Frequently asked questions about appointments and scheduling in Wazzy

Can a patient book an appointment directly via WhatsApp?

Yes.

Wazzy can manage the entire booking process within the WhatsApp conversation. The patient can explain what they need, check availability, and confirm an appointment without having to call the front desk or access an external calendar.

How does Wazzy know which times are available?

Wazzy checks her own schedule and the availability rules configured by the clinic.

When searching for an appointment, you can take into account the requested service, the professionals who can perform it, their schedules, and the necessary resources.

Does Wazzy have her own agenda?

Yes.

Wazzy has its own calendar that acts as the primary source for appointment management.

Appointments created by the assistant, entered manually by the team, or imported become part of that same schedule.

Can Wazzy check the appointments a patient already has?

Yes.

The patient can ask about their upcoming appointments and Wazzy can check the information available in their schedule.

Can a patient change an appointment by talking to Wazzy?

Yes.

Wazzy can check new availability and manage date or time changes directly within the WhatsApp conversation.

Once the change is made, the schedule is updated.

Can a patient cancel an appointment by talking to Wazzy?

Yes.

Wazzy can handle the cancellation and update the schedule so that the slot becomes available again as appropriate.

Can a patient book, change, or cancel an appointment outside of reception hours?

Yes.

When these features are active, Wazzy can handle these tasks even when the front desk team is not working at that time.

Can Wazzy know which professional is available?

Yes.

Wazzy can check the availability of the configured professionals and use it when searching for an appointment.

Can Wazzy manage multiple professionals within the same schedule?

Yes.

A clinic can configure multiple professionals, and each one can have their own services, schedules, and availability.

Can a patient request an appointment with a specific professional?

Yes.

If the requested professional is set up to perform that service, Wazzy can check their availability directly.

What happens if the patient does not know which professional to book with?

Wazzy can use the requested service and the rules configured by the clinic to guide the booking toward the appropriate professionals.

It does not provide autonomous medical recommendations.

Can the same service be associated with multiple professionals?

Yes.

The clinic can define which professionals can perform each service so that Wazzy takes that relationship into account when checking availability.

Can a professional offer multiple services?

Yes.

The same professional can be associated with different services when the clinic operates that way.

Does Wazzy take into account rooms or chambers when booking an appointment?

Yes.

When a service needs a specific cabinet or room, Wazzy can coordinate the professional's availability with the availability of that resource.

Does Wazzy prevent overlaps between professionals and offices?

Yes.

The schedule takes into account the availability of professionals and treatment rooms to avoid conflicting bookings during the same period.

Does Wazzy also manage equipment or devices?

Currently, schedule resource management focuses on professionals and offices or rooms.

The specific management of machinery or equipment is not part of the current standard functionality.

Can each service have a different duration?

Yes.

Services can be configured according to the duration they need, and Wazzy uses that information when calculating availability.

Can Wazzy take the type of service into account when searching for an appointment?

Yes.

Availability may depend on the requested service, the professionals who can perform it, and the resources required to provide it.

Does Wazzy offer any slot that looks free?

Not necessarily.

An available slot can only be offered if it also meets the configured conditions for the service, the professional, and the necessary resources.

Can the clinic decide until what date it can offer Wazzy appointments?

Yes.

The clinic can configure the availability horizon that the assistant uses when showing options to patients.

Can the clinic establish rules on how far in advance appointments can be booked?

Yes.

Availability can be configured according to the clinic's operating rules.

Can the clinic block times or days so that Wazzy does not offer appointments?

Yes.

The calendar can reflect periods of unavailability so that they do not appear as booking options.

Can the clinic manage staff absences?

Yes.

The reception team or the professional themselves can record an absence from the reception panel to indicate that they will not be available during the corresponding period.

What happens if an absence is created and there were already patients scheduled?

Wazzy can identify the appointments affected by that absence and notify the corresponding patients via WhatsApp that their appointment has been cancelled.

You can then continue conversing with each patient to find a new date and manage the new appointment.

Can Wazzy automatically reschedule patients affected by a professional's absence?

Wazzy does not assign a new appointment without speaking to the patient.

You can start or continue the conversation via WhatsApp, offer new availability, and manage the booking of an alternative with each affected patient.

Does the absence of a professional update their availability?

Yes.

An absence recorded on the reception dashboard is reflected in the schedule so that Wazzy stops offering that professional during the corresponding period.

Can reception create an appointment manually?

Yes.

The team can create appointments from the reception dashboard.

Once registered, they become part of the same calendar consulted by the assistant.

Can front desk modify or cancel an appointment created by Wazzy?

Yes.

The team maintains control of the agenda and can manage appointments from the reception panel, regardless of who originally created the appointment.

Is there a difference between an appointment created by Wazzy and one created manually?

Not for the record.

Once registered, the appointment becomes part of the same calendar and is taken into account to calculate availability and subsequently manage the patient.

Can the patient later view an appointment that reception created manually?

Yes.

If the appointment is registered in Wazzy and associated with the patient, it forms part of the information available for subsequent management.

