Skip to main content

    ● Result

    70%of enquiries handled without a human

    Prologue Clinic

    How Prologue's AI agent handles enquiries, so the team can focus on patients.

    The clinic was drowning in repeat WhatsApp questions. Voltade's agent now answers the front of every enquiry and books straight into Plato, cutting staff time on enquiries from three hours a day to thirty minutes.

    Talk to VoltyPatient Booking Agent
    The reception of Prologue, The Lifestyle Medical Clinic, with its signature sage-green interior behind a backlit signboard.

    The Lifestyle Medical Clinic

    A member of SL Aesthetic Group

    The challenge

    • ~70 WhatsApp conversations a day, every one answered by hand, office hours only.
    • The same questions came in over and over. Staff copy-pasted templated replies into WhatsApp all day.
    • A third of enquiries landed after hours and sat until 9am the next morning, so leads went cold overnight.
    • Every enquiry, qualified or not, fell on a person who had to run it end to end, from first question to booked slot in Plato.
    • Booking conversion stayed low.
    Before, we were managing a lot of repetitive enquiries and customers asking the same things. Our customer service had to copy the same template from their notes and paste it into WhatsApp.
    Edwin Teo · Marketing Technology Lead, SL Aesthetic Group

    The solution

    What the agent handles

    The agent takes the repetitive front of every enquiry and leaves the relationship to the team. It answers the FAQs, qualifies the enquiry, finds the slot, and confirms the details. Staff pick up where it matters, the booking and the personal follow-up. Nobody was replaced; the copy-paste work just stopped landing on a person. And it runs after hours, so a 10pm enquiry gets answered on the spot instead of going cold overnight.

    Returning patients don't repeat themselves

    The agent greets returning patients by name. No reintroductions, no records to pull up. That used to be staff time. Now it happens before the conversation even starts.

    One agent, wired into the existing stack

    WhatsApp through Envoy. Bookings into Plato. Contacts synced to HubSpot. It isn't a separate tool bolted on the side. It sits inside the systems the clinic already runs.

    Built not to guess

    It trusts the verified patient record over anything the model might invent, refuses junk data before it reaches Plato or HubSpot, and escalates to staff instead of faking a booking. The team stays in control.

    Built for Singapore, eligible for PSG

    Local team, local context, and PSG-eligible on the cost. Hosted in Singapore, deployed in weeks, not months.

    The Prologue clinic team in the clinic's sage-green reception.
    Now with automation, we deliver faster, more consistent responses, because the chatbot handles them. And the humans focus on the higher-value, personalised customer service.
    Jolene · Marketing Director, SL Aesthetic Group

    How the agent books an appointment

    1. 01

      Recognise the patient

      Returning patients are greeted by name. No reintroductions, no records to pull up.

    2. 02

      Read the intent

      It works out whether the patient wants to book a new appointment or change an existing one, and routes accordingly.

    3. 03

      Find a slot

      It pulls the open slots for the right service and offers the ones that fit.

    4. 04

      Confirm, then book

      It confirms the details with the patient, then writes the appointment straight into Plato.

    5. 05

      Sync and remind

      The contact syncs to HubSpot, and a nightly job sends a WhatsApp reminder around 24 hours ahead.

    6. 06

      Hand off when needed

      If a booking fails, or staff are already on the chat, it escalates to a person instead of guessing.

    Key results

    Enquiries handled without a human

    70%

    Staff time on enquiries

    ~30 min/day, from ~3 hours

    Booking conversion

    ~70% of enquiries convert

    After-hours enquiries now captured

    30% of all enquiries

    Running a clinic buried in repeat WhatsApp enquiries?

    Show us a week of your WhatsApp inbox and we'll show you which appointments the agent would have booked, and how much staff time it hands back.

    Talk to Volty →See how the Patient Booking Agent works →
    Free scoping. No commitment.