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Walter BalducciCommunications ManagerDocplanner AI receptionist: your Doctoralia slots, booked from calls and WhatsApp too.
MessageMind’s AI receptionist connects to Docplanner and books patients who call, WhatsApp or message your clinic into the calendar behind your Doctoralia profile. It moves and cancels visits, sends video links and reminders, and follows up every missed appointment, in each patient’s language.
Updated
Trusted by teams worldwide
01Calls and WhatsApp
Patients who find you on Doctoralia and still call, booked too.
Plenty of patients find your profile on Doctoralia, MioDottore or ZnanyLekarz and then pick up the phone or send a WhatsApp anyway. The AI receptionist answers calls, WhatsApp, SMS, Instagram, Messenger, email and web chat, and books each of them into the Docplanner calendar behind that profile.
- Calls answered after clinic hours
- The same calendar as your Doctoralia profile
- Dentists, physios and every specialty
02Appointments
Published slots booked by specialist, service and address.
MessageMind offers the slots each specialist publishes at each address in Docplanner, books the one the patient picks and moves or cancels it when plans change. Services and prices come from your profile, so a question about the cost of a cleaning gets the answer Doctoralia already shows.
- Every specialist at every address
- Prices quoted from your own profile
- Moves and cancellations on WhatsApp
03Reminders and no-shows
Every Doctoralia booking reminded, every missed visit followed up.
Each booking in Docplanner, whether it came from Doctoralia or the chat, gets a WhatsApp confirmation and a reminder the patient can answer. When a visit is marked as a no-show, the AI receptionist writes with fresh times the same day, so a missed appointment becomes a rebooked one.
- A confirmation for every booking
- One-word replies that confirm or move
- No-shows offered a new time
What the AI receptionist does in Docplanner.
AI automation for Docplanner runs the front desk around your Doctoralia profile, handling calls, messages, bookings, reminders and follow-ups, all written into the Docplanner calendar you already use.
Answers every patient
- Responds to calls, WhatsApp, Instagram and web chat within seconds, including evenings after the clinic closes.
- Replies in Spanish, Catalan, Portuguese, Italian, Polish or German, following the language the patient uses.
- Quotes services and prices from your Docplanner profile, address by address.
Books and changes visits
- Books the slots each doctor publishes at each address, under the right service.
- Changes or cancels Docplanner bookings on request and frees the slot for the next patient.
- Books insured patients with their insurer noted on the visit, ready for your front desk.
Handles online visits and payments
- Sends the video link in the chat before each online visit, as soon as it opens.
- Reminds patients to finish paying for visits they book through Doctoralia, so their slot is kept.
Follows up every visit
- Greets each new Doctoralia or chat booking with a WhatsApp confirmation and a timely reminder.
- Records attended visits and no-shows, and offers every patient who missed a visit a new time.
Works with your team
- Hands clinical questions to the specialist with the whole chat, since diagnosis always stays with your doctors.
- Sends reception an end-of-day list of the bookings, changes and missed visits handled in the chat.
Popular Docplanner automations.
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Book Docplanner appointments from WhatsApp after your clinic closes
A patient finds you on Doctoralia at 21:30 and sends a WhatsApp instead of booking online. The AI receptionist answers in Spanish, offers Dr Ruiz’s published times for a cleaning at the address they prefer and books the one they pick, right beside the bookings made on Doctoralia.
Customer: ¿Tenéis hueco para una limpieza esta semana?
AI agent: Sí, la doctora Ruiz tiene el jueves a las 17:30. ¿Te lo reservo?
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Share the Docplanner video link the moment it opens
Online visits in Docplanner carry their own video link, which opens for the patient an hour before the start. The AI receptionist sends it on WhatsApp at that moment, explains how to join from a phone or laptop and answers last-minute questions, so the doctor starts on time.
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Book insured patients into Docplanner with the insurer on the visit
A patient with private cover asks for a gynaecology check-up. The AI receptionist asks which insurer they use, offers the times that accept it and books the visit in Docplanner with the insurer and policy number attached, so your front desk knows how to bill before they arrive.
