Match each patient to the right doctor and service

Patients who are not sure whom to see get a clear, honest suggestion and a booked slot, not a list of every doctor.

Good for

• Polyclinics
• Aesthetic clinics
• Dental centers with several specialties

The situation

“Which doctor should I see for this?” is one of the most common questions a clinic gets, and one of the slowest to answer by phone. Patients also have preferences: a female doctor, a particular specialist they heard about, or a morning slot. Your agent can ask two or three questions, match them to what you really offer, and hand over to booking.

How it works

CustomerDescribes what they want treated

tkanaSuggests one fitting service from your descriptions

tkanaNames the doctors who provide it and asks for a preference

tkanaOffers free times with the chosen doctor and books

From question to the right doctor

What the conversation looks like

Customer: I have acne scars. What do you offer, and is there a female doctor?

Agent: Have you had any scar treatment before?

Customer: No, this would be the first time.

Agent: For acne scars, a consultation with our dermatology team is the right start, so the doctor can choose the treatment. Dr. Sara and Dr. Hind both see these cases. Do you have a preference?

Customer: Dr. Sara, please.

Agent: Dr. Sara has Sunday at 11 am or Tuesday at 5 pm. Which suits you?

What you switch on

1. Describe your services in your knowledge base: what each is for, who it suits, and its duration. Add a one-line profile of each doctor if you want the agent to say what each is known for. See Add a document to your knowledge base.
2. Link each doctor to the services they provide, as resources with weekly schedules. See Set up your services and resources.
3. Install Book appointments, so the agent names only the doctors linked to a service and offers only times that are really free.
4. Tell the agent how to guide undecided patients in Additional Guidelines, for example “When a patient is not sure what they need, ask up to two short questions, suggest one service from the knowledge base, then name the doctors who provide it and ask for a preference.”
5. Add clinic rules to Additional Guidelines, for example “Never suggest a treatment for a child under 12; pass these to reception”. See Write your content, FAQs, and guidelines.

What your team sees

• Bookings with the right doctor in the calendar, filtered by resource. See Manage bookings in the calendar and pipeline.
• The conversation behind each booking, so the doctor can read what the patient asked before the visit.
• Contact reasons on your dashboard, showing which treatments patients ask about most. See Understand contact reasons, pain points, and sentiment.

Tips and limits

Caution

Your agent is not a clinician. It never diagnoses, never promises a medical or cosmetic result, and recommends only services you actually offer. Anything that needs a medical judgment should go to your team; see Hand sensitive questions to your staff.

• The agent names only doctors linked to the requested service, and never invents availability.
• It mentions price and duration only when both are in your knowledge base.
• If your clinic uses request mode only, install Request appointments instead of Book appointments. The agent can still suggest a service and take a request, and your reception picks the doctor when confirming.