Capture every enquiry
Every message on WhatsApp, Messenger and Instagram lands in one inbox and becomes a patient record automatically. A "never replied" filter and an unassigned filter make sure none of them dies quietly.
For clinics and polyclinics, dental & aesthetic centers, hospitals, labs & medical tourism
From first message to — a seamless booking experience for your patients
Alaaqat is the patient communication and acquisition layer that runs alongside your clinic system: one inbox for every enquiry, a record for every patient, and a straight answer to which ad, which coordinator and which treatment produced the booking.
One shared patient inbox
WhatsApp, Messenger and Instagram enquiries on one screen, with the patient's record beside the conversation.
A record for every patient
Treatment interest, insurer, preferred branch, last visit — your own fields, named in Arabic and English.
Treatment plans with a value
Every case moves through your own stages, with its amount, its date, and the reason it was won or lost.
Attribution down to the ad
See the source a conversation came from, and who turned it into treatment.
Your busiest sales channel is a phone in someone's pocket
- Your enquiries live in a WhatsApp account on one receptionist's phone. When they leave, the patient history leaves with them.
- You spend on Meta ads every month and still cannot say which ad produced which booked patient.
- A patient asks about a price on Friday night. Nobody replies until Sunday. They already booked elsewhere.
- The patient who asked about implants three months ago was never contacted again.
- Nobody can tell you how many enquiries each coordinator handled, or how many turned into treatment.
- Three branches, three phone numbers, three separate realities.
This isn't a discipline problem. It's what happens when the whole patient pipeline lives inside a chat app that was never built to run a clinic.
One layer around the visit: capture, convert, prove
Your clinic system manages the visit. Alaaqat manages everything around it — the enquiry that arrives at 11pm, the follow-up that never happened, the ad that actually produced the patient, and the lead the coordinator dropped.
Convert more consultations
Rule-based replies answer instantly, round-robin puts every enquiry on a named coordinator, and treatment plans move through stages with an amount attached — so follow-up is a list, not somebody's memory.
Prove what's working
Enquiries by channel, cases by stage, cases by coordinator, lost reasons, total treatment value — grouped from your own fields, and clickable straight through to the patients behind the number.
Everything around the visit, in one place
Six parts of the same platform, each doing a job your reception desk and your marketing team are doing by hand today.
Reception — WhatsAppNouf A.
Hello, how much is a single implant, and how long does it take?
Hello 👋 A single implant starts from SAR 3,500, over two visits. Would you like a free consultation this week?
Yes please. Is the Olaya branch open on Saturday?
Patient record
- Treatment interestDental implants
- Preferred branchOlaya
- Insurance providerSelf-pay
- StageConsultation booked
Shared patient inbox
Every enquiry a patient sends you, on one screen
WhatsApp Business API, Facebook Messenger and Instagram Direct arrive in the same inbox, live, with every connected number, page and account as its own tab. A photo of a rash, a lab report PDF, a voice note describing symptoms, a location pin — all captured on the patient's record instead of a receptionist's phone gallery. And when a conversation started from a click-to-WhatsApp ad, you can see which ad it was.
- A "never replied" filter, an unassigned filter, and unread and mark-unread — so no enquiry dies quietly.
- Delivery states on every message: sent, delivered, read, failed. Know the reminder actually landed.
- Connect your existing number and sync your past WhatsApp contacts and conversations in — you don't lose your history when you switch.
- A wa.me click-to-chat link generator with prefilled text, for your website, your Instagram bio and your Google Business profile.
Patient properties
- الخدمة المطلوبةTreatment interestDropdown
- الطبيب المحوِّلReferring doctorText
- جهة التأمينInsurance providerDropdown
- قيمة الحالةCase valueCurrency
- تاريخ آخر زيارةLast visit dateDate
- الموافقة على التواصلConsent to contactYes / No
- المنسّق المسؤولPatient coordinatorUser
Every field has an Arabic name and an English name.
Patient records
A CRM whose fields already read like a clinic's
A patient record is created automatically from any inbound message — nobody types anything. Around 65 built-in fields cover age, birthdate, gender, marital status, children, city, country, preferred language and job title out of the box. Then you add your own: Treatment Interest, Referring Doctor, Insurance Provider, Policy Number, Allergies Flag, Preferred Branch, Consent to Contact, Case Value, Last Visit Date — grouped into Medical, Insurance, Marketing Source and Billing.
- Every field carries an Arabic name and an English name. Reception reads it in Arabic; the doctor reads the same record in English.
- Duplicate detection and a conflict-resolving merge — the same patient with two numbers becomes one record again.
