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Walter BalducciCommunications ManagerWriteUpp AI receptionist that answers while you treat.
MessageMind’s AI receptionist connects to WriteUpp and takes your clinic’s calls, WhatsApp chats, texts, emails and web chats, during sessions and after hours. It confirms and reminds every appointment, sends video links, guides patients to online booking and follows up unpaid invoices kindly.
Updated
Trusted by teams worldwide
01Calls and messages
Your WriteUpp clinic answered between sessions, on every channel.
Patients ring mid-session, send a WhatsApp or a text, write on Instagram, email or use your web chat, and one AI receptionist answers every one. It checks each person against WriteUpp first, then gives their next appointment, clinician and clinic in a single reply.
- The phone covered through every session
- Each patient checked against WriteUpp
- Next appointment, clinician and clinic in one reply
02Appointment answers
When am I in next? Answered from the WriteUpp diary.
Asked about an appointment, the AI receptionist reads WriteUpp and replies with the time, clinician, location and appointment type. For a new session it sends your online booking page with the right appointment type named, and to move one it shares the client portal link.
- Time, clinician and clinic in seconds
- Online booking with the right appointment type
- Client portal link for moves and cancellations
03Reminders and follow-ups
Every WriteUpp appointment confirmed, reminded and followed up.
Whenever an appointment is booked or moved in WriteUpp, the patient gets a WhatsApp or SMS confirmation, then a reminder before the day. Online sessions get their video link, missed appointments get a kind follow-up with your booking page, and unpaid invoices get a polite nudge.
- Confirmations for every booking and change
- Video links before online sessions
- Kind follow-ups after a missed visit
What you can automate with WriteUpp.
AI automation for WriteUpp looks after the jobs that fill a clinic’s day between sessions: answers, booking guidance, confirmations, video links, invoice follow-ups and notes.
Answers every patient
- Picks up the clinic phone and replies on WhatsApp, SMS, email and web chat while clinicians are in session.
- Checks each caller against their WriteUpp record before sharing any appointment or invoice detail.
- Gives the right address, parking and directions for each of your WriteUpp locations.
Guides bookings and changes
- Sends your WriteUpp online booking page and names the appointment type, location and clinician to choose.
- Shares the WriteUpp client portal link so patients move or cancel within your notice rules.
- Explains each appointment type in plain words, from an initial assessment to a review session.
Confirms every visit
- Messages patients on WhatsApp or SMS whenever a WriteUpp appointment is booked or moved, then sends a reminder.
- Sends the WriteUpp video consultation link before each online session, with tips for joining.
- Points each new patient to their WriteUpp intake and consent forms a few days before the visit.
Follows up after the visit
- Follows up missed appointments with a kind message and your online booking page.
- Reminds patients about unpaid WriteUpp invoices in their chat, with the amount and invoice date.
- Tells patients whether an invoice is settled or how much is still owed.
Works with your clinicians
- Adds a short summary of each conversation to the patient’s WriteUpp record when you switch it on.
- Passes clinical questions to the treating clinician with the whole conversation attached.
Popular WriteUpp automations.
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Send WhatsApp reminders for every WriteUpp appointment
However an appointment reaches the WriteUpp diary, online or from reception, the patient gets a WhatsApp confirmation with the time, clinician and clinic address, then a reminder the day before. Replies such as “running late” or “can we move it?” come straight back to the AI receptionist.
Customer: Is tomorrow at Clifton or Bath? I always mix them up.
AI agent: Clifton, at 08:30 with Rhys. There’s parking behind the clinic.
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Follow up missed WriteUpp appointments with your booking page
When an appointment is marked as did not attend in WriteUpp, the AI receptionist sends a warm message that afternoon, checks all is well and shares your online booking page for a new time. Patients who reply with a question get an answer at once, and your team sees who rebooked.
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Remind patients about unpaid WriteUpp invoices on WhatsApp
When an invoice is still open after the number of days you choose, the AI receptionist sends a polite WhatsApp or SMS with the amount, the date and the session it covers. Patients asking how to pay are reminded that the WriteUpp payment link sits in their invoice email.
