# How to book appointments on chat, without a register or a booking app

> Reception books by message or voice note. Kyrra checks which doctor is free, never double-books across branches, and can phone patients to confirm.

Source: https://kyrra.in/guides/appointment-booking-on-chat/ · By Kyrra · Published 2026-11-05 · Updated 2026-11-11

To book appointments with Kyrra, reception sends a message or a voice note on WhatsApp: the patient, the doctor and the time. Kyrra checks the doctor is free, never double-books them across branches, saves the booking and confirms. When reception asks, Kyrra phones patients in their language to confirm or remind them, and reports back.

## What goes wrong today?

Reception keeps the day in a register, a booking app and their head, all at once. To find a free doctor they flip pages or call upstairs. Bookings made by phone at night never reach the register. We wrote about this in [why reception has to search for a free doctor](/blog/finding-a-free-doctor/).

## How does it work with Kyrra?

**At reception:**

1. A patient calls or walks in. Reception tells Kyrra. “Book Anita with the dentist tomorrow at 11.” Or in Marathi: “Anita udya 11 vajta” (Anita, tomorrow at 11).
2. Kyrra checks that doctor’s day. If 11 is taken, it says so and offers the nearest free time.
3. Reception confirms and Kyrra saves the booking.
4. For a new patient, Kyrra asks for the details it needs, one at a time.

**The day before:**

1. Reception asks, “call tomorrow’s bookings to confirm.” Kyrra asks for one tap before the calls go out.
2. Kyrra phones each patient in their language and reports who confirmed, who wants a new time, and who didn’t pick up.
3. If a patient asks for a new time, that becomes a reminder for reception.

| Who | Sends | What Kyrra does |
|---|---|---|
| Reception | “Book Anita at 11 with the dentist” | Checks the doctor is free, saves it |
| Reception | “Call tomorrow’s bookings” | Phones patients after one tap, reports back |
| Doctor | “Who’s coming in today?” | Lists the day’s patients |

## What does the owner see?

Every doctor’s day across every branch, in one place. You can ask “how many no-shows this week?” or “which doctor has free slots on Saturday?” and get one short answer. The register stops being the only record. When a patient calls to ask about their visit, anyone at reception can answer from the same record, even on a busy morning.

## Who stays in charge?

- Reception decides who is seen when.
- The doctor decides anything medical: Kyrra gives no medical advice, on chat or on calls.
- It calls only when someone asks, only between 10 am and 9 pm, and never again once a patient says no.

See also [how to cut missed appointments](/guides/cut-missed-appointments/), [how to write consult notes from a voice note](/guides/consult-notes-from-voice/), [how to track lab reports](/guides/track-lab-reports/) [which languages Kyrra speaks](/guides/languages/) and [which kind of AI front desk fits a clinic](/guides/ai-front-desk-for-clinics-india/). New to Kyrra? Read [about Kyrra](/about/).

## Questions owners ask

### Who books with Kyrra?

Your reception and doctors, by message or voice note on WhatsApp.

### Can Kyrra double-book a doctor?

No. A doctor can’t be booked into two appointments at the same time, even across branches. Cancelled visits and no-shows don’t block the slot.

### Can Kyrra call patients to confirm or remind them?

Yes, when someone on your team asks, like “call tomorrow’s bookings to confirm”. It phones in the patient’s language between 10 am and 9 pm, says it’s calling for your hospital, and reports back. Calls never carry anything medical beyond the visit itself.

### What if a patient mentions pain or fever on a reminder call?

If a patient mentions pain, bleeding, swelling, fever or trouble breathing, the treating doctor hears at once. Kyrra gives no medical advice on the call.

### Do we have to move our old appointments over?

Only if you want to. Send them as a spreadsheet, Excel or CSV, and Kyrra brings them in after you approve. You can also start fresh from today.

### Can a doctor see their own day?

Yes. A doctor can ask “who’s coming in today?” or get the list every morning at a time they choose.