Can existing appointments be imported when starting to use Wazzy?

Yes.

Appointments from a previous operation can be added to Wazzy's calendar.

Once imported, they are managed along with the new appointments.

What happens if two patients try to book the same slot?

Wazzy works on a centralized schedule.

When a slot is taken, the availability is updated to prevent that same resource from being incompatibly assigned to another appointment.

What happens to the slot when an appointment is canceled or changed?

When an appointment is successfully canceled or moved, the previous slot can become available again if it still complies with the corresponding schedule rules.

Can Wazzy offer multiple appointment alternatives?

Yes.

When several compatible options exist, Wazzy can propose different alternatives and continue the conversation until it finds the one that fits the patient.

Can the patient request a specific date or time?

Yes.

Wazzy can interpret the patient's indicated preference and check for compatible availability.

Can the patient book an appointment in the morning or in the afternoon?

Yes.

Wazzy can interpret preferences expressed in natural language, such as “in the morning” or “in the afternoon,” and use them when searching for availability.

Can the patient request the first available appointment?

Yes.

Wazzy can search for the first option compatible with the service, professional, and other configured conditions.

Can the patient book an appointment with any available professional?

Yes.

When multiple professionals can perform the service and the patient has no preference, Wazzy can check availability among them.

Can the clinic decide which professionals Wazzy offers for each service?

Yes.

The relationship between services and professionals is configured in Wazzy and determines which options are valid for a booking.

Can Wazzy manage more than one appointment within the same conversation?

A conversation can include different appointment requests.

The specific way to manage them will depend on what the patient requests and the clinic's setup.

Can Wazzy manage vacations or other periods of unavailability?

Yes.

Absences or unavailabilities registered from the Reception panel are taken into account so that the professional does not appear as available during that period.

What happens if a professional becomes unavailable after appointments have been booked?

The clinic can record the corresponding absence from the reception panel.

If it affects existing appointments, Wazzy can contact patients via WhatsApp to inform them of the cancellation and reschedule a new appointment with them.

Can the clinic view all their appointments from a single calendar?

Yes.

Wazzy's calendar centralizes registered appointments so the team can consult and manage clinic planning from the Reception Panel.

Can the calendar show appointments from different professionals?

Yes.

Wazzy is ready to manage multiple professionals within the same clinic and display their appointments in the calendar.

Is the patient's appointment history recorded?

Yes.

The patient profile available in the reception panel can include their appointment history so the team can review their activity.

Does Wazzy need Google Calendar to work?

No.

Wazzy has its own calendar and does not need Google Calendar to manage availability and appointments.

Does Wazzy integrate with Google Calendar?

Yes.

When the integration is set up, Wazzy appointments can be reflected in the professional's Google Calendar.

Wazzy's calendar continues to be the primary source for appointment management.

Are appointments created directly in Google Calendar?

No.

Appointments are created and managed in Wazzy. Google Calendar functions as a complementary integration.

What happens if an appointment is deleted from Google Calendar?

When the integration is configured for this, Wazzy can detect that deletion and free up the corresponding slot in its own schedule.

Is the Google Calendar integration a full two-way sync?

No. Google Calendar is a complementary integration, not a full calendar management from both systems.

The integration is primarily aimed at reflecting Wazzy's appointments in the professional's calendar and detecting certain compatible actions, such as deleting an appointment.

Can a clinic use Wazzy without connecting any external calendar?

Yes.

Wazzy's own calendar is enough for the assistant to manage appointments.

Does Wazzy integrate with any appointment management software?

No.

Currently, the only external integration available in Wazzy is Google Calendar. Wazzy does not integrate with third-party clinical management software.

Its operation is based primarily on its own schedule and the reception desk.

Does the clinic maintain control of the schedule even if Wazzy manages appointments automatically?

Yes.

The team can view and modify the schedule, create appointments manually, record absences, and manage reservations made by the assistant from the reception panel.

What is the advantage of Wazzy managing the appointment directly from WhatsApp?

The patient can move from a conversation to an actual appointment without changing channels.

It can explain what it needs, check availability, answer questions, and complete the reservation via WhatsApp.

What is the advantage of the assistant being connected directly to the calendar?

Allow Wazzy to do more than just answer messages.

You can check real-time availability, book an appointment, and immediately reflect that action in the operations managed by the team from the Reception Panel.

Can Wazzy reduce manual front desk work related to appointments?

Yes.

By allowing patients to check availability, book, change, or cancel appointments via WhatsApp, Wazzy can automate a significant portion of repetitive front desk tasks.

What happens if Wazzy cannot find any appointment that matches what the patient is asking for?

You can search for other available options or transfer the conversation to the team when necessary.

Wazzy does not create nonexistent gaps in the schedule.

Can Wazzy book an appointment if necessary information is still missing?

Before completing the reservation, Wazzy may request the necessary information from the patient to correctly manage the appointment.

Does Wazzy confirm to the patient when the appointment is booked?

Yes.

Once correctly created, Wazzy can communicate the data corresponding to their appointment to the patient.