kitasapa

For clinics, doctor & midwife practices, pharmacies & laboratories

WhatsApp app for clinics: orderly registration, patients reminded of their appointments

Patients register for a visit by chat, staff confirm a queue number, and the day before, a reminder goes out with I'll be there or Reschedule buttons. The same questions every day, such as doctor schedules, BPJS (national health insurance), and opening hours, are answered automatically. All of it is administrative data only.

Connect your business number See the clinic dashboard
  • 5-day free trial
  • Administrative data only
  • No built-in promotions
  • Number stays on your phone

Registered as a Tech Provider on the WhatsApp Business Platform

Sample conversation: a patient registers for a visit, an auto-reply asks for administrative details, then a schedule confirmation with a queue number is sent with buttons.

Queue numbers by chat
Sample view · made-up names & numbers

What often happens

Registration chats pile up before dawn

Registration staff serve patients at the desk, answer the phone, and reply to chats all at the same time.

Morning registrations pile upPatients chat before dawn to get a queue number. Staff reply one by one while serving the patients who are already there.
Patients forget their appointmentBooked slots go empty because patients forget or can't come and don't say so, while other patients miss out.
The same questions every day“Which day is the dentist in?” “Can I use BPJS?” “Are you open on Sunday?” The answers never change, but they still have to be typed again.
Results requested by chatPatients ask for a photo of their lab results. But health data is personal data that needs strict protection.

What you get

Dashboard menus made for clinics

Choose the Health business type: Appointments becomes Visit schedule, Tickets becomes Queue & questions, and Price list becomes Services & fees.

Visit schedule

Visit schedule with a reminder the day before

Set practice hours, the length of each visit, capacity per slot, and days off. Staff record appointments from chat; if a slot is full or the chosen doctor is already booked, the system rejects it before a clash happens. The day before, a reminder is sent automatically.

  • I'll be there / Reschedule buttons, with the answer recorded on that appointment
  • The confirmation includes the queue number and a reminder to bring an ID card
  • Patients who need a follow-up call are flagged for staff
Forms

Registration form inside the chat

Patients fill in their name, date of birth, department or doctor, date and session, and payment method (self-pay, BPJS, insurance) without leaving WhatsApp. Answers arrive neatly in the dashboard and can be downloaded as CSV.

Queue & questions

Every question gets a number

A patient's message opens a ticket with a topic from the bot menu. Staff see which ones are new, in progress, waiting for the patient, or past the response deadline.

Services & fees

Doctor schedules and fees answered automatically

Enter services and fees once, such as a GP consultation, a dental consultation, and a health certificate. Keywords like “schedule”, “bpjs”, or “register” are answered with text you have prepared.

Bot menu

Bot menu with an emergency message

Register for a visit, Doctor schedule, Services & fees, Location & opening hours, and Talk to staff. The greeting and the out-of-hours reply direct emergencies to the emergency room or 119.

Templates

"Results ready" notice, without the results

The Results ready for pickup template tells patients their results can be collected at the desk, without mentioning what they say. Results are still handed over in person at the facility.

Team report

Staff reply time

See how fast patient chats are answered per staff member and per day, so you can plan registration shifts for busy hours.

Registration flow

From the first chat to the patient's arrival

  1. Patient chooses Register for a visitFrom the bot menu or a form, the patient sends their name, department, date, and session.
  2. Staff record the appointmentIn the Visit schedule menu. Full slots or doctor clashes show up right away.
  3. Confirmation with a queue numberThe Visit scheduled template is sent, with a reminder to bring an ID card or BPJS card.
  4. Reminder the day beforeThe patient taps I'll be there or Reschedule. Reschedule requests show up for staff right away.

Confirmations and reminders are sent as templates. For recipients in Indonesia: Rp 356.65 per message (official Meta rate as of 1 Oct 2026, before VAT); Meta sets the category when it reviews the template. Other countries: see Meta's pricing page.

To be clear

What we deliberately don't do

Under Indonesia's Personal Data Protection Law, health data is sensitive personal data, and messages sent through kitasapa are stored on our servers. That is why our clinic examples, bot menu, forms, and templates contain administrative data only: name, phone number, date of birth, department or doctor, schedule, and payment method.

Facility licensing, medical record confidentiality, and promotion rules still follow the regulations that apply to your facility.

  • No questions about complaints or symptomsComplaints, diagnoses, medicines, and results are discussed in person at the facility, not by chat.
  • No promotional templatesOur examples only cover practice hours and holiday notices, with no promotional templates.
  • No medical claimsNo words like “cures” or “guaranteed”, and no promises about BPJS coverage.

Sample conversations

Appointments move, data stays protected

Sample: a reminder is sent the day before, the patient taps Reschedule, and staff move the appointment.