- Files and folders on the patient: consent forms, before-and-after photos, referral letters, insurance cards, scans.
- An activity timeline on every record: who changed what on a patient, and when.
- Bring your existing patient list in from Excel or CSV with column mapping, and reassign 300 patients to a new coordinator in one action.
Treatment plans — this month
| Patient | Stage | Value |
|---|---|---|
| Nouf A. | Consultation booked | 3,500 |
| Khalid M. | Plan sent | 18,000 |
| Reem S. | In treatment | 9,200 |
| Faisal H. | Lost — price | 12,000 |
Open case valueSAR 30,700
Treatment plans
Every case has a stage, a value, and a reason it was won or lost
Rename the stages to yours — Enquiry, Consultation Booked, Consultation Attended, Treatment Plan Sent, Approved, In Treatment, Completed. Each case carries an amount, a currency, a probability and a close date, so implants, orthodontics, aesthetics, IVF and bariatric stop being guesswork on a whiteboard. Cases are managed as filterable lists and record pages, not sticky notes on a board.
- Closed-lost reasons — price, insurance didn't cover it, chose another clinic, timing — become a report you can act on.
- Roll-ups on the patient: case count, total value, first and last case date. Lifetime value, visible on the record.
- Your service menu as products — consultations, cleanings, implants, laser sessions, lab panels, packages — priced and reusable.
- Quotations as branded PDF invoices, with partial payments tracked, sent straight into the WhatsApp thread.
- Link cases to referring clinics, insurers and medical tourism agencies as company records — and see which referrer sends the most patients.
Rule — ad enquiry
TriggerWhen a message is received
ConditionAnd it is from a new patient, and contains "implants" or «زراعة»
ActionSet Treatment Interest = Implants
ActionAssign to the implants coordinators, by turn
ActionSend the saved reply: prices & consultation
Rule-based automation
The first reply goes out before anyone opens a laptop
A visual builder, started by an incoming or outgoing message: branch on what the message says, on the channel it arrived from, on whether the sender is a new patient, or on anything in the patient's record — then reply, assign, wait, or update a field. Deterministic rules you can read line by line, with a per-run tracker showing exactly which rule fired on which conversation.
- Reply with an interactive list — Book, Results, Insurance, Reception — or reply buttons, your location pin, or an Instagram carousel of treatment packages.
- Round-robin assignment across the coordinators on a team, with a notification to whoever it lands on.
- Set a field automatically: a message containing "implants" sets Treatment Interest = Implants. Segmentation with no data entry.
- A delay step — minutes to months — so a quiet price enquiry gets a nudge tomorrow instead of never.
Recall campaign
Segment
- Last visit is over 6 months ago
- City is Riyadh
- Consent to contact is Yes
- Recipients412
- Duplicates removed6
- Already received it18
Approved template · Utility · Arabic
Campaigns & recall
Reactivate the patients you haven't spoken to in six months — in one send
Filter your patients the way you'd describe them out loud — had a cleaning more than six months ago, in Riyadh, hasn't booked since — and send an approved WhatsApp template to exactly that list, personalised from their own fields. Six-month checkups, post-op follow-ups, repeat lab tests, screening reminders and seasonal packages stop depending on someone remembering.
- Send appointment reminders to a filtered list in a few clicks, in the patient's own language.
- Before you send: recipient count, duplicates, who already received it, and your daily and monthly limits. Nobody gets messaged twice.
- After you send: a delivery log for every recipient, and a notification when the campaign completes.
- Marketing templates need the patient's opt-in and Meta's approval. We'd rather tell you that up front than get your number banned.
- Keep clinical detail out of template variables — "your appointment", not the diagnosis. It's the safer habit, and it clears approval faster.
Clinic dashboard
- 934Enquiries this month
- 7,400Average case value
Cases by stage
Dashboards & requests
The clinic manager's dashboard and the marketing dashboard, side by side
Drag-and-drop widgets over your own data: enquiries this month, booked cases, total treatment-plan value, average case value. Group anything by anything — enquiries by channel, leads by treatment type, cases by stage, cases by coordinator, lost reasons, requests by status — as bar, line, pie, doughnut, radar or bubble.
- Click a bar and go straight through to the actual patients behind the number.
- Attribution is a filter, not a black box: an original source plus two drill-down levels, so Instagram ad, then campaign, then creative.
- Patient requests — callbacks, complaints, lab-result queries, insurance approval chasing, refill requests — tracked with a status, a priority, a category, an owner and a resolution.
Whichever side of healthcare you're on
The same platform, pointed at four very different problems.
