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For doctors, dentists, therapists and private clinics

An AI assistant for clinics that takes the admin off reception

Booking requests, rescheduling, reminders and the same questions about hours and preparation, all day, on WhatsApp. Your hero handles the scheduling admin around your practice and drafts every message for your approval. It never gives medical advice and never touches clinical decisions.

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Nothing goes out without your OK.

Example conversation

Reception is answering WhatsApp instead of patients

Every clinic knows the pattern. Booking and rescheduling requests arrive all day on WhatsApp. The same questions repeat: opening hours, prices, how to prepare, where to park. Reminders are sent by hand, when someone has a minute. And every no-show leaves an empty hour that nobody can fill at short notice.

Your hero takes the admin off reception. It summarizes incoming requests with a suggested reply, offers real open slots from the practice calendar, drafts appointment reminders and keeps the clinic's own deadlines on a task list. Every message to a patient waits for your approval, and your hero never gives medical advice or handles clinical records.

The result is a front desk that spends its time with the patients in front of it, instead of with the phone in its hand.

Picture this

Clinic admin your hero takes over

Illustrative scenarios. Names are examples.

Example: the afternoon before a full day

The reminder round before every clinic day

  • The moment

    Someone at reception sends reminders one by one, when there is time, and some are forgotten.

  • You send your hero

    “Every afternoon at 16:00, draft reminders for tomorrow's unconfirmed appointments.”

  • Your hero

    Lists tomorrow's unconfirmed patients and drafts a short reminder for each with the time and address, waiting for approval.

  • The result

    Every patient gets a reminder, and reception approves the round in one tap.

Illustrative example

Picture this: a patient who cannot make Thursday

The rescheduling request at 21:00

  • The moment

    The message waits until the morning, and by then the Thursday slot is too late to fill.

  • You send your hero

    “Nothing. Your hero summarizes the request for you.”

  • Your hero

    Summarizes the request with two open alternatives from the calendar and a suggested reply, ready for approval first thing.

  • The result

    The patient is rebooked early, and the freed slot can be offered to someone on your waiting list.

Illustrative example

Example: "How should I prepare?"

The question asked ten times a day

  • The moment

    Reception types the same preparation instructions again and again.

  • You send your hero

    “Use our standard preparation text when patients ask how to prepare for a cleaning.”

  • Your hero

    Drafts the reply from the text you gave it, so reception only checks and sends.

  • The result

    Consistent answers, and minutes back every time.

Picture this: practice admin

The licence renewal that did not lapse

  • The moment

    A licence, an equipment service and an insurance renewal all come due in the same month, and one is missed.

  • You send your hero

    “Track our renewals and remind me two months ahead.”

  • Your hero

    Keeps every renewal as a tracked deadline and puts it in the morning brief well before the date.

  • The result

    The practice paperwork stays current without anyone keeping it in their head.

What your hero does, and what it never does

Does: scheduling admin

Suggests open slots, drafts confirmations and reminders, and helps rebook cancellations.

Does: repeated admin answers

Drafts replies about hours, prices, parking and preparation from the information you give it.

Does: practice deadlines

Tracks renewals, supplier orders and admin tasks with reminders.

Never: medical advice

Your hero does not diagnose, advise on treatment or interpret results. Clinical questions go to you.

Never: clinical records

Your hero is not a records system and does not handle medical records.

Never: messages without approval

Every message to a patient waits for your OK on the exact text.

A clinic week, before and after

An illustrative week at a small private practice.

Before

Reception answers booking messages between patients. Reminders go out when someone remembers. A few no-shows a week leave empty hours. The same preparation text is typed again and again.

After

Booking requests arrive as summaries with open slots and a reply ready. Reminders go out every afternoon in one approved round. Repeated questions get your standard answer in one tap.

Getting started in a clinic

Connect the calendar

Connect the practice Google Calendar so your hero can suggest real open slots.

