Weo Dialer
Weo Dialer is a CRM for clinics that win and keep patients through the phone at the reception desk: dental, skin, physiotherapy, eye and fertility clinics, and family practices with a busy OPD. It replaces the dialer on the clinic’s mobile, so the number patients already know stays the same, and saved patients are named on screen before anyone answers. Calls that ring out while staff are with walk-ins trigger an automatic WhatsApp reply with the clinic’s timings and a promise to call back, and the missed-call alert offers a one-tap return call. Treatment enquiries, for example about implants, laser sessions or a knee rehabilitation course, become leads with their source and a remark. After each visit, the desk sets a follow-up for the review date, which rings that day with the patient’s details. Weo Dialer does not book appointments, store medical records or bill patients; it makes sure the calls around them happen. It is a calling CRM app built by Weomate.
CRM for clinics workflow
| Moment | What the front desk does | What Weo Dialer does |
|---|---|---|
| Call missed during OPD | Busy with walk-in patients | Sends a WhatsApp with timings and a callback promise |
| Returning the call | Calls back between patients | Names a known caller and shows the last remark |
| Treatment enquiry | Explains the procedure and the fee range | Saves the treatment asked about as a product, with a remark |
| Visit fixed | Writes it in the clinic’s diary or software | Sets a staff follow-up to confirm the day before |
| After the consultation | Notes the review date | Sets a follow-up that rings on the review day |
| Treatment plan agreed | Collects the first payment | Records the plan as a sale with collected and pending amounts |
| Review visit missed | Calls the patient | Lets staff call, add a remark or move the reminder from the reminder itself |
| Never reached | Tries another day | Keeps the number in the lost leads list |
CRM for clinics setup
- Make Weo Dialer the dialer on the clinic phone, so the published number keeps working as before; the change is explained on the dialer app for business page.
- Add treatments as products, such as root canal, aligners, physiotherapy course or skin consultation.
- Create custom fields that help with scheduling only: preferred doctor, preferred time, area.
- Build a simple pipeline: Enquiry, Visit fixed, Visited, Plan agreed, In treatment, Completed, Lost.
- Write the missed-call WhatsApp message with your OPD timings, address and map pin. Sample texts are on the auto WhatsApp message after call page.
- Turn on quiet hours, so automatic messages do not reach patients late at night.
CRM for clinics review visits
Most clinics lose more income from patients who never come back for the second visit than from enquiries they never answer. A patient who was told “come back in two weeks” rarely remembers, and a desk with a paper register rarely calls.
In Weo Dialer the review date is set on the after-call sheet or the patient’s record before they leave the desk. On that day the phone rings like an alarm with the patient’s name and the last remark, and the follow-up can send a short WhatsApp note before the call, such as “Your review with Dr Shah is due this week; please call us to fix a time.” Multi-sitting treatments get one follow-up per sitting, and a patient on monthly physiotherapy reviews can have a repeating follow-up with an end date. The Reminders tab, filtered by today, gives the coordinator a calling list each morning, and how those reminders behave is covered on the follow-up reminder app page.
CRM for clinics example
An illustration with round numbers, not a customer result.
A dental clinic in Vadodara has two dentists and one front-desk coordinator who handles about 50 calls a day. On busy evenings a third of the calls went unanswered, and patients halfway through root canal or aligner treatment often skipped a sitting.
The coordinator’s phone switches to Weo Dialer and the missed-call message goes out in the background. Each new enquiry gets the treatment as its product and a remark such as “asked about aligners, wants evening slot”. After every visit the coordinator sets the next sitting as a follow-up before the patient leaves. Each morning, a session through today’s follow-ups confirms the day’s patients and calls the ones who missed a sitting.
At the end of the month the dentists look at plans with amounts pending and at the lost leads list, the enquiries that were dialled but never reached.
CRM for clinics limits
Weo Dialer handles the phone side of a clinic only. Use dedicated clinic or hospital software for:
- Appointment booking and calendars. There is no appointment book, slot management or online booking page.
- Medical records. Prescriptions, case notes, lab reports and images belong in an EMR or clinic system, not in call remarks.
- Billing and insurance claims. Sales record paid and pending amounts, but there are no patient bills, receipts or TPA claims.
- Health-data compliance requirements. Weo Dialer does not claim any health-data certification; check what your records system needs to meet.
- A patient app or portal. Patients are reached by calls and WhatsApp.
Try Weo Dialer
Message us on WhatsApp. We share the app and help you set it up.
Get the app on WhatsAppWhatsApp +91 95940 94140
CRM for clinics FAQ
Which CRM for clinics works with the clinic's existing number?
The best CRM for clinics that already print one mobile number on their boards and prescriptions is one that becomes that phone's dialer, and Weo Dialer does. The number stays the same, and every call, missed call and callback on it is filed against the caller.
Is Weo Dialer a CRM for clinics or a clinic management system?
Weo Dialer is a CRM for clinics' calling and follow-up work, not a clinic management system. It does not hold medical records or prescriptions, does not bill patients, and does not book appointments into a calendar.
Can the clinic be reminded to call a patient for a review visit?
Yes. After a consultation, staff set a follow-up for the review date, such as 15 days or a month later, and it rings that day with the patient's last remark. Patients on a monthly review can have a repeating follow-up instead.
Should we store medical notes in Weo Dialer?
Keep clinical notes, reports and prescriptions in your medical records system. Remarks in Weo Dialer are best kept to scheduling details, such as a preferred call time or the doctor the patient asked for.
Does Weo Dialer work for dental clinics?
Yes, for the calling side. Dental clinics use it to return treatment enquiries, remind the desk about the next sitting in a multi-visit treatment, and record each treatment plan as a sale with the amount collected and the amount pending.