Patient Follow-up Bot for a Network of Psychologists

Health · Online therapy

4 weeks to implement

Sesiones Desde CasaNetwork of psychologists · Online therapy

Sesiones Desde Casa, led by Nicole Blachman, is a network of psychologists offering online therapy. Every day they receive new patients reaching out for the first time via WhatsApp.

Following up those first contacts was manual and uneven: patients who reached out went unanswered or had no clear intake process, and the team lost time organizing data by hand.

The Challenge

New patients reaching out on WhatsApp with no organized follow-up
Manual intake: data entered by hand, uneven and delayed
First inquiries unanswered in time, losing potential patients
Team stuck on admin tasks instead of patient care
No single source with each new patient's information

The Solution

First contact and follow-up 24/7

An AI bot replies to every new patient who writes on WhatsApp, any time, and follows up on the first contact.

Automatic intake form

The bot sends the intake form and guides the patient to complete it, without anyone on the team having to chase them.

Automatic CRM loading

All the new patient's information is loaded into the CRM automatically, with a tidy record ready for the team.

Hand-off to the team to close

With the info already loaded, two team professionals reach out to the patient to schedule the first session.

Unified inbox in Chatwoot

Every conversation is centralized in Chatwoot, so the team sees each patient's status in one place.

Technologies Used

Chatwoot (unified inbox)WhatsApp Business APIClaude (conversational AI)CRM (patient records)Integrated forms

Project Timeline

Week 1

Mapping the intake process and designing the follow-up flow

Week 2

Building the bot in Chatwoot with WhatsApp and wiring the AI

Week 3

Connecting the form and automatic CRM loading; testing

Week 4

Launch and tuning with real patients

“

Following up new patients used to depend on someone being available, and we lost inquiries. Now the bot replies, sends the form and leaves all the info loaded in the CRM. The team only focuses on contacting the patient to schedule the session. We gained order and time.

Nicole Blachman

CEO

Sesiones Desde Casa

Results

24/7

first contact with every new patient

100%

of new patients followed up

CRM

record loaded automatically, no manual work

<1 min

response time to the first message