Customer: Did my last invoice go through?
AI agent: Yes, your 3 March invoice is paid in full, and nothing else is outstanding.
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Send the video link before an online WriteUpp session
For sessions held on WriteUpp’s video consultations, the AI receptionist sends the joining link on WhatsApp or email ahead of time, with a reminder to find a quiet room and check the camera. A patient running late can write back, and the clinician sees the message straight away.
Advanced WriteUpp automations.
A dietitian’s paid programme, a counselling waiting list and monthly massage memberships, each run around your WriteUpp diary.
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Turn low FODMAP questions into a paid WriteUpp dietitian programme with HubSpot and Stripe
- A follower taps the WhatsApp button on your gut health post and asks about the low FODMAP programme.
- The AI receptionist explains the three sessions and what they cover, then creates the HubSpot contact.
- A HubSpot deal opens for the programme, and a Stripe link takes the payment in the chat.
- Once Stripe confirms it, the patient books the first consultation on your WriteUpp booking page.
- HubSpot moves the deal to won, and your dietitian sees the whole chat before the first session.
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Offer new WriteUpp counselling spaces to your Google Sheets waiting list on WhatsApp
- A counsellor frees a weekly Tuesday 6pm space and tells the AI receptionist in one message.
- It messages the people on your Google Sheets waiting list on WhatsApp, oldest request first.
- The first person to say yes gets your WriteUpp booking page to claim the Tuesday space.
- Google Sheets marks them as placed, and everyone else hears kindly that their place is kept.
- WriteUpp confirms the first session, and a WhatsApp reminder follows the evening before.
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Run monthly WriteUpp massage memberships with Stripe subscriptions on WhatsApp
- A regular asks on WhatsApp whether you offer a monthly sports massage membership.
- The AI receptionist explains what is included and sends a Stripe link to start the subscription.
- Stripe renews it each month, and the member gets your WriteUpp booking page for that month’s massage.
- Members still unbooked by mid-month get a friendly WhatsApp nudge to pick a time.
- If a renewal fails, the AI receptionist asks them on WhatsApp to update their card through Stripe.
A lighter day for every WriteUpp clinician.
The difference patients and clinicians notice once the front desk runs from WriteUpp.
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Every clinician and clinic kept straight
Osteopaths, dietitians and physios at every location come from WriteUpp, so patients always hear the right name and the right address.
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Invoice questions settled in one reply
A patient asking about a bill hears straight from WriteUpp whether it’s paid, or what’s left to pay and when it was raised.
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Your practice’s tone, every time
Replies sound like your own front desk, warm and clear, with your practice name, appointment types and booking page in the right places.
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Patient details kept private
Every patient is checked before anything is shared, conversations sit in your own inbox on EU hosting under GDPR, and WriteUpp keeps the clinical record.
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Your clinician picks up the thread
When a patient needs their clinician, the conversation lands with them in full, ready to answer from the MessageMind apps on desktop or phone.
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Fewer gaps from forgotten sessions
Confirmations and reminders reach patients on WhatsApp or SMS, and anyone who needs a new time moves it in the client portal, freeing the slot.
How the WriteUpp AI integration works.
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Connect WriteUpp
We connect WriteUpp with your practice manager, then walk through your locations, clinicians and appointment types together.
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The AI receptionist learns your clinic
Opening hours, clinicians and appointment types come from WriteUpp; your fees, cancellation policy and tone of voice come from you.
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Patients hear back on every channel
Calls, WhatsApp, texts, emails and web chat get answers from the first day, and each new WriteUpp appointment gets its confirmation.
At a glance
- Channels
- Calls, WhatsApp, texts, email, web chat, Instagram and Messenger
- Languages
- Replies in each patient’s language, in your practice’s voice
- Appointments
- Answered, confirmed and reminded for every clinician and location
- Bookings
- Online booking and client portal links sent in the chat
- Invoices
- Paid or owed answered, open ones followed up kindly
- Your team
- A shared inbox on web, iOS and Android
Already using WriteUpp’s AI Medical Scribe?
