An appointment line that books, reminds and reschedules
The phone rings a voice menu, not an empty desk. Patients book a real slot from a link or with your staff, get a WhatsApp reminder, reschedule from the chat, and every call and message stays on one patient record.
In-region data residency ✦ Business hours per number ✦ Reminders that send themselves
The most guest-obsessed brands trust Lodgestory to power 50M+ conversations a year
BBingo Hotels
Every patient. Every call. Every reminder.
A call to the appointment line, a WhatsApp about preparation, an email with a report request and the reminder that went out yesterday all sit on one patient record, with the booking beside them. Whoever answers next, on whatever channel, sees the whole history, not a sticky note.
- Call recordings and transcripts on the timeline, in or after hours.
- Bookings with outcomes: completed, no-show, disposition, or a ticket.
- Role-scoped visibility per department.
Patient
Next booking
Timeline
Built for a front office that answers every call
Route by department and by the clock
A voice menu with nine action types, department queues, business hours with holidays, and after-hours routing to voicemail, an on-call number or Kaylee's voice agent.
Learn moreBook real slots, assign the right person
Personal or team calendars with working hours and slot length, a public link up to 365 days ahead, Google Calendar invites, online or in person.
Learn moreRemind before, follow up after
WhatsApp and email reminders that send themselves, a private link to reschedule or cancel, and a CSAT survey after the visit.
Learn moreKept in your region, scoped to your staff
Patient data in your tenancy and your region, encrypted in transit and at rest, with role-based access and a log of every change.
Learn moreGoogle Calendar, your carriers, your systems
Bookings create Google Calendar events with the address or a Meet link and invite the patient and the doctor. Calls run on Tata Tele Smartflo, Airtel MSIP, Lodgestory Voice or SignalWire. Confirmations and reminders go by email and WhatsApp, Razorpay takes consultation fees as a payment link in India, and signed webhooks or Zapier carry bookings and tickets into your practice system.
- Google Calendar invites and Google Meet links.
- Razorpay payment links on any text channel, India only.
- 40 webhook events, a partner API and Zapier.
Created
The reminder goes out. The reschedule comes back.
Twenty-four hours before, the patient gets a WhatsApp reminder from an approved utility template with their name, the doctor and the time. If they reply that they cannot make it, the front office, or Kaylee with staff approval, offers the next open slot from the same calendar and the invite updates. The confirmation email carries a private link to reschedule or cancel without calling.
- Named placeholders such as patient name and appointment time.
- Template-aware composer after WhatsApp's 24-hour window.
- No-shows marked on the booking, with a follow-up ticket if you want one.
Booking
Tue 10:30 · Dr RaoConfirmed · reminder sentAfter 8 pm, the right phone still rings
A business-hours schedule decides where the appointment line goes by the moment the call arrives: weekly hours, dated holidays with their own greeting and a Close now button for the day the clinic floods. After hours the call can go to voicemail with a triaged inbox, to an on-call number, to a doctor's Follow-Me mobile, or to Kaylee's voice agent for opening hours and directions.
- Holidays for India and the US built in; your own lists too.
- Every missed call says whether it was missed in or after hours.
- Voicemails play, mark listened and delete from one inbox.
After hours
Solutions for every team in the practice
Answer the line, book the slot, remind the patient
The voice menu routes to the front office queue, the agent books from the calendar with the patient on the phone, and the reminder sends itself.
- Browser softphone with the patient's record on screen
- WhatsApp and email in the same queue as calls
- Kaylee answers hours, directions and preparation
A calendar that fills itself, and a phone that rings only in hours
A personal booking link, Google Calendar invites, a Follow-Me mobile for the on-call night, and the visit marked completed or no-show from the booking.
- Working hours and slot length per doctor
- Online consultations with a Google Meet link
- Online and Offline toggle for inbound calls
Fees as a link, status on the conversation
A Razorpay payment link with an amount and expiry dropped into the chat, with pending, paid, failed or refunded flowing back onto the thread.
- Payment links on WhatsApp, email and web chat
- Invoice queries as tickets with a category
- Dispositions on every billing call
One report for the whole practice
Calls per hour, speed to answer, missed in and after hours, bookings and no-shows, response times and CSAT, with every number opening its records.
- Business hours and holidays managed centrally
- Role-scoped visibility per department
- CSV exports and the Reports API
How to run an appointment line with Lodgestory
Point the number at a menu
Connect a telephony provider, build the voice menu with Appointments, Reports and Billing, attach a business-hours schedule with your holidays, and choose where after-hours calls go.
Set up the calendars
A calendar per doctor or a team calendar, working hours and slot length, Google Calendar connected, and WhatsApp and email reminders configured once.
Connect WhatsApp and teach Kaylee the basics
Your WhatsApp number through hosted onboarding, utility templates for reminders, and a knowledge base with hours, directions and preparation instructions, with staff approval for everything else.
In practice
A multi-specialty clinic's front office
The appointment line rings a menu: Appointments to the front office queue, Reports to the lab desk, Billing to accounts. The agent books Tuesday 10:30 with Dr Rao while the patient is on the phone; the invite lands on both calendars and the WhatsApp reminder goes out the day before. The patient replies that she cannot make it, the agent offers Wednesday 9:00 from the same calendar, and the invite updates. At 8 pm the schedule closes the line and the on-call doctor's mobile takes the next call, logged as after hours.
Patient data, kept where you decide
Every conversation and recording stays in your organisation's tenancy, in the region you choose, encrypted in transit and at rest. Role-based access decides who sees which patients, and every change is logged.
Visit the trust centerGuides for healthcare front offices
Working hours, slot length, reminders and the private reschedule link.
Where a call goes by the moment it arrives.
Route Appointments, Reports and Billing to the right desk.
Ready to answer every patient call?
Point your number at a menu, set your hours and take the first booking from a link this week.
Questions, answered
The things practices ask before they move the appointment line.
It answers the appointment line with a voice menu that routes by department and business hours, books real slots through a public booking link or on the patient's behalf, sends WhatsApp and email reminders before each appointment, lets patients reschedule or cancel from a private link, and keeps every call and message on one patient record.
A calendar per doctor or a team calendar with working hours, slot length and an advance window up to 365 days. Share the public link or book for the patient; Lodgestory assigns an available team member, creates the Google Calendar invite and sends the confirmation. Online or in-person visits, with the address on the invite.
Configure WhatsApp or email reminders once per calendar and they send themselves before each booking. WhatsApp reminders use approved utility templates with named placeholders such as the patient's name and the appointment time. The confirmation email carries a private link to reschedule or cancel.
A business-hours schedule on the number decides: weekly hours, holidays with their own greeting and a Close now button. After hours a call can go to voicemail, an external on-call number, a Follow-Me mobile or an AI voice agent, and every call records whether it arrived in or after hours.
Yes. WhatsApp, email and web chat land in the same inbox as the calls. Kaylee, the AI agent, can answer opening hours, directions and preparation instructions from your knowledge base and asks your staff before anything that needs a person. Lodgestory does not give medical advice; what she may answer is set by the prompt and the documents you give her.
In your organisation's tenancy, in the region you choose, encrypted in transit and at rest, with role-based access deciding who sees which conversations. Lodgestory's security posture is described on the trust center: SOC 2 Type II aligned controls, GDPR-compliant processing, AES-256 at rest and TLS 1.2 or higher in transit.
Analytics shows calls per hour, speed to answer, missed calls in and after hours, bookings and no-shows marked on each booking, response times on messages and CSAT from post-visit surveys, with every number opening its records and reports exported as CSV.