Your AI Chatbot
— Questions Answered
Your AI chatbot is always on.
Powered by your practice’s own knowledge base, it answers the questions potential new patients are asking most — any time of day, any day of the week, whether your office is open or not.
It can even book new patient appointments on your behalf, using up to five dedicated weekly slots you set during onboarding.
The result?
More lead conversions happening around the clock, without any extra effort from your team.
General
About Your AI Chatbot
What is the AI Chatbot and what does it do?
Your AI Chatbot is an intelligent, always-available assistant that lives on your website and engages with potential new patients on your behalf. It draws from your practice’s own knowledge base to answer common questions — about your services, office hours, location, and more — even when your office is closed.
Beyond answering questions, the chatbot can accept new patient appointment bookings directly, helping convert website visitors into booked patients without any manual effort from your team.
When is the chatbot available?
Your chatbot is available 24 hours a day, 7 days a week — including evenings, weekends, and holidays. It doesn’t take days off, so your practice is always accessible to potential new patients, even when your team is not.
The chatbot is trained on your practice’s own information, so it can answer the questions new patients ask most often, such as:
- What services does the practice offer?
- What are the office hours and location?
- Do you accept my insurance?
- How do I schedule a new patient appointment?
- What should I expect at my first visit?
How does the chatbot know information about my practice?
During onboarding, your practice’s information is used to build a custom knowledge base that powers the chatbot. This ensures the answers it provides are specific to your practice — not generic responses.
If your practice information changes, you may need to reach out to your support team to update the knowledge base so the chatbot stays accurate.
Appointment Booking
Managing Your Booking Slots
How does appointment booking through the chatbot work?
The chatbot can accept new patient appointment bookings directly through the conversation. When a potential patient expresses interest in scheduling, the chatbot presents your available appointment slots and guides them through booking — all without any involvement from your front desk team.
Once a slot is booked, it is automatically removed from the available options so the same time can never be double-booked.
How many appointment slots can I offer through the chatbot?
You can set up to five standard new patient appointment times per week. These are dedicated slots specifically for new patients booked through the chatbot.
These five weekly slots are set by you and managed entirely within your dashboard — your support team does not manage these on your behalf.
How do I set or update my appointment slots?
Your appointment slots are managed directly in your dashboard. You have full control to set, change, or remove your available times at any point. Here’s how:
- Log in to your dashboard
- Navigate to the Chatbot Booking section in the main menu
- Add, edit, or remove your available appointment times
- Save your changes — updates take effect immediately
Note: The Chatbot Booking section is currently being finalized in your dashboard. If you don’t see it yet, it will be available soon — we’ll notify you when it’s live.
What happens when a patient books one of my slots?
When a new patient successfully books an appointment through the chatbot, that time slot is automatically removed from the available options. This prevents double-booking and keeps your schedule accurate in real time.
You will be notified of the booking so your team can prepare accordingly.
Does the Client Support Team or my Digital Marketing Specialist need to manage the appointment slots for me?
No — you own and manage your appointment slots directly. Your support team does not set or adjust these times on your behalf. This puts you in full control of when new patients can book through the chatbot.
If you have questions about how to navigate the booking section of your dashboard, our team is happy to walk you through it.
Can I temporarily turn off appointment booking?
Yes. If you need to pause new patient bookings — for example, during a staff transition, a holiday closure, or a high-volume period — you can remove all available slots from your dashboard. When no slots are available, the chatbot will not offer booking as an option.
Simply re-add your slots when you’re ready to resume accepting bookings.
Customization & Branding
Making the Chatbot Yours
Can I give the chatbot a custom name and photo?
Yes — the chatbot doesn’t have to be “Samantha” or any default name. You can give it a name that fits your practice’s personality and upload a custom photo or avatar to match your brand. These are set up during your onboarding process.
If you’d like to change your chatbot’s name or image after launch, reach out to your support team and we can make that update for you.
Can I update or edit the chatbot's responses over time?
Yes. You can make edits to the questions and responses in your chatbot over time as your practice evolves. Whether your services change, your messaging shifts, or you simply want to refine how the chatbot communicates — those updates can be made.
Reach out to your support team to request changes, and we’ll work with you to keep the chatbot accurate and aligned with your practice.
How does the chatbot reflect my practice's voice and tone?
The chatbot is shaped by two things: the way your practice answers its onboarding questions, and the tone already present on your website. Together, these give the chatbot a foundation that reflects how your practice already communicates with potential patients.
The goal is not to replace the warmth or personal touch your team brings — it’s to capture the patients who reach out after hours or who might otherwise never follow through. The chatbot opens the door; your team creates the experience once they walk in.
Will I receive transcripts of chatbot conversations?
Yes — transcripts of chatbot conversations can be sent to your email, giving you visibility into the types of questions potential patients are asking and how the chatbot is responding. This is a helpful way to review the chatbot’s performance and spot any areas you’d like to refine over time.
Ask your support team about setting up transcript delivery if it isn’t already configured for your account.
Yes — your chatbot can be set up to collect a visitor’s name and email address at the start of the conversation, before the booking flow begins. This means that even if someone doesn’t complete a booking, their basic contact information is still captured.
If contact capture is a priority for your practice, let your support team know during setup and we’ll make sure this is configured for you.
Special Situations
Practices with Multiple Locations
I have multiple locations — how does appointment booking work?
If your practice has more than one location, the chatbot can still help guide patients toward booking — though the approach may look a little different than a single-location setup.
To make sure patients are directed to the right location and don’t accidentally book at the wrong office, we may set up the chatbot to guide them to your Contact Us page for each location, where they can request an appointment with the correct office directly.
Our team will work with you during setup to determine the best approach for your specific situation.
Can the chatbot link to my existing online booking system?
Your existing online booking is still available through your Contact Us page, so patients always have a path to it. The chatbot’s built-in booking slots are designed as an additional conversion channel — they capture patients who are engaging with the chatbot in real time and are ready to book right in that moment, without needing to navigate elsewhere.
Linking the chatbot to an external scheduling system isn’t our recommended setup, as it can interfere with the chatbot’s booking workflow. If you have questions about how your setup is configured, please reach out to your support team.
Getting Started
Setup & Access
Where do I find the chatbot booking feature in my dashboard?
The Chatbot Booking feature will appear as a top-level item in your dashboard’s main navigation menu — similar to how other features like “Get Reviews” and “Get Social” are displayed. You won’t need to dig through sub-menus to find it.
This feature is currently being finalized. If you don’t see it in your menu yet, it will be added soon. Watch for an announcement from our team.
How was my chatbot set up?
Your chatbot was configured during the onboarding process by our team. As part of setup, your practice information was used to build the knowledge base that powers the chatbot’s responses, and your initial appointment slots were established.
If you need to revisit or update any aspect of your chatbot’s setup, please reach out to your support team.
What do I do if the chatbot gives an incorrect answer?
If you notice that the chatbot is providing outdated or inaccurate information, please contact your support team. We can review and update your knowledge base to ensure the chatbot reflects the most current details about your practice.