Sample view · made-up names & numbers
Sample

The patient can't come, the slot isn't wasted

The day before her appointment, Ibu Yuni gets a reminder. She taps Reschedule and asks for Monday afternoon. Dewi moves the appointment, and the Saturday afternoon slot opens up again for another patient.

  • Button answers are recorded on that appointment
  • Staff see who needs a follow-up call
  • The new queue number is sent in the same chat

Sample: a "results ready" notice without the results; the patient asks for a photo of the results, and staff explain that results are only handed over at the desk.

Sample view · made-up names & numbers
Sample

Results are still handed over at the desk

Pak Dedi is told his test results are ready, without the results themselves. When he asks for a photo, Agus politely explains that results are only handed over in person, and that someone else can collect them with an authorization letter.

The Results ready for pickup template already says that results are not sent by chat, so requests like this become less common.

Templates to copy

Sample templates for clinics

Polite language, administrative data only, and always a way to reschedule.

konfirmasi_jadwal_periksaInfo & reminders

Fields: name, service, date, time, queue number.

pengingat_jadwal_periksaInfo & reminders

Sent automatically the day before from the Visit schedule menu.

hasil_siap_diambilInfo & reminders

Fields: name, place, date. Never contains the results.

info_libur_nasionalInfo & reminders

Fields {{1}} patient name, {{2}} date. A schedule notice, not a promotion.

Pricing

Monthly subscription, every feature on every plan

5-day free trial, starting when your WhatsApp is connected, with no upfront payment. Plans differ only in the number of businesses, numbers, and team accounts.

Lite

$10/mo

1 business · 1 number · 1 account

Pro

$15/mo

2 businesses · 2 numbers · 2 accounts

Promax

$25/mo

4 businesses · 4 numbers · 4 accounts

Message fees from Meta are billed by Meta directly to the card on your clinic's account, at Meta's official rates for the recipient's country. Chats from patients are always free, and the first 1,000 replies per number each month are free. For recipients in Indonesia (official rate as of 1 Oct 2026, before VAT): further replies cost Rp 356.65 each, and schedule confirmations, day-before reminders, and "results ready" notices use a Rp 356.65 template per message. Other countries: see Meta's pricing page. In Indonesia, plans are billed in rupiah via QRIS (see the Indonesian page).

See pricing details & estimate Meta fees Start your 5-day free trial

FAQ

Frequently asked questions

Can lab results be sent on WhatsApp?

Our examples and templates deliberately don't do this. Health data is sensitive personal data, and chat content is stored on a server. It is enough to send a notice that the results are ready; the results themselves are handed over at the facility to the patient or to a representative with a signed authorization letter.

Can patients register for a visit themselves on WhatsApp?

Yes. Patients choose Register for a visit in the bot menu or fill in a form inside the chat. Staff record it in Visit schedule, which rejects full slots and doctor clashes, then a confirmation with a queue number is sent to the patient.

Do appointment confirmations and reminders cost money?

Yes. Confirmations and reminders are sent as templates and billed by Meta directly to your account at Meta's official rates for the recipient's country. For recipients in Indonesia that is Rp 356.65 per message (official rate as of 1 Oct 2026, before VAT). Meta sets the category when it reviews the template. Chats from patients are always free, and the first 1,000 replies per number each month are also free.

Can a clinic send service promos or discounts?

Yes, the Broadcast menu is available for every business type, but our clinic examples deliberately include no promotional templates. Promotion of health facilities and services is regulated separately, so make sure the content follows the rules that apply to your facility before you send it. Our examples only cover practice hours and holiday notices.

What about patients in an emergency?

WhatsApp is not an emergency service. In our examples, the bot menu greeting and the out-of-hours reply always direct patients to the nearest emergency room (IGD) or 119, Indonesia's emergency number. You can edit the text, but that message should stay.

Is patient data safe with kitasapa?

Conversation content is used only to run the service, stored on our servers over encrypted connections, and never sold to anyone. For clinics, we recommend that only administrative data goes through chat. Details are in the Privacy Policy.

Other business types

Menus that fit your business type

Each business type gets its own menu names, sample replies, and templates. See the others, or open the list of all business types.

WhatsApp for salons & barbershopsAppointments without double booking, day-before reminders with Coming or Reschedule buttons, automatic service list.WhatsApp for auto repair shopsService booking with a day-before reminder, step-by-step work orders, cost approval by button, regular service.WhatsApp for online storesBuyer chats answered as a team, automatic catalog, order receipts, promos only to those who agreed.

Orderly registration, less stress for your staff.

Connect your clinic's number, or try the sample clinic dashboard first without signing up.

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Not sure yet? Ask us on WhatsApp first, answered during business hours (Indonesian time).

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