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.

Yes: you dictate it as a WhatsApp voice note on your way out of the surgery. «Put Carmen down for two fillings at sixty on thirty-six and thirty-seven, and a hygiene visit» is enough. ClaudIA sends the plan back itemised — every treatment, how many, the price, the teeth and the total — and saves nothing until you have read it and said yes; if anything came out wrong you see it there and correct it before it exists. Prices come from your own treatment list, and if you dictate a different one it uses yours; if a treatment has no price set, it tells you instead of leaving it at zero. The plan lands in your dashboard as a draft and, once you have shown it to the patient, ClaudIA takes over the follow-up: that is the part that leaks the most money in a practice. It comes with the WhatsApp orders channel, at no extra cost.

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 eight things: move an appointment, book a new one, cancel it, block off a slot in the diary, message a patient, open a record for a first-time caller, mark somebody down as a no-show and draw up a treatment plan you dictate to it. 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 or through a private link the patient opens on their phone, and it keeps its status where the whole team can see it. The same plan records how it will be paid — in full or in instalments, on the dates the clinic decides — and each payment is taken from the till. Once accepted, each phase's appointments are booked from the plan itself. And if it stalls, it also follows it up, without naming the treatment or the amount in the messages.

Four tabs, all for the same period and against the previous one: Calendar (treatments, dentists and which days and hours fill up), Treatment plans (acceptance, value by status and how much of what was accepted has been collected), Patients (new ones, where each came from and who comes back) and Revenue (by treatment, by dentist and by payment method). Everything downloads as Excel or PDF, and the day's summary reaches you every morning.

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.

Voice runs today on a Spanish number, so it's live for practices in Spain, where the divert is a local call; here it arrives 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.

It chases it for you, which is where a practice leaks the most money. It messages the patient on WhatsApp after however many days you choose — fifteen by default, counted from the day you presented it — and, if there is still no word, sends a reminder a few weeks later. You decide both intervals and how many nudges you want: two, one, or none if you would rather handle it yourself. The message never names the treatment or the amount: what it carries is the private link to their plan, which expires and asks for the last four digits of their phone, so forwarding it to somebody else gets them nowhere. And it stops the moment there is any sign of life: if the patient already has an appointment nobody chases them, if they reply anything at all — «I'm still thinking about it» counts — the machine steps aside and the thread is yours, and if the price has expired it does not insist, because asking somebody to accept terms that no longer exist is worse than not writing. Your dashboard shows where each one stands at a glance: who has replied, who has opened the link and how many times — going back for another look is the strongest sign they are deciding — and which ones have gone quiet for weeks. Plus a figure, in euros and on its own, for what the follow-up has recovered: what your team closes at the front desk is counted separately, so you can see what each one contributes. You pick the wording from three reviewed versions — warm, plain or brief — with the full text in front of you before you decide: the message is signed by your practice, not by us.

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.

Yes, site by site: each with its own WhatsApp, calendar, team and dashboard, with the same assistant and the same standard of care in all of them. A single view bringing every site into one dashboard isn't there yet: it's part of the product plan. If you run a group, tell us and we'll set it up with you.

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

Always. ClaudIA introduces itself as the clinic's digital assistant in its first message and says so if asked, as the European AI Act requires. And as soon as someone on your team joins the conversation, ClaudIA steps aside.

Yes. It connects from the dashboard in one click: every appointment ClaudIA books also appears in your Google Calendar, and whatever your team writes there by hand ClaudIA treats as busy time, so it never offers slots that clash with what is already there.

No. If a phone number has several people linked to it, ClaudIA asks who the appointment is for, offering the known names; if it is someone new from the same family, it creates their record asking only for the name. Each patient has their own record and history —the daughter's check-ups do not mix with the father's— and reminders name the specific patient: «Lucía's appointment, tomorrow at 10:00».

Yes. You state how often the visit repeats and how many sessions the treatment has, and ClaudIA finds a slot for each one, keeping that interval and the assigned dentist's diary. If a date has no free slot, it says so and suggests the closest one instead of skipping it. The whole series goes into the diary and each session is moved or cancelled separately.

Yes, from Marketing: a move, a change of hours, a new dentist. Write the message once —with each patient's name filled in automatically—, choose who it goes to (your whole patient list or those who had a specific treatment) and ClaudIA sends it staggered, between 10:00 and 21:00 and only to people who have agreed to receive messages. Like everything that leaves the clinic through this channel, the message names nobody's treatment.

Both. You choose who it reaches by combining conditions: who hasn't been in for X days, who had a particular treatment, who has NEVER had it, who has a treatment plan presented and unanswered for days, who accepted one and never started, whose birthday falls this month, who carries a tag of yours. Before anything goes out, press «See how many it would reach»: it gives you the number and who is left out and why, so a badly set filter shows up before the first message. Once you land on a combination that works, you save it with a name and reuse it. And if you want, the campaign fires on its own each day to whoever enters that group: the first pass sends nothing, it just counts the reach and tells you; there is a daily cap, one batch a day, and the same person is never messaged twice within a fortnight. As with everything that leaves the practice on this channel, the message never names anybody's treatment.

