AI Agents & Automation

Chiropractic clinic: Rosa, an AI client assistant on WhatsApp and email

Client: Chiropractic clinic · AI Automation

How Wishfy built Rosa for a chiropractic clinic in Amsterdam: an AI assistant that books, moves and cancels appointments in the practice system, answers from approved knowledge and hands sensitive questions to the team.

Headline result: Appointments booked, moved and answered on WhatsApp and email, with the team in charge of anything sensitive

Dramatised illustration: the client and her details are invented.
Channels
WhatsApp · Email (incl. voice notes and photos)
Languages
Replies in the client's language
Connected to
Practice management system · Knowledge base · Gmail · Chatwoot
Availability
24/7, with sensitive cases handed to the team
Location
Amsterdam

The challenge

Clients message the practice at all hours to book a first appointment, move or cancel a visit, or ask about prices, insurance and directions. Every message took the team away from the clients in the room, and evening messages waited until the next morning.

How a request flows

  1. A message arrives

    On WhatsApp or by email, including voice notes and photos. Several quick messages are answered together.

  2. The request is understood

    A booking, a change, a question, an admin task, or something that needs a person.

  3. The client is confirmed

    Rosa confirms who she is talking to before sharing or changing anyone's appointments.

  4. Rosa acts in the practice system

    She offers free slots from the live calendar, books, moves or cancels, and answers from the practice's approved knowledge.

  5. Confirmed, or handed to the team

    She confirms only after the system has, and passes anything sensitive to the team with the conversation attached.

Who does what

AI agent

  • Answers WhatsApp and email, day and night, in the client's language
  • Books first appointments and follow-ups from the live calendar
  • Reschedules and cancels, and keeps a waitlist for earlier slots
  • Answers questions about prices, insurance, policies and directions from approved knowledge
  • Updates contact details and answers invoice and payment questions

Your team

  • Clinical questions: Rosa never diagnoses
  • Complaints, refunds and fee exceptions
  • Anything Rosa is unsure about

Effort moved to the AI agent

Estimate
TaskTypical manual timeNow done by
Reading the message and finding the client~3 minAI agent
Checking the calendar and offering times~4 minAI agent
Booking, moving or cancelling in the system~2 minAI agent
Answering practical questions and confirming~3 minAI agent
Clinical questions and complaintsvariesYour team
≈ 12 minutes of admin per appointment request now handled by the AI agent

How we estimate: Our estimate of the typical time each step takes when done by hand for one appointment request. It is not a measurement: real times vary per request.

Privacy and safety

  • Rosa confirms who she is talking to before sharing or changing anyone's appointments.
  • She never diagnoses or gives medical advice; anything clinical goes to a person.
  • She only says something is booked, moved or cancelled after the practice system has confirmed it.

Built with

n8n workflows, OpenAI language models with speech-to-text and image reading, WhatsApp through Chatwoot, Gmail, the practice's own management system and a searchable knowledge base. The video above is a dramatised illustration: the client and her details are invented.

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