Keep it. The AI Medical Scribe drafts structured notes from your sessions, so clinicians finish their paperwork before the next patient. The AI receptionist covers what happens outside the treatment room: calls and messages, booking guidance, confirmations, video links and invoice follow-ups, all from your WriteUpp diary.
- Your clinic phone and WhatsApp covered between sessions
- Confirmations, reminders and video links for every appointment
- Missed visits and unpaid invoices followed up with care
Built for every kind of WriteUpp practice.
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Solo practitioners
The phone gets answered while you treat, with no receptionist on the payroll.
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Multidisciplinary clinics
Physios, dietitians, podiatrists and counsellors share one front desk that knows every diary.
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Practices with several locations
Each clinic’s address, clinicians and opening hours stay correct in every answer.
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Online therapists
Video links, forms and reminders reach clients wherever they are in the world.
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WriteUpp with WhatsApp, Stripe and HubSpot.
Patients hear from you on WhatsApp, programmes and memberships are paid through Stripe, HubSpot follows each enquiry, and Google Sheets keeps your waiting list.
Outlook
WriteUpp guides
WriteUpp AI receptionist: questions and answers
Is there an AI receptionist for WriteUpp?
Yes. MessageMind’s AI receptionist links to WriteUpp and takes your calls and messages on WhatsApp, SMS, email and web chat. It answers appointment and invoice questions from your WriteUpp diary, sends confirmations, reminders and video links, and guides patients to online booking.
Who answers my phone while I’m with a patient?
The AI receptionist does, in a natural voice. It recognises the caller from WriteUpp, gives their next appointment and texts your booking page when they want another. Anything for a clinician is passed on with a short summary, so you can ring back between patients.
Can patients book online straight from a WhatsApp chat?
Yes, in a couple of taps. The AI receptionist sends your WriteUpp online booking page with the right appointment type and location named, and shares the client portal link for moves and cancellations within your notice rules. Every change made there is confirmed back in the same chat.
Can WriteUpp appointment reminders go out on WhatsApp?
Yes. Every appointment booked or changed in WriteUpp gets a WhatsApp confirmation and a reminder before the day, or an SMS for patients who prefer texts. Patients can reply to confirm, ask a question or ask to move, and the AI receptionist answers at once.
Will it follow up unpaid WriteUpp invoices for us?
Yes. After the number of days you choose, it sends a friendly note naming the session and what is left to pay, and reminds the patient that their payment link is in the invoice email. Questions about fees or payment plans go to your team.
Will patients always get the right clinic address?
Yes. Each WriteUpp location keeps its own address, clinicians and appointment types, and the AI receptionist names the right clinic in every confirmation, reminder and answer, so nobody turns up at the wrong door.
Can it reply in Polish, Punjabi or Arabic?
Yes, and in Romanian, Gujarati and many more. It answers in the language each patient writes or speaks in and keeps your practice’s tone, while appointment details still come from WriteUpp, so times and clinics are right in every language.
Does a clinician still answer questions about treatment?
Yes. Questions about diet, exercises or symptoms go to the clinician treating the patient, with the whole conversation attached. Your clinicians own every judgement; the AI receptionist handles the practical side, from times and addresses to forms and invoices.
What sets the price for a WriteUpp practice?
It comes down to the plan you choose and the number of conversations your clinic handles. Our pricing page sets out each plan side by side, and on a demo we look at your WriteUpp diary together to suggest the right fit.
Is the AI receptionist careful with patient details?
Yes. Conversations are stored on EU servers under GDPR, WriteUpp remains the home of every clinical and billing record, and the AI receptionist confirms who is writing before it shares a single detail.
Your WriteUpp patients, answered before your next session ends.
Show us a typical WriteUpp week on a demo, and we’ll have your AI receptionist ready to answer.