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.

Whenever you like, without asking us. From your dashboard you download your patient list and your entire diary —every appointment, past and future— in a file that opens in any spreadsheet. There is no minimum term, no notice period of months, and you do not need to be up to date with payments to download it.

Yes. In Access each person has their own account with a profile: Co-owner (your partner: the same as you, including access and payment), Manager (runs the whole clinic except access, the contract and payment), Employee (the whole team's calendar, conversations, patients, packages and taking payments at the till, without seeing the clinic's money or issuing refunds) or Guest (view only, changes nothing and cannot export: for your accountant). You remove access or reset their password instantly, without ever sharing yours.

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.

As soon as 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.

Yes: ClaudIA Dental serves clinics in Spain and in Latin America, and each country site publishes its prices in its own currency. What is Spain-only today is the phone line with voice, because it depends on a Spanish number; WhatsApp, Instagram, the diary, reminders, recalls, treatment plans and the till work the same from day one.

Three things you already have: the clinic's WhatsApp number (the usual one), your treatments with their duration, and each dentist's hours. Nothing to install. We set it all up with you during the demo, and your patients are imported from your current program in ten minutes.

Yes. Ask for a demo and you will see ClaudIA at work with your treatments and your hours, with no commitment. The home page also has a demo clinic you can message on WhatsApp as if you were a patient: it is the same ClaudIA with a test diary. And the first month is free.

People. Support is included in the fee and is opened from your own dashboard, with the history of every request; if something fails it is logged, so you can see what happened and when. There is also a guided setup assistant and a help centre with short guides to what is asked most.

Yes. Each appointment is charged from its own record, with one or several methods and in the currency the patient uses —dollars and bolivars on the same receipt, each payment with its rate—; the receipt is printed, sent on WhatsApp or by email with the clinic's identity, and when the day is closed the cash count flags any difference, currency by currency. In Spain the till already works: it hands out payment receipts and the accountant gets the summary by day, by payment method and by VAT rate. The simplified invoice that meets the regulation is being prepared, with nothing for the clinic to send to the tax agency.

It is switched on per clinic from your dashboard. When you activate it you choose your till's currency and your payment methods are created for you (cash, card, bank transfer…), which you adjust in Till → Settings: the name, whether they need a reference and which ones are active. Every morning you open the till with the cash you start with and, from then on, the count keeps itself.

From the diary, open the appointment and tap “Charge”: it comes in with the treatment, its price and the patient's name. For a walk-in sale go to Till and pick from your catalogue or type the line. You mark who did the work, add a tip if there is one and choose how they pay: one or several methods. The charge button only lights up when the payments match the total, so nothing is charged over or under.

When you charge you choose: print it on any printer you have, send it by WhatsApp to their number or by email, and you can use several at once. It goes out with your clinic's name, address and phone number, in the style you pick in Settings. From the day's ticket list you reprint or resend it whenever you need to.

Yes to both. To sell a package you pick the patient's record, tap “Sell a package” and the package is recorded in their name with its ticket; when they come in, the session is charged against the package and one comes off. To refund, from the ticket you give the reason and how much (all or part): a negative credit note goes out through the same methods, nothing is deleted and the count balances itself.

Yes. In Products, next to the Till, you add what you sell at reception —toothbrushes, water flossers, mouthwashes, toothpastes— with its price, its brand and its barcode. At the till you add it to the same ticket as the treatment, searching by name or with a barcode reader, and its stock goes down automatically; it comes back if you refund the whole ticket. Deliveries and stock counts are recorded with one button, every change is logged, and you are warned about anything below its minimum.

Yes, without touching the amount. With the till issuing invoices, “Reissue with another description” produces, in one go, a corrective invoice that cancels the original and a new one for the same amount, with the description the insurer asks for and the date of the visit, stating what it replaces: that is the one the patient submits for reimbursement. No money moves, and your day's close and your accountant's book stay the same. The new description states the same treatment more precisely, and the original invoice stays on record with the reason for the change.

In Till → Settings create a payment method of type “insurer” with its name. When you charge the visit with that method no ticket is issued: a visit voucher goes out, VAT-free, stating it is not an invoice, and it goes entirely to the insurer; if the patient pays a share, that is charged on a separate ticket. In the till you see what each insurer owes you and, when they pay, you mark it with the payment reference. Invoicing the insurer stays yours; ClaudIA keeps the tally.

You count the real cash and type what you counted for each method. If it balances, it closes; if something is short or over, it closes anyway, tells you by currency and it is recorded. Every close is sealed and you can see it and print it again from “Previous shifts”, with its count: how much came in by card on Tuesday is no longer something to hunt for.

A monthly book with one row per charge: date, number, patient, what was done, who did it, payment method and the treatment's VAT rate (exempt or 21%); and at the end the summary by day, by method, by professional, by VAT rate and what is billed to insurers. You see it and download it in Till → “For your accountant”, and one button sends it to your accountant's email whenever you choose. It is the spreadsheet you used to build by hand, done for you.