Key points
- Checkout puts booking and payment on the clinic's own website with no wai subscription or setup fee, and every patient who books gets a wai Profile.4
- Add Admin when the work around each booking takes more of the team's day than the bookings themselves.
- Admin brings WhatsApp, email, web and calls into one thread per patient, with each reply drafted for the team to approve.3
- Bookings and Profiles stay on the same record, and Admin is priced per location after a demo and a 90-day pilot.5
Summary
Add the whole front desk once the work around each booking takes more of the team's day than the bookings themselves. Checkout keeps booking and payment on your website with no wai subscription or setup fee. Admin adds every channel, reminders, deposits, invoices and claims on the same patient record, with each reply drafted by wai and approved by your team.
Online booking already gives the clinic a fuller diary and patients who arrive paid and prepared. The next step is a front desk where every message and missed call has a reply drafted for your team by morning, on the same record the bookings already live in.
See it in your clinicThirty minutes on your own patients and doctors.
Request a demoSee your own website's services turned into a booking page, then the same patients arriving in a front desk inbox where every reply is drafted and approved by your team.
| Job | Checkout | Checkout with Admin |
|---|---|---|
| Booking and payment on the clinic website | Yes, three taps, earliest time first | Yes, the same page |
| Confirmation, receipt and intake questionnaire | Yes | Yes |
| A wai Profile for every patient who books | Yes | Yes, on the same record |
| WhatsApp, email, web and calls in one thread per patient | Handled by the team outside the booking page | Yes, every reply drafted and approved by the team |
| Missed calls | Returned by the team | Answered by a drafted text the team approves |
| Reminders, deposits and waitlist backfill | Payment taken at booking | Reminders, deposits and waitlist backfill on every visit |
| Invoices, memberships and insurer claims | Receipt for each booking | Invoices, memberships, codes from notes and claims prepared |
| How it is priced | No wai subscription or setup fee | Per location, after a demo and a 90-day pilot |
What online booking already gives you
wai Checkout reads the services, prices, clinicians and locations already published on the clinic's website and builds a booking page from them. Patients see the earliest available time first and book in three taps, paying by card or Apple Pay through the clinic's own Stripe account, with the clinic as merchant of record.4
Installation is one line of code on the site, with a WhatsApp link and a QR code for the desk. Booking reads each clinician's busy times from Google Calendar, Outlook or Apple Calendar, so patients are only offered open times, and each patient receives a confirmation and an intake questionnaire.4
Each booking opens a wai Profile for the patient, holding appointments, forms, results and letters, and returning patients are remembered, so a follow-up takes fewer steps than the first visit.4 The install is covered in how to add online booking to a clinic website.
When the desk is ready for Admin
Count a normal week. Evening messages answered the next morning, reminders and deposit links sent by hand, invoices and insurer claims prepared after hours, and one patient spread across several inboxes are each work Admin drafts for the team. Two of them in the same week justify a pilot.
Fast replies win the enquiry
In a study of 1.25 million online sales leads across 42 US companies, firms that tried to contact a lead within an hour were nearly seven times as likely to qualify it as firms that waited an hour longer.1 The study covered businesses in general, and a clinic's own figure will differ.
With Admin, WhatsApp, email, web forms and calls arrive in one thread per patient, a missed call gets a drafted text, and each reply is drafted in the clinic's voice for your team to approve before it sends.3 Your team signs off each reply, as described in human approval before a clinic message sends.
From booking to paid visit
Admin books and reschedules against each clinician's busy times, read from Google Calendar, Outlook or Apple Calendar, so patients are only offered open slots. Every confirmed visit is reminded, deposits are taken at booking, and cancelled slots are offered to the waitlist.3
A BMJ Open meta-analysis of randomised studies found that patients sent digital notifications were 23% more likely to attend, and no-shows fell from 21% to 15%.2
After the visit, Admin raises invoices, runs memberships, extracts codes from consultation notes and prepares claims for insurers, with every action logged.3
The same record from the first booking
Patients who booked through Checkout keep their Profiles and history when Admin is added, and the front desk sees every payment beside the conversation that led to it.
The diary and the accounts sit together from the first booking. Why one platform suits the whole clinic is set out in running the clinic on one platform.
What it costs and how to judge it
Checkout carries no wai subscription or setup fee, and patients pay by card into the clinic's own Stripe account at Stripe's published rate.5 Admin is priced per location, published on the pricing page, and starts with a demo and a 90-day pilot shaped around the clinic's team.5
Track the time from a patient's message to an approved reply, missed calls returned within the hour, the no-show rate, deposits collected each week and hours spent on invoices and claims, each against a baseline week taken before the pilot.
Where to start
Run Checkout for a month and let it fill the diary. Then count a normal week at the desk, every message by channel, every missed call, every reminder sent by hand and every invoice raised after hours.
Bring that week to a fifteen-minute demo with a clinician who uses wai daily, and agree the pilot's targets before it begins, using the pilot success criteria guide. By the end of the pilot, the morning starts with the diary full and the replies already drafted.
Bring a normal week of your front desk. We show you which of those messages, calls and invoices would arrive already drafted.
Frequently asked questions
What stays the same when we add Admin to Checkout?
Your booking page and every patient's Profile stay as they are, and Admin works on the same patient record.
Does Checkout carry a subscription fee?
There is no wai subscription or setup fee for Checkout. Card payments go through the clinic's own Stripe account at Stripe's published rate.5
Does the AI answer patients on its own?
No. wai drafts each reply in the clinic's voice and a member of the team approves it before it sends. Anything clinical goes to a clinician with the conversation attached.3
How is Admin priced?
Per location. The price is published on the pricing page, and every clinic starts with a demo and a 90-day pilot.5
What should we measure in the pilot?
Reply time, missed calls returned, no-show rate, deposits collected and hours spent on invoices and claims, each against a baseline week taken before the pilot starts.
Which calendars does Admin work with?
Booking reads each clinician's busy times from Google Calendar, Outlook or Apple Calendar, so patients only see open times. It reads busy times only and does not write into a clinician's own calendar, and booked video calls are added to the clinic's Google Calendar.3
What do patients notice?
Faster replies on the channel they chose, and a Profile with their appointments, forms, results and letters.4
Sources
- 1Harvard Business Review, Oldroyd, McElheran and Elkington, 2011The Short Life of Online Sales LeadsRead 14 October 2026Read source
- 2BMJ Open, Robotham and colleagues, 2016Using digital notifications to improve attendance in clinic, systematic review and meta-analysisRead 14 October 2026Read source
- 3wai, 2026wai Admin, the front desk and back officeRead 14 October 2026Read source
- 4wai, 2026wai Checkout, booking and payment for any clinicRead 14 October 2026Read source
- 5wai, 2026AI scribe and clinic software pricingRead 14 October 2026Read source
A full diary from your own website, and every reply drafted for your team by morning.
Start with online booking on your own website, then see the front desk run on the same record in a fifteen-minute demo. We reply within one working day.
Partner with us
See it on your own patients, then build it with us
Thirty minutes on your own patients, doctors and rules, in your market. We reply within one working day, and the clinics that partner with us early shape what we build next.
See what wai does between the visits