Step-by-Step: Setting Up a WhatsApp Chatbot for a Multispecialty Clinic

Learn how to set up a WhatsApp chatbot for your multispecialty clinic using Pabbly Chatflow. Follow this step-by-step guide to automate patient interactions. Discover how to design chat experiences that feel personal and responsive while handling customer inquiries automatically around the clock.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Chatflow for Your WhatsApp Chatbot

To set up a WhatsApp chatbot for a multispecialty clinic, the first step is accessing Pabbly Chatflow. Start by visiting the website Pabbly.com/chatflow. Here, you will find options to either sign in or sign up for free. New users can register to receive 100 free credits each month, which allows them to explore the software’s features.

Once logged in, you will be directed to the Pabbly Chatflow dashboard. On the left sidebar, locate the ‘Flows’ option and click on it. This is where you will begin creating your chatbot workflow. Click on the ‘Add Flow’ button to initiate your project. Name your flow appropriately, such as ‘Step by Step Setting Up a WhatsApp Chatbot for a Multispecialty Clinic’ to keep your project organized.

2. Defining Triggers in Pabbly Chatflow

In Pabbly Chatflow, defining triggers is essential for your chatbot’s functionality. To set this up, select the ‘Trigger Event’ section. Here, you can choose various options; for this setup, select ‘Keywords’ as your trigger type. This allows the chatbot to respond when specific keywords are entered by users.

• Enter keywords like ‘hi’ and ‘hello’ to trigger the chatbot.
• Press enter after each keyword to add them to the list.

Once you have set your keywords, proceed to create a welcome message. This message will greet users who trigger the chatbot by sending one of the defined keywords. To do this, select the ‘Text’ button and enter a welcoming message such as ‘Hello, welcome to Care Plus Multispecialty Clinic! How may we assist you today?’ This sets a friendly tone for the interaction.

3. Creating Appointment Booking Options in Pabbly Chatflow

Next, you will need to provide users with options to book appointments. Using Pabbly Chatflow, create quick reply buttons that allow users to choose their desired actions. For instance, add a button labeled ‘Book Appointment’ to guide users towards scheduling their visit.

• Select the button type as ‘Quick Reply’ for instant user interaction.
• Link this button to the next step where users can select their health conditions.

When users click on the ‘Book Appointment’ button, they should receive a list of health conditions. Use the ‘List’ button feature to provide this information. Enter a message in the body section, like ‘Please select the health condition you’d like consultation for,’ followed by the treatment types. This ensures users have clear options to choose from.

4. Collecting User Information in Pabbly Chatflow

After a user selects a treatment type, the next step in Pabbly Chatflow is to gather essential information from them. This includes asking for their name, age, appointment date, and contact number. Use the ‘Ask Question’ feature to prompt users to provide this information.

Create questions for each piece of information you need, selecting the appropriate contact custom fields for each. For example, ask for the patient’s full name and set the contact custom field as ‘Full Name’.

Ensure that each question is clearly worded, and set the format for responses. For instance, use text format for the name and date formats for appointment dates. This will help maintain the structure and accuracy of the data collected.

5. Finalizing the Chatbot Flow in Pabbly Chatflow

Once all user interactions are set up, it’s time to finalize your chatbot flow in Pabbly Chatflow. This includes sending a confirmation message after collecting all necessary data. The message should dynamically include the user’s input, such as their name and appointment details.

For instance, you can set a text button at the end of the flow that states, ‘Appointment request received. We have received the following details: Patient name: [Full Name], Age: [Age], Treatment type: [Treatment Type], Appointment date: [Appointment Date].’ This personalized response enhances user experience and confirms their booking.

Finally, save your flow and test it to ensure everything works as intended. Send a test message to your WhatsApp account to see if the bot responds correctly. This testing phase is crucial to ensure that all elements function seamlessly.

Conclusion

Setting up a WhatsApp chatbot for your multispecialty clinic using Pabbly Chatflow is a straightforward process. By following these steps, you can automate patient interactions efficiently. This enhances communication, allowing you to focus on providing quality care to your patients.