No patient enquiry slips through the cracks.
CareFloww sets up and runs enquiry follow-up for your clinic. Every WhatsApp, Instagram, website, call and walk-in enquiry is tracked until the patient books, so interested patients stop going to the clinic that replied first.
For skin, hair, aesthetic and dental clinics in Bengaluru.
An illustrative example, not a real patient.
Where clinics quietly lose patients
Most clinics don't lose patients at the consultation. They lose them before it, in the gaps between a message and a call back.
Evening enquiries wait
Patients message after work. The reply comes the next afternoon, after they've already heard back from another clinic.
"I'll think about it" is never followed up
Interested patients go quiet, and nobody has a list of who to call back or when.
Booked patients don't turn up
Without a confirmation and a reminder, slots sit empty and nobody knows why.
Start with a free enquiry check
Before we talk about anything else, we find out what happens to an enquiry at your clinic today.
- We send your clinic one ordinary enquiry, the way a new patient would.
- We note how long the reply took, what it answered and whether anyone followed up.
- You get the findings on one page, and keep them whether or not you work with us.
Enquiry check: your clinic
Example findings
| Enquiry sent | Tue, 7:42 pm on WhatsApp, asking about price and Saturday slots |
| First reply | Wed, 1:15 pm (17 hours later) |
| Price shared | No, "please visit for consultation" |
| Slot offered | No |
| Follow-up after 3 days | None |
How it works
We build it around how your clinic already works, then run it for you. Your receptionist changes one thing after each call.
Every enquiry in one list
WhatsApp, Instagram, your website, phone calls and walk-ins land in one place, with no duplicate patients.
An instant reply after hours
Patients who message late get a reply straight away, telling them when you'll call.
Today's calls, ready each morning
Your receptionist sees who to call today and why. Hot enquiries come back sooner, cold ones later.
Confirmed, reminded, reported
Booked patients get a WhatsApp confirmation and a reminder the day before. You get a monthly report.
What changes in your clinic
Nothing new to learn for the patient. Very little for your team.
For your receptionist
A clear list instead of a full inbox
- One screen showing today's calls, with the patient's details and notes.
- Book a slot by picking a date and time; a warning appears if it's already taken.
- Walk-ins and phone calls added in a few seconds.
For you, the owner
Numbers you've never had
- How many enquiries came in, and from where.
- How many booked, how many came in, and how many were lost.
- Why patients didn't book: price, went elsewhere or no response.
Built for small clinics
Clinics with one to three doctors and a receptionist, where enquiries come in on WhatsApp and Instagram and follow-up happens on the reception phone or in a notebook.
- We do the work
- We set everything up, train your receptionist and keep it running. You don't manage software.
- Live within two weeks
- From the day you sign to the first enquiry being tracked.
- Your patients' data stays yours
- It belongs to your clinic, and you get a full copy if you ever stop.
- WhatsApp only with consent
- Patients get messages only after they've agreed to hear from you on WhatsApp.
Questions clinics ask
Do we need to buy or learn new software?
No. We set everything up and run it. Your receptionist gets a simple screen and a short training session, and we stay on hand during the first two weeks.
My receptionist already handles enquiries. Why do we need this?
Your receptionist is busy with the patients in front of them. This gives them a list of who to call and when, and gives you a record of every enquiry, so nothing depends on memory.
Do we have to change our WhatsApp number?
We work with your current WhatsApp setup wherever WhatsApp allows it. If a separate number would work better for your clinic, we'll tell you before you sign.
We get bookings through Practo. Does this replace it?
No. Practo brings patients to you. CareFloww makes sure enquiries from every channel, Practo calls included, are followed up until they book.
How much does it cost?
A one-time setup fee and a simple monthly fee that covers everything, including WhatsApp costs. We quote after the free enquiry check, once we know how your clinic works.
Is patient data safe?
Only your clinic and the CareFloww team can see it. It's used only to follow up enquiries for your clinic, and it's yours to take if you leave.
Book a free enquiry check
Tell us about your clinic. We'll run the check and share what we find, with no obligation.
Email connect@carefloww.com
Message us on WhatsApp