Customer: Can I book a check-up with my private health insurance?
AI agent: Yes. Which insurer covers you? I’ll show you the times that accept it.
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Turn price questions into Docplanner bookings from your profile
Someone asks on Instagram what a first dermatology visit costs and whether a skin check is extra. The AI receptionist answers with the services and prices published for that address in Docplanner, offers the next free times and books one, so a price question ends as an appointment.
Advanced Docplanner automations.
Docplanner holds the calendar, and these automations add your CRM, payment links, email lists and text reminders around it.
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Book hair transplant patients from abroad with Docplanner, HubSpot and Stripe
- A man in Munich asks on WhatsApp, in German, about a hair transplant at your Barcelona clinic.
- The AI receptionist replies in German, collects his photos for the surgeon and opens a HubSpot deal.
- An online visit is booked in Docplanner, and the video link reaches him an hour before.
- Once the surgeon sets a plan, a Stripe link takes the deposit that holds the operation date.
- HubSpot moves the deal to booked, and airport transfer details follow in the same chat.
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Win more Doctoralia reviews after Docplanner visits with WhatsApp and Brevo
- Docplanner marks Ana’s podiatry visit as attended at 19:10.
- An hour later, the AI receptionist thanks her on WhatsApp and shares your Doctoralia review link.
- Any concern she mentions goes to the podiatrist straight away, with the conversation attached.
- With her consent, Brevo adds her to your foot care tips by email.
- Six months on, Brevo invites her back for a check, and her reply books it in Docplanner.
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Ask repeat no-shows for a Stripe deposit before their next Docplanner visit
- Docplanner marks a patient as a no-show for the second time this year.
- The AI receptionist writes on WhatsApp, explains your missed-visit policy kindly and offers new times.
- Before the new slot is confirmed, a Stripe link takes the deposit your policy sets.
- When Stripe confirms, the visit is saved in Docplanner with the deposit noted on it.
- An SMS and a WhatsApp reminder follow, and your team settles the deposit against the bill.
A front desk that keeps up with your Doctoralia profile.
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Each specialist’s published times
Dentists, physios and dermatologists each keep the times they publish in Docplanner, and patients ask for their usual specialist or the first free slot near them.
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Thursday swapped for Tuesday
A patient whose plans change sends a WhatsApp, picks Tuesday instead, and the booking in Docplanner moves as soon as they agree.
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Your reception’s friendly tone
Services, prices and clinic details come from your Docplanner profile, and replies sound like your own reception: warm, polite and to the point.
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Patient data kept in Europe
Every message is processed in the EU under GDPR, and the calendar changes once the patient has been matched to their Docplanner record.
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Reception steps in, caught up
Reception or the specialist can take over at any moment, with the WhatsApp thread and the booking already in front of them.
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Doctoralia bookings, followed up
Someone books a physio visit on Doctoralia, and a confirmation reaches them on WhatsApp, followed by a reminder they can answer with one word.
How the Docplanner AI integration works.
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Connect Docplanner
Our team links the Docplanner calendar behind your Doctoralia profile with you and reviews each specialist, address and service.
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The AI receptionist learns your clinic
Specialists, addresses, services and prices come from Docplanner, while your insurers, policies and tone come from you.
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Patients get answers on day one
Calls, WhatsApp, SMS, email and web chat are answered straight away, and new bookings sit beside the ones made on Doctoralia.
At a glance
- Channels
- WhatsApp, calls, SMS, email, web chat, Instagram and Facebook Messenger
- Languages
- Spanish, Catalan, Portuguese, Italian, Polish, German and more
- Bookings
- Published slots booked, moved and cancelled by specialist and address
- Marketplaces
- Doctoralia, MioDottore, ZnanyLekarz, jameda and the group’s other sites
- Follow-up
- Reminders, video links and no-show rebooking, sent for you
- Your team
- Every thread in one inbox, on web and mobile
Already using Noa from Docplanner?
