WhatsApp for Clinics: One Number, One Inbox

The problem

When WhatsApp lives on someone's phone, the clinic loses the thread

Patients message the number they have. If that number is a personal handset, replies wait for one person, nothing reaches the record, and nobody else can pick up the conversation.

78.6%

Attendance with text reminders, up from 67.8%

In a Cochrane review, attendance rose from 67.8% to 78.6% when patients received a text message reminder, at a lower cost than phone calls.

Source: Cochrane review, 2013

Replies read and ignored

An enquiry answered hours later from a personal phone is an enquiry that books elsewhere, and the clinic never sees that it was missed.

No record of what was said

Confirmations, cancellations and questions answered on a handset leave nothing on the patient file and nothing to hand over when staff change.

WhatsApp first, SMS fallback

The same reminder on WhatsApp, SMS and email

Switch channels to see how a reminder, a reply and a confirmation look on each one. Patients who aren't on WhatsApp get the SMS automatically, and every version lands on the same record.

Same inbox, same record

Plain text, delivered through Twilio. Patients answer with a word, and the answer updates the appointment.

Reminder sentSMS
Patient repliedSMS
ConfirmedRecord + calendar

How it works

Up and running in three steps

Connect your number, import patients, go live.

Connect your clinic number

Bring your existing WhatsApp Business number or set up a new one; SMS and verified email connect alongside it.

Import patients and choose templates

Bulk CSV import with tags and groups, then pick reminder, confirmation and results-ready templates in Arabic and English.

Go live with reminders and the shared inbox

Automated reminders start sending on your schedule, and your front desk answers replies together with the history on every record.

WhatsApp for clinics, in detail

Everything a clinic sends on WhatsApp, done properly

Reminders, replies, campaigns and consent that all share one patient record.

Automated reminders and confirmations

Rules decide who gets what and when: a reminder three days out, a confirmation request the day before, a results-ready notice the moment a report is filed. Patients confirm or ask to move with one tap, and the diary updates.

Reminder rules per appointment type and location
One-tap confirm, cancel and reschedule replies
SMS fallback for patients who aren't on WhatsApp

See it in a demo

A shared inbox your whole front desk can answer

Every WhatsApp, SMS and email thread arrives in one inbox. Assign conversations, see who is handling what, and reply as the clinic rather than as a person, so nothing waits on a single phone.

Assign, triage and reply as a team
Full conversation history on the patient record
Read receipts so you know what has landed

See it in a demo

Campaigns, recalls and results-ready notices

Send recall reminders, seasonal campaigns and results-ready notices to tags and groups, with timezone-aware scheduling and delivery reporting that shows what reached each patient.

Target by contact groups and tags
Rate-limited, timezone-aware delivery
Opens, replies and opt-outs in one view

See it in a demo

Consent, opt-outs and the audit trail, handled

Consent is recorded on the contact, opt-outs are honored automatically through suppression lists, and every message is logged with who sent it and when, so the clinic can always show what was said.

Consent and opt-out tracked per contact
Suppression lists applied before every send
Every message logged on the record

See it in a demo

Security & reliability

Built for healthcare, trusted with patient data

Defence in depth, from the first message to the last record. This is how we operate, not a badge.

Encrypted in transit and at rest

Connections use current TLS with HSTS, and stored data is encrypted with keys managed by our cloud provider.

Least-privilege, role-based access

Permissions come from defined roles, privileged access needs multi-factor authentication, and rights are reviewed regularly.

Monitored and logged

Security-relevant events are recorded, retained and reviewed so unusual activity can be investigated quickly.

Backed up and resilient

Critical data is backed up regularly and protected like production, with processes to restore service after a disruption.

Hosted where you need it

UK clinics are hosted in the UK by default; deployment in other regions, including the UAE, is available on request with the same protections.

Connected to your systems

Capra connects to the record, calendar, accounting, messaging and claims systems you already run; integrations are built with you during onboarding.

Works with the tools you already use, with human support in UK and UAE hours

Google Calendar
Microsoft Outlook & Teams
SMS (Twilio)
WhatsApp Business
Email (DKIM verified)

See every integration Read our security practices

FAQ

Questions, answered

Can we use one WhatsApp number for the whole clinic?

Yes. Capra connects WhatsApp Business on your clinic's own number, and your whole team answers it from one shared inbox. Staff don't use their personal phones, and when someone changes role the conversations stay with the clinic.

What if a patient doesn't use WhatsApp?

They get the same message by SMS. Capra sends WhatsApp first and falls back to SMS automatically, with email available as a third channel, so every patient is reached on something they already have.

Do patients need to opt in?

Capra records each patient's messaging consent on their contact record and only sends to patients who have agreed to be contacted. Opt-outs are tracked the same way and applied automatically, so your team never has to remember who said no.

Can staff reply from a shared inbox instead of their own phones?

Yes. The shared inbox is built for teams: assign conversations, see who is handling what, and reply across WhatsApp, SMS and email together. Every reply is sent as the clinic and saved to the patient record.

Is every WhatsApp message stored on the patient record?

Yes. Inbound and outbound messages, confirmations and reminders are threaded to the patient's record with who sent them and when, so clinical and front-desk staff see the same history.

Can templates be in Arabic and English?

Yes. Reminder, confirmation and results-ready templates can be kept in both languages, and each patient's preferred language is stored on their record so they receive the right one.

What can we send over WhatsApp?

Appointment reminders and confirmations, reschedule links, results-ready notices, recall and campaign messages, and two-way replies from the shared inbox. Templates keep every message consistent and on-brand.

Does it connect to our existing calendar and patient system?

Yes. Capra syncs two-way with Google Calendar and Microsoft Outlook and Teams today, and connects to your existing patient record, practice management or EHR system through an integration scoped and built with you during onboarding, backed by human support in UK and UAE hours.

Explore more