Demo scenario
Dental clinic

Dental Clinic: from a price question to the dental chair

Dozens of people messaged a Lviv clinic about prices, but most dropped off after "please ask the admin". The bot answers directly, asks with care and leads to a free consultation.

Niche
Dental clinic, Lviv
Channel
Instagram Direct
Launch
4 weeks
Volume
~700 chats/month
I want a bot like thisHow it works
More about Instagram
21:48
DC
Dental Clinic
dental.clinic
DC
Dental Clinic
dental.clinic · Instagram
5.6K followers · 340 posts
View profile
21:43
Good evening. How much is teeth whitening?
Good evening! In-office whitening is $145, take-home with trays is $83 🦷
Do your teeth ever feel sensitive to cold?
a little, mostly on the left
Thanks for telling me. Then it's best for a doctor to take a look first: sometimes the enamel needs some prep before whitening
The first consultation with a check-up is free and takes 30 minutes. When suits you?
Sat 10 AM
Consultation booked
Saturday, 10 AM · Dr. Marta Hnativ · 45 Horodotska St
I'll remind you here the day before. If plans change, just write 🙂🙏
Message...
DoneBooked the doctor and sent the form to the CRM

Results

+52%consultation bookings
3 minfrom question to booking
0medical advice given by the bot
−60%calls to reception

* Demo case: names, quotes and numbers are placeholders and will be replaced with real ones.

Challenge

Patients asked about prices in Direct, and the admin replied hours later without details. People didn't see why they should come in and kept looking.

  • Direct replies took 3-4 hours
  • Prices were given without context
  • Requests got lost between Direct and the CRM

Solution

The AI assistant gives the price straight away, explains what it depends on, asks one or two clarifying questions and offers a consultation. The bot makes no medical decisions: anything that looks like a diagnosis goes to a doctor.

  • An honest price in the first reply
  • Clear limits: no diagnoses from the bot
  • The patient lands in the clinic CRM with a form
Architecture

How the bot is built

The customer writes in a messenger, the AI assistant understands the request and works with the business's services itself. No copying between tabs.

TriggerInstagram Direct
AI assistantConsultation
ModelPrompt: no diagnosesKnowledge: pricesPatient memory
Request type
booking
Doctor slot
Patient card
Reception
medical
Hand to doctor
complaint
Admin
Trigger: where the customer comes fromAI assistantThe agent's model, prompt, memory and knowledge← swipe the diagram →
Behind the scenes

What happens while the customer types

01

Finds a slot with a doctor

The bot sees the dentists' schedule and offers the nearest slots for a first consultation.

Google CalendarDentists · Saturday
Dr. Hnativ
Dr. Boiko
9 AM10 AM11 AM12 PM1 PM
Check-up
Cleaning
Consultation · new patient
Treatment
Follow-up
Added by the AI assistant · just now
02

Creates a patient card

A deal with a form appears in the CRM: interest, complaints in the patient's words, source. The doctor sees it before the visit.

Clinic CRMPatient #2381
RequestConsultationTreatment planTreatment
InterestWhitening
Patient saysSensitive to cold on the left
VisitSat, 10 AM · Dr. Hnativ
SourceInstagram Direct
Created by the AI assistant · just now
03

Gives reception a heads-up

Reception gets a short alert and a reminder the day before the visit.

TelegramClinic reception
🦷 New patient for a consultation
Sat, 10 AM · Dr. Hnativ
Interest: whitening
⚠️ Reports sensitivityjust now
CRM card
Stack

Tools and integrations

The bot's brain
AI assistant
  • Knows prices and procedures
  • Asks about symptoms with care
  • Hands complex cases to a doctor
Agent parts
ModelPrompt: no diagnosesKnowledge: pricesPatient memory
ChannelInstagram Messaging API

Direct and confirmation cards

Official API
ScheduleGoogle Calendar

Doctors' schedule

OAuth 2.0
CRMClinic CRM

Patient cards and pipeline

REST API
AlertsTelegram Bot

Reception alerts

Bot API
Honestly

Pros and limits

What the business got

  • Patients get a price at once and trust the clinic more
  • The doctor sees complaints before the visit
  • Reception spends less time on the phone
  • No request gets lost between Direct and the CRM

Limits worth knowing

  • The bot gives no medical advice and makes no diagnoses
  • Complex cases wait for a doctor's reply
  • Treatment prices depend on a check-up, so the bot only gives a range
Rollout

From brief to launch

Week 1

Prices, common questions, limits for medical answers

Week 2

Script reviewed by the doctors

Week 3

CRM and calendar integration

Week 4

Test and launch

“Our biggest fear was a bot "treating" people in Direct. It knows its limits perfectly and hands everything complex to us.”
Andriy Boiko
chief dentist
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