Tera — AI Assistant

Scheduling via WhatsApp with Tera

How Tera schedules, reschedules, and answers your patients' questions directly through WhatsApp on the Pro plan.

Scheduling via WhatsApp with Tera

On the Pro plan, your patients can schedule, reschedule, and ask questions directly through WhatsApp, chatting with Tera.

How it works

Typical scheduling flow

  1. The patient sends a message to the clinic’s WhatsApp number (e.g., “I’d like to book a Reiki session”)
  2. Tera identifies the patient by their phone number
  3. Tera checks available time slots
  4. Proposes options to the patient: “We have availability on Wednesday at 2 PM or Thursday at 10 AM. Which do you prefer?”
  5. The patient responds with their preference
  6. Tera automatically creates the appointment
  7. Sends confirmation to the patient
  8. The therapist sees the new appointment on the calendar and receives a notification

What Tera can do via WhatsApp

  • Schedule appointments — check availability and create appointments
  • Reschedule — move an existing appointment to another time
  • Cancel — cancel an appointment at the patient’s request
  • Answer questions — business hours, address, types of therapy, and prices
  • Consult policies — information configured in Tera’s Knowledge Base

What Tera does NOT do via WhatsApp

  • Does not share session notes or confidential information
  • Does not access data from other patients
  • Does not make medical or therapeutic decisions

How the patient initiates a conversation

The patient simply sends a message to the clinic’s WhatsApp number. The conversation can be in free format — Tera understands natural language.

Examples of messages that Tera understands:

  • “I want to schedule an appointment”
  • “Is there availability on Friday?”
  • “I need to reschedule my session for tomorrow”
  • “What is the clinic’s address?”
  • “How much does a session of Access Bars cost?”

New vs. existing patients

  • Existing patient — Tera identifies them by their phone number and proceeds normally
  • New patient — Tera collects name and basic information, registers them in the system, and then continues with scheduling

Notifications for the team

When Tera creates or alters an appointment via WhatsApp:

  • The appointment appears on the calendar marked as “created by Tera”
  • The therapist receives a notification in the app
  • The conversation history is recorded in the system

Prerequisites