Clinics & polyclinics
Multiple specialties, one number, and nobody sure whose enquiry this is.
- Route enquiries to the right department automatically, from a keyword or the channel they came in on.
- One number per branch or per specialty, each with its own tab and its own team.
- Keep each branch's patients to that branch's staff.
- See which service line actually produces bookings, not just enquiries.
Dental, dermatology & cosmetic
You spend heavily on Instagram and Meta ads. The question isn't how many leads — it's which ad produced booked treatment.
- See the click-to-WhatsApp ad each conversation came from, then group your cases by it.
- Case values on implants, orthodontics, injectables and laser packages — with a forecast, not a hunch.
- Before-and-after photos stored in folders on the patient's record, not in a phone gallery.
- Instagram carousel replies and interactive lists that show your packages the moment someone asks.
Hospitals & medical groups
Many branches, many departments, many staff — and a real duty of care around who can see what.
- Around 170 permissions attached to teams, so access follows the role rather than the person.
- Owner-only and team-only record visibility, and export switched off entirely for the roles that shouldn't have it.
- A full audit trail on every patient record, and a number per branch under one workspace.
- Multi-account switching for separate brands or countries, with management dashboards over all of it.
Labs, pharmacies & medical tourism
High volume, transactional, and often across a border.
- Recall broadcasts for repeat tests, refills and seasonal screening, sent to a filtered list.
- Send results, prescriptions and quotations as documents straight into the WhatsApp thread.
- Preferred language and country as built-in patient fields — message each patient in theirs.
- Referral agencies and partner clinics as company records, with the cases they sent attached.
Three rules that do most of the work
Not templates you can't change — this is what the rule builder looks like in practice.
After-hours triage
- A message arrives
- Outside clinic hours
- Send an interactive list: Book · Results · Insurance · Reception
- Assign to the reception team
Ad lead capture
- A message arrives
- From a new patient, containing "implants" or «زراعة»
- Set Treatment Interest = Implants
- Round-robin to the implants coordinators
- Send the price-list saved reply
Quiet-lead nudge
- A price enquiry arrives
- Wait 24 hours
- Send the follow-up message
Decide exactly who sees which patients
Around 170 granular permissions attach to teams, and users inherit from the teams they're on. Reception, coordinators, marketing, branch managers, doctors — each sees what their role needs, and nothing more.
- Owner-only and team-only record visibility: a coordinator sees their own patients, or only their branch's.
- Create, read, update, delete, import and export permissions per object — turn export off entirely for reception staff.
- Reading the inbox and sending from it are separate permissions. Junior staff can read without replying.
- Multi-account with switching, so a medical group can run a workspace per brand or per country.
- Email invitations, team reassignment, activate and deactivate — the departing receptionist loses access, the patient history stays.
Patient data, handled like patient data
The controls below are in the product today. We'd rather list them plainly than wave a badge at you.
Encrypted connections
Traffic between your team and Alaaqat is encrypted in transit.
Account-level data isolation
Every query is scoped to your account at the database layer — not by a filter somebody might forget to add.
Two-factor authentication
TOTP authenticator apps with recovery codes, available on every plan.
Role-based access control
Permissions on teams, plus owner and team scoping on the records themselves.
Full audit trail
Every change to a patient record is logged with the user who made it and the time.
Scoped, revocable API keys
Fine-grained scopes, expiry alerts and usage history, plus signature-verified webhooks from Meta.
Configurable message retention
Decide how long messages are kept, and let the automated pruning handle the rest.
Automated encrypted backups
Taken and stored encrypted, without anyone on your team having to remember.
Arabic wasn't translated in. It was designed in.
Arabic is Alaaqat's default language, and the interface was built from scratch — without an off-the-shelf component library — because none of them handle right-to-left properly. Reception works in Arabic, management works in English, on the same patient record.
- Bilingual field labels: your own custom fields exist in both languages, stored per account. Not a translated menu — your fields.
- Hijri dates as an option, alongside your timezone, currency, 12- or 24-hour clock and six date formats.
- Preferred language is a built-in patient field, so each patient gets messaged in theirs. It matters most for medical tourism.
- The WhatsApp business profile supports a Health vertical, and Hospital & Health Care, Medical Practice, Mental Health Care and Pharmaceuticals are built-in industries.
Questions clinics ask
Yes, through Meta's standard migration process. Past contacts and conversations can be synced in when you connect, so you don't start from an empty inbox.
Start with the number your patients already message
Connect one WhatsApp number, import your patient list, and run a month of enquiries in one place. That's enough to judge it.
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