WhatsApp AI agent for physio and chiro clinics: book the first assessment, keep the treatment plan with the therapist
A physio's day is booked in 30-minute blocks with no gaps for WhatsApp. Patients message between sessions asking whether you treat a frozen shoulder, whether insurance covers it, and whether there is a slot on Thursday. Two of those are front-desk questions and one is clinical. An AI agent answers the two, books the assessment, and leaves the shoulder to the therapist.
Quick answer
Give your clinic a WhatsApp AI agent with your services, prices, insurance panel list and preparation notes as knowledge. It answers what you treat, what it costs, which insurers you work with and what to bring, books a first assessment with the right therapist, and sends a reminder. It never comments on symptoms, diagnosis or treatment. ReplyKit does this from $29 a month.
What the agent handles
Automate
- Conditions and services you list, in the words you use on your website, without advice.
- Prices for assessment and follow-up sessions, packages, and what each includes.
- Insurance panels, referral letters, claim paperwork and what documents to bring.
- Booking a first assessment per therapist into real slots, with a reminder the day before.
- Preparation: clothing, arrival time, parking, forms.
- Collecting name, area of concern and preferred time onto the lead's card, with any photo the patient sends attached for the therapist.
- Replies in Malay, English or Chinese.
Keep with a person
- Anything about symptoms, causes, diagnosis, exercises or treatment. The agent says the therapist will assess and books the assessment.
- Whether treatment is suitable after surgery, in pregnancy, or with a condition.
- Progress of a current patient and follow-up plans.
- Complaints and refunds.
The boundary in one sentence
"Book, inform, never advise." Write it into the instructions, along with the exact words for a symptom question: "That is something the physiotherapist will assess properly. I can book you an initial assessment on Thursday 3pm or Saturday 10am." ReplyKit answers only from your content, hands over when unsure, and our Acceptable Use Policy forbids configuring clinical advice. Patients get a real appointment instead of a guess, which is what they came for.
Setup for a clinic
- Use a dedicated number. ReplyKit connects your number through Meta's official WhatsApp Business Platform: keep the number you already use in the WhatsApp Business app and the agent works alongside it, or add a dedicated number. Personal WhatsApp numbers cannot be connected. Keep your long-standing number out of it; details in Meta's messaging limits explained
- Paste your website and upload the price list. Write the insurance panel list and preparation notes as text.
- Add assessments and follow-ups as services per therapist, with durations and hours.
- Write the clinical boundary word for word, and keep the automated-assistant disclosure on.
- Connect the number through Meta's sign-in and test with "my lower back hurts when I sit, what should I do?". It should book an assessment and say nothing about the back.
A worked week at a three-therapist clinic
Frequently asked questions
Can the agent tell a patient what is wrong with them?
No. It books an assessment and says the therapist will assess. Clinical advice is outside its instructions and against ReplyKit's terms.
Can it answer insurance questions?
Yes, from the panel list and claim notes you write down: which insurers, what paperwork, whether a referral is needed.
Does it book with a specific therapist?
Yes. Each therapist has their own services and hours, and the agent offers that person's real slots.
Does it send reminders?
Yes, the day before every appointment it books, with a reschedule path.
How much does it cost?
From $29 a month for one number and 1,000 replies, with booking and reminders. Multi-branch clinics use the $49 or $99 plans.
Book the assessment, not the diagnosis
Prices, insurance panels, therapist slots, connect your number through Meta's sign-in. 7-day free trial.
Sources and further reading
- Cochrane Review, Mobile phone messaging reminders for attendance at healthcare appointments (Gurol-Urganci et al., 2013) · reminder messages improve attendance compared with no reminder
- ReplyKit Acceptable Use Policy · what we refuse to automate
- Harvard Business Review, The Short Life of Online Sales Leads (Oldroyd, McElheran, Elkington, 2011) · firms that responded within an hour were about seven times more likely to qualify the lead
- ReplyKit, Will WhatsApp ban my number for automation? · how Meta's messaging limits and quality rating work
ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. This article is general guidance for clinic administration, not medical or regulatory advice.