Keep it. Noa is Docplanner’s AI assistant for doctors, and Noa Notes turns each consultation into a structured clinical note, so doctors type less. MessageMind’s AI receptionist looks after the patient side of the day: it answers calls, WhatsApp and web chat, books into your Docplanner calendar and keeps every Doctoralia patient informed.
- Calls, WhatsApp and web chat booked into your Docplanner calendar
- Video links, reminders and no-show follow-ups sent on time
- HubSpot, Stripe and Brevo working around each visit
Made for clinics on Doctoralia and its sister sites.
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Private clinics in Spain and Portugal
Dental, physio and specialist clinics answer the WhatsApps that follow a visit to their Doctoralia profile.
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Practices in Italy
MioDottore bookings get reminders and follow-ups in Italian, and calls are answered between visits.
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Clinics in Poland and Germany
ZnanyLekarz and jameda patients hear back in Polish or German, with insurers noted where they apply.
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Psychologists and online practices
Video visits and reminders run in the chat, around each therapist’s published times.
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Docplanner AI receptionist: questions and answers
Is there an AI receptionist for Docplanner and Doctoralia?
Yes. MessageMind’s AI receptionist works with the Docplanner calendar behind your Doctoralia profile. It answers calls, WhatsApp, SMS, email and web chat, books your published slots, moves and cancels visits, sends video links and reminders, and follows up every no-show, day and night.
Can patients who find us on Doctoralia book through WhatsApp?
Yes. They write to your WhatsApp number, choose a published time for the right specialist and service, and get the confirmation in the chat. The visit appears in Docplanner beside the ones booked on Doctoralia, so each slot is sold once.
How does Noa from Docplanner fit with an AI receptionist?
Side by side. Noa is Docplanner’s AI assistant for doctors, and Noa Notes writes clinical notes from each consultation. MessageMind’s AI receptionist complements it on the patient side, answering calls and messages, booking into Docplanner and following up every visit.
Can an AI receptionist pick up the clinic phone after hours?
Yes. Whoever rings at lunchtime, after closing or on a Sunday hears a natural voice that can book, move or cancel the visit during the call. The details follow by SMS or WhatsApp, and reception finds a note of every call in the morning.
What happens after a patient misses a visit?
They hear from you the same day. Docplanner records the no-show, and the patient gets a friendly WhatsApp with fresh times from the same specialist. Their reply rebooks the visit, and your team sees each missed and rebooked appointment without making a call.
How are online visits and online payments handled?
Online visits in Docplanner come with a video link, and the AI receptionist sends it in the chat when it opens, an hour before the start. Patients who book a paid visit on Doctoralia pay as they book, and the AI receptionist reminds anyone whose payment is still open.
Can it book patients who use private health insurance?
Yes. The AI receptionist asks which insurer covers the patient, offers the times that accept that insurer and notes the policy details on the Docplanner booking. Self-paying patients hear the price from your profile instead, before they choose a time.
Can patients write in Catalan, Polish or Portuguese?
Yes. Spanish, Catalan, Portuguese, Italian, Polish, German and English speakers are each answered in their own language. That suits clinics across Doctoralia’s markets, MioDottore in Italy, ZnanyLekarz in Poland and jameda in Germany, as well as patients visiting from abroad.
How much does an AI receptionist cost for a Doctoralia clinic?
Two things decide it: the MessageMind plan you choose and how many patients write or call each month. Each plan and what it includes is explained on our pricing page, and we can help you pick one for your specialists and addresses.
Is it safe to connect patient data to an AI receptionist?
Yes. Conversations live on European servers under GDPR, with encryption in transit and at rest; Docplanner keeps the official visit history; and before any change, the AI receptionist checks it is speaking to the right patient.
Every patient who finds you on Doctoralia, answered on the first message.
Show us your Docplanner calendar and see it booked from WhatsApp on a demo.