Frequently asked questions

No, and we don't want it to. ClaudIA answers when the clinic isn't there or can't: at night, on public holidays, when there's someone at the front desk or the phone won't stop. Your receptionist sees every conversation in the dashboard, can take over any chat in one click, and arrives each morning with the appointments already booked and confirmed. It's an assistant for your team, not a replacement.

No, and it's the first thing you should ask any assistant. The underlying problem is that a treatment doesn't always take the same: a root canal on a molar isn't the same as on an incisor, and a first visit with radiographs isn't a routine check-up. In ClaudIA each treatment can have its own durations, and the assistant asks which one before booking instead of getting it right by luck. Each dentist has their own diary and their own treatments. First visits carry extra margin. And a watchdog goes through the appointments every day and flags any that comes out shorter than that treatment needs: getting it right isn't enough, it has to show the day it fails. All you have to do is write down the real timings of your treatments and which dentist does each one — half an hour, once.

No, and almost nobody asks this before signing. The moment somebody at the practice replies in a chat — from the dashboard or from the practice's own WhatsApp — ClaudIA pauses in that conversation and goes quiet: if it kept writing at the same time, the patient would get two voices and trust neither. And it doesn't come back on its own: that conversation belongs to the team until somebody presses «Reactivate». Meanwhile it stays flagged in the dashboard so nobody skips it, and every other conversation carries on as normal.

Yes. You reply in the same chat where ClaudIA alerts you and tell it what you want in your own words: «move my twelve o'clock patient to five», «block Thursday afternoon, I have a conference», «tell Gabriel he can come in at nine tomorrow». It can do five things: move an appointment, book a new one, cancel it, block off a slot in the diary and message a patient. When it moves or cancels, it tells the patient about the change itself.

You see it before anything happens, because it never acts first time round: it sends back exactly what it is about to do — the patient's full name, the day and time before and after — and waits for your confirmation. If it isn't what you meant, you say no and it's dropped. That confirmation expires after ten minutes, so a yes the next morning doesn't move anybody's appointment. It also respects the same rules as your diary (it won't double-book or ignore your hours), it won't message any patient in the middle of the night — it says it will send it after eight — each team phone can have different permissions (reception moves and books, but doesn't cancel or message patients) and everything is kept in the practice's records.

Never. It's a hard design line: it doesn't assess symptoms, doesn't interpret photos or X-rays and doesn't comment on medication or severity. Faced with a possible emergency it offers the first available appointment and alerts your team straight away — the clinical decision is always your dentists'.

ClaudIA answers with empathy and without judging how serious it is, offers the first appointment available that day and leaves the alert ready for your team with the name, the phone number and the reason exactly as the patient described it. If the patient considers it an emergency themselves, it tells them to go to an emergency service. And if your clinic has set aside emergency slots (it takes a minute, under Assistant & settings), it can give them one on the spot even when the rest of the diary is full: these are windows ClaudIA holds for exactly this, and if nobody needs them they free themselves up a few hours ahead — you never lose the chair.

It thanks them, says the dentist will look at it during the appointment, and offers a slot. It never comments on or assesses what the photo shows: an image of a mouth is health data and reading it is a professional's job, in person.

No. ClaudIA connects to your existing WhatsApp by scanning a QR code, in two minutes. The number stays yours, your team can keep using it as normal and can disconnect ClaudIA whenever they want.

It depends which route they connect you through, and almost nobody asks. There are two. Through Meta's official WhatsApp Business API: an outage or a policy change at Meta affects you, and you also get the 24-hour window — outside it you can't message a patient except with approved templates, which is what ruins half of all reminders. The other route, which is the normal one in ClaudIA, is the session of the practice's own WhatsApp, linked with a QR code: it doesn't depend on Meta's API and has no 24-hour window, so reminders go out to patients who haven't written in for months. Always ask before signing with anybody, because it changes far more than a technical detail.

No. ClaudIA doesn't replace your practice software: it works alongside it. Your software keeps the clinical records, the charting and the invoicing; ClaudIA handles what your software doesn't — WhatsApp, confirmations, recalls and the relationship with the patient. To get started you import your patients from a CSV in 10 minutes — or straight from your phone's contacts if you've never had software — and ClaudIA's calendar syncs with Google Calendar so everyone sees appointments where they always have.

For reception, the calendar by dentist, patient records, treatment plans, recall and reports, yes: it's all inside. For the clinical side — odontogram, radiology, clinical records — no, because that's a different category of software; ClaudIA works alongside it. It can import your patients from whatever you use now.

It builds them. The plan is put together in phases — what comes first, what comes next and what can wait — it comes out as a PDF carrying the clinic's identity, and it keeps its status where the whole team can see it. Once accepted, each phase's appointments are booked from the plan itself. And if it stalls, then yes, it also follows it up, without naming the treatment or the amount in the messages.

Takings for the period against the previous one, occupancy by dentist, treatment rankings, new patients and where each one came from, and the daily summary every morning. You filter them by whichever periods you choose.