Give it your standard texts

Opening hours, prices you publish, parking, preparation instructions and cancellation policy.

Set the reminder routine

Choose when reminders are drafted, for example every afternoon for the next day.

Add your deadlines

Licence renewals, equipment service dates and supplier orders as tracked tasks.

Your hero, your name, your photo

Nobody else lets you shape the assistant you talk to. Most clinics name their hero after the practice and use the clinic logo, so patients recognise the reminders.

Pick the name people see

Call your hero whatever you like. The display name updates on WhatsApp and on Telegram together, so it is the same person on both apps.

Upload your own profile photo

Use a photo, a logo or one of our eight example looks. You upload it once and it shows on both channels. There is no generated face: the picture is the one you choose.

Write the about line and the personality

Short and formal, warm and chatty, or somewhere in between. Your hero keeps the tone you set in every chat and every draft.

One hero that does everything

Each account has one hero. The look is only the look: every hero handles email, calendar, tasks, groups, research and reports the same way.

How HeroKit works for clinics

  • Calendar and scheduling

    Your hero checks the practice calendar, suggests open slots and sets reminders, so booking requests become one tap.

  • Follow-ups and no-reply reminders

    Patients who have not confirmed an appointment get a polite reminder, drafted for your approval.

  • Inbox triage across all your accounts

    Connect several Gmail accounts. HeroKit watches them, filters the noise, summarizes what matters and alerts you only on what's urgent.

  • Task list that closes loops

    Supplier orders, licence renewals and admin deadlines tracked with early reminders.

  • Automations on your schedule

    Daily schedule summaries and weekly admin reports that run on their own.

  • And everything else a great executive assistant does, 24/7.

    See all features

How it works

How HeroKit works, step by step
  1. 1

    Get your hero's number

    Your hero gets their own WhatsApp and Telegram number. Save them as a contact like anyone else.

  2. 2

    Connect your accounts

    Connect Gmail, Google Calendar and the other apps you use, so your hero can work where your work already is.

  3. 3

    Message your hero like a person

    Text your hero, send a voice note, forward them anything or add them to a group. They draft, you approve.

You stay in control

Nothing goes out without your OK. Messages and emails to other people are sent only after you approve the exact text.

  • Approval levels. Choose what your hero does on their own, what they ask first, and what they only plan.

  • No auto-replies to strangers. Incoming messages are summarized for you with a suggested reply.

  • Private by design. Passwords and keys stay in a secure vault, and your data is never shared.

  • Weekly usage report. See exactly what your hero did and what it cost.

Questions from clinics

Questions we didn't cover?

Write to hello@herokit.ai or send us a message.

Talk to us
Does HeroKit give medical advice to patients?

No. Your hero handles admin only: scheduling, reminders and repeated practical questions. Medical questions go to you, and every message to a patient waits for your approval.

Can HeroKit reduce no-shows?

Your hero drafts reminders for unconfirmed appointments on the schedule you set, so every patient is reminded. You approve the round before it goes out.

Does HeroKit store medical records?

No. HeroKit is not a records system. It works with your calendar, email and chats for admin tasks.

Will HeroKit reply to new patients by itself?

No. Messages from people your hero does not know are summarized for you with a suggested reply, never answered automatically.

Can reception staff use the hero?

Each account has one hero. Add it to your staff group and the team can ask it about the schedule and open tasks.

Can HeroKit work with our booking calendar?

HeroKit connects to Google Calendar. Talk to us about the booking system you use and we will tell you how your hero can work with it.

Can patients book through WhatsApp?

Patients can message as they do today. Your hero summarizes each request with open slots and a suggested reply for your approval.

How is HeroKit billed for a clinic?

HeroKit is a monthly subscription. You can cancel any time and your hero keeps working until the end of the month you paid for. There are no refunds, because a dedicated server and your hero are set up the moment you pay.

Get stuff done with HeroKit

Because your time is precious.

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