WARC
Real-world scenarios

How WARC handles the messages your front desk gets every single day.

Each of these is an anonymised, lightly-translated transcript from a clinic running WARC. The bot replies in seconds, escalates when it should, and quietly steps aside the moment a clinic team member takes over.

Scenario 01
Sensitive enquiry about implants & financing
Scenario 02
Family booking three appointments at once
Scenario 03
Quick appointment confirmation
Scenario 04
Friendly post-treatment follow-up
Scenario 01 / 04

Sensitive enquiry about implants & financing

A partner asks about dental implants for a loved one. WARC handles the emotional, price-sensitive enquiry, explains free consultations, financing, and shares the booking link.

Out of hoursTreatment pricingFinancingBooking
Outcome

From cold enquiry → booked consultation in one conversation, no staff time spent.

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W
WhatsApp · Patient
handled by WARC
WhatsApp

Hello, I would like to ask about dental implants. My partner suffers a lot because of his teeth, and they are also in a terrible condition. I would like to help him. What is the price for the lower and upper jaw? I would be grateful if you could reply when you have the opportunity. 😊

21:14

Hello! The cost of dental implants depends on the individual case and is determined after an examination. I can help you book a consultation if you would like. Implants for the lower and upper jaw are possible, but it would be best to know more about the condition of his teeth. If you have any additional questions or would like to book an appointment, please let me know.

21:14

I understand, but I would like to know an approximate price so I can decide whether we have this possibility. 😊 His teeth are in very bad condition. They cannot get any worse. He also has many missing teeth.

21:16

I understand. Prices for dental implants can vary significantly depending on the complexity of the case and the procedures required. The best way to receive an accurate estimate is through a consultation, which is free. If you would like, I can send you a booking link.

21:16

Yes, thank you!

21:17

You can choose a convenient time here: [clinic booking link] Once you book an appointment, please write the date and time you selected here, so our team can review and confirm it.

21:17

Thank you.

21:18

You're welcome! If you need any more information, please feel free to ask. 🙂

21:18

I am a little embarrassed, but can implants be done in instalments if I do not have an employment contract?

21:22

I understand. The clinic offers financing for up to 12 months interest-free. For specific terms and available options, it would be best to speak directly with the team during your consultation.

21:22

I know it sounds naive, but when I see how much he is struggling, I want to help him.

21:24

I understand your wish to help. The consultation will give you a clear idea of the available options and how best to proceed. If you need any further help, I am available.

21:24

Hello again. I booked an appointment for today.

08:42

Thank you for letting me know. I will pass the information to the team so they can confirm the appointment time here in the chat.

08:42
Clinic team

Confirmed for today at 17:30 — see you then!

09:01
Scenario 02 / 04

Family booking three appointments at once

A patient wants check-ups for three people plus a broken mouthguard repair. WARC gathers preferences and routes them to self-booking, then loops the team in.

Multi-appointmentRepairSelf-booking
Outcome

Replaces 8 minutes of phone tag with a single self-serve flow.

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W
WhatsApp · Patient
handled by WARC
WhatsApp

Hello, how are you?

10:02

Hello! I'm here to help you with any questions about the clinic. How can I assist you today?

10:02

The three of us would need an appointment for a check-up/cleaning, I think.

10:03

Of course, we can help with that. Could you tell me which days and times you prefer for the appointments?

10:03

My mouthguard broke.

10:03

I understand. We can schedule an appointment to review the mouthguard and also for the check-ups and cleanings. What days and times do you prefer?

10:04

Any day except 29/04 and 04/05.

10:05

Perfect, I'll send you the link so you can choose a convenient time: [clinic booking link] After booking, please write here the date and time you selected so our team can review and confirm it.

10:05

I booked for the three of us. I'm not sure if I did it correctly.

10:18

Thank you for booking. Please tell me the date and time you selected so our team can review and confirm it here in the chat.

10:18
Scenario 03 / 04

Quick appointment confirmation

A patient lets the clinic know she booked her CT scan. WARC acknowledges and quietly forwards to the team.

ConfirmationHand-off
Outcome

Silent hand-off so the front desk only handles the confirmation, not the small talk.

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W
WhatsApp · Patient
handled by WARC
WhatsApp

Hello, I was able to book the appointment for the CT scan this afternoon, so we will see you tomorrow around midday. Regards.

13:11

Thank you. I will pass your message to the team so they can confirm the appointment here in the chat. See you soon!

13:11

Thank you.

13:12

You're welcome! 🙂

13:12
Clinic team

Hi — confirmed for tomorrow 12:30. See you!

13:25
Scenario 04 / 04

Friendly post-treatment follow-up

A patient updates the clinic that her denture is now fine. WARC keeps the warm tone and stays available — no human time required.

After carePatient retention
Outcome

Reinforces the patient relationship without taking up the team's time.

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W
WhatsApp · Patient
handled by WARC
WhatsApp

Hi, for now everything is okay with the denture. I changed the adhesive and it is great. So everything was because of the adhesive. Thank you for everything.

16:40

If there is anything, I will contact you.

16:40

Have a nice day.

16:40

I'm glad everything is okay with the denture. If you need anything, please do not hesitate to contact us. Have a nice day! 🙂

16:41

Okay.

16:41

Thank you.

16:41

You're welcome! 🙂

16:41

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