Yes, and on your clinic's own page: your logo, your colour and your details, not ours. The patient picks a treatment, a dentist and a time, and the appointment lands straight in your diary — no apps, no sign-ups and no booking commission. You set it up in «Assistant and settings → Online booking», and it's worth checking four things before you share the link: your treatments with a price and a DURATION (the duration is what decides whether the appointment fits), each dentist's hours, your logo and colour, and the page's two settings — how far in advance someone can book and how many days ahead. That same screen has ready-made links for Instagram, Facebook, your Google listing and your website, an A5 poster with your QR code for the door, and a snippet to paste into your website that adds a fixed «Book an appointment» button. Two things worth knowing: the slots you keep for emergencies are NOT offered on the page — they stay yours for pain — and the page does not assess symptoms: someone in pain should call or message, which is where your team sees them straight away.

Yes, without typing a single one. Under «Patients» you press «Import from phone» and the dashboard gives you the exact steps for your handset. On Android: Contacts → the three dots ⋮ → «Import/Export» → «Export to .vcf file» (it saves to Downloads). On iPhone you have to go through iCloud, because the Contacts app won't export them all: open icloud.com/contacts in Safari, sidebar → «All contacts» → options → «Select all» → «Export vCard». You upload that file and you'll see your address book with EVERYTHING unticked: you tick only your patients, with a search box to move fast. The supplier and the bank stay out.

No, and it doesn't depend on you getting it right: the system prevents it. ClaudIA sends no marketing message at all to a record that came from your phone's contacts — no campaigns, no check-up recalls, no loyalty alerts — until that person writes to the clinic or an appointment is created for them. It works on its own, with nothing to configure and no way to switch it off by mistake. Operational messages do go out: if you book them in, they get that appointment's reminder, because that isn't marketing.

The same day. Your WhatsApp is connected with a QR code, you set up your treatments, dentists and opening hours with the guided assistant in the panel, and ClaudIA starts answering. Nothing to install and no change to the way you work.

Today, in Spain only. Voice runs on a Spanish number, so diverting your clinic's line from another country would be an international call charged to you on every ring — we'd rather not offer it than sell you that. We'll offer it here as soon as we have a local number; everything else works from day one.

Before each appointment it sends a reminder that invites the patient to confirm, change or cancel by replying to that same message. Whatever the patient decides is handled there and then: the confirmation is marked in your calendar, a change is rebooked and, if they cancel, that appointment is offered automatically to the waiting list.

The invitation to come back. ClaudIA spots patients whose last visit was months ago and who have no future appointment, writes them a friendly invitation to their check-up and books it in the same conversation. It sends one invitation and, if there's no reply, a single gentle reminder two weeks later — no pestering. Your dashboard shows recalls sent and appointments won.

On its own, end to end. If a patient asks for a slot and there isn't one, ClaudIA offers to put them on the list — and your team can add anyone from the dashboard. When a slot frees up (a cancellation, or an appointment moved to another day), ClaudIA checks that the time is still free in that doctor's diary and messages ONE patient only: whoever fits best by treatment, day and preferred time — and urgencies go first, ahead of seniority. If they reply, it books them that slot in the same conversation and their wait closes itself. If a few hours go by with no reply, the slot moves on to the next in the queue, and whoever didn't answer goes back to their place without losing seniority — and without being offered the same slot twice. Your dashboard shows every step: who's waiting, who was offered which slot and how long ago.

You record the plan yourself after the assessment, and ClaudIA follows up on the ones left hanging: a nudge after a fortnight and a reminder three weeks later, without ever naming the treatment or the amount. When you mark it as accepted, the follow-up stops and you get a task in the dashboard to put a date on it: ClaudIA writes nothing at that step — a person on your team does it, because many plans are closed at the front desk or on the phone, where the appointment is made on the spot, and because a treatment with several phases isn't an appointment a machine should be placing. In Treatment plans you always have the list of accepted ones with no appointment yet, so none of them goes cold.

Yes, two ways, and without treading on ClaudIA. From the dashboard, any conversation can be paused and resumed with one button. And if someone on the team replies straight from the clinic's WhatsApp, ClaudIA steps out of that conversation on its own (and comes back after a while, with nobody having to remember) — that message is also saved in the dashboard, so the thread reads in full.

It can be used site by site: each with its own WhatsApp, calendar, team and dashboard. What doesn't exist yet is a single view bringing several sites into one dashboard, or a calendar shared between them — that's on the product plan, not available today. If you run a group, tell us and we'll look at it case by case.

It answers each patient in the language they write in. The default tone is formal and can be adjusted to your clinic's habits.

On servers in Europe (Frankfurt), and only scheduling data: name, contact details, appointments and preferences. ClaudIA doesn't hold clinical records and doesn't ask for medical history over chat.

We put together a proposal based on the size of your clinic and the number of sites. Ask for a demo and we'll bring it ready, with no commitment.

If you're a small practice, with few visits a day, reception present all day and no out-of-hours calls — don't buy it. A free booking link solves the same thing and you save the subscription; we'd rather tell you here than charge you for three months so you reach the same conclusion yourself. The sums change when one of these three shows up: calls are missed while the team is chairside, there are accepted treatment plans that have gone weeks without being booked, or the recall patients haven't been called in a year. There, a single treatment won back per month already pays for it several times over.