Reception is the busiest desk in any clinic. The phone keeps ringing, WhatsApp fills up with "When is the next slot?", "How much is a consultation?" and "Do you take my insurance?", and the receptionist is trying to serve the patient in front of her while three more wait on hold. At the end of the day there are no-shows nobody followed up, and after-hours calls that were never returned.
Patients in Saudi Arabia and the Gulf expect to book on WhatsApp, get a reminder before the visit and reach a person even at peak times. Klamna is built to make that possible without adding headcount to the front desk.
How Klamna runs your clinic's front desk
WhatsApp and calls in one inbox
WhatsApp (the official Meta API or a QR-linked number), phone calls, Instagram and website chat all land in one shared inbox. Every conversation is matched to the patient's record by phone number, so staff see history and past appointments before they reply.
A call centre that tames the rush
One number with an IVR menu that sends callers to booking or enquiries, a queue that tells patients their position, and a callback option instead of a long wait. Working-hours rules and voicemail switch on automatically after hours, and every missed call is one click away from a return call.
Appointments by doctor and specialty
A calendar per doctor or specialist with working hours, visit types and durations. Patients get a WhatsApp reminder before the visit and confirm or cancel simply by replying.
An AI receptionist
With the AI add-on (running on your own OpenAI account, so you control the cost), an AI agent answers WhatsApp and phone calls in natural Saudi Arabic or English. It answers only from the knowledge base you write, books, moves and cancels appointments, never invents prices or promises, and hands over to a person whenever needed.
Automatic confirmation calls
A dialer campaign calls tomorrow's appointments, confirms them in a natural voice and updates the booking based on the patient's answer, respecting calling hours and your do-not-call list.
Invoices and follow-up
When you need them, issue ZATCA-compliant tax invoices (Fatoora phase 2), log complaints as tickets with SLA timers, and send a satisfaction survey after each call or chat.
What the clinic template sets up in minutes
Pick "Clinic" at sign-up, enter your clinic name, opening hours and specialties, and Klamna creates:
- A Reception team and a matching call queue.
- Labels such as New patient, Insurance and Complaint, plus wrap-up codes for booked, moved and cancelled appointments.
- Canned replies for welcome, opening hours, booking requests and location.
- Visit types: consultation, follow-up and advice session.
- Starter knowledge-base articles: about the clinic, prices and insurance, appointment policy.
- An AI receptionist called "Sara" with clearly limited permissions you can adjust.
- A draft campaign to confirm tomorrow's appointments, and WhatsApp templates for booked, reminder and cancelled.
Everything is created as ordinary, editable records you can change or delete at any time.
A typical day (illustrative)
At 11 pm a patient messages on WhatsApp asking for a dermatology slot; Sara answers and books the first free appointment on Sunday. In the morning the confirmation campaign calls tomorrow's patients, and any cancelled slot is freed for someone else. The receptionist opens the inbox to find routine requests already handled, leaving only insurance cases that need a human touch. In the evening the manager reviews patient ratings and call reports.
Give your front desk room to breathe and your patients a fast answer. Learn more about appointments and AI agents.