "how long before I can drink hot tea?" are answered only from the preparation and post-procedure texts your dentists wrote, quoted as written. If the texts do not cover the question, the agent says the dentist will reply and hands over. It never adapts instructions to a patient's circumstances; that is a clinical decision.

Parents manage their children's appointments, and sometimes their elderly parents'. The agent books for each family member under the right record, keeps each person's details separate, and shares a person's treatment information only with those they have consented to. Siblings can be booked back to back when the parent asks.

Clinical handovers go to the dentist on duty with the patient's name, words and photos; estimate and payment-plan questions to the treatment coordinator; complaints to the practice manager. The agent tells the patient who will reply and when, so a handover never feels like being ignored.

A month of conversations shows which treatments patients ask about, which fees surprise them, when they try to book and cannot, and which worries come up before visits. Those are decisions about the fee list, the schedule and what the dentists explain at first visits — taken from what patients actually said.

At night the agent books upcoming appointments and answers administrative questions. Pain and swelling messages get the approved reply with the emergency instruction first, and are queued for the dentist in the morning with the time they arrived.

"I want someone gentle, I'm scared of dentists" or "a specialist for braces for my 12-year-old" are requests the agent handles from dentist profiles: speciality, experience with nervous patients or children, languages, days. It offers the matching dentists' next slots, notes the patient's concern on the booking, and never decides clinical matters such as which treatment a patient needs.

Patients waiting for a crown, bridge, denture or aligners ask when it will be ready. If lab status is kept in the practice system, the agent answers directly and offers to book the fitting as soon as it arrives. If status is not kept, it says reception will confirm and passes the question on.

When a dentist is on leave, the agent offers another dentist who does the same treatment or the first date after the leave, and patients already booked are told with a choice. Holiday hours and the emergency instruction are updated in one place before each holiday.

Instruct the agent to be warm, brief and practical: explain what a visit involves and how long it takes, note concerns for the dentist, and offer a person at every step. It must never promise that a procedure will not hurt; that promise is the dentist's to make, if at all.

These enquiries often begin with price and duration. The agent explains what your dentists have written about each treatment in general terms — the stages, the typical timeline, the consultation — and is clear that the dentist sets a personal plan and a written estimate after examination. It books the consultation with a dentist who does that treatment and notes the patient's questions for them.

The agent sends payment links for each stage, confirms payments and sends receipts, and explains your payment plans in general. Specific plans and disputes go to the treatment coordinator. It never asks for card numbers, PINs or OTPs.