Enquiries that arrive after reception closes
Plenty of people ask about a treatment at night or at the weekend. If nobody replies until Monday, they have already booked with another clinic.
Viliera CRM · Clinics and aesthetics centres
The CRM for clinics that never leaves a first visit unbooked
Enquiries arrive through your website, WhatsApp and campaigns, many of them after reception has closed. Viliera gathers them in a single list, replies instantly with your clinic’s information and tells reception who to call first every morning.
Card required · Set up in minutes · Support in English and Spanish
Today · who to call first
3 pending- Marta G.New, not called yet · WhatsApp
- Luis P.Visit tomorrow, not confirmed
- Ana R.Quote follow-up due today
Stages for clinics
- New
- Contacted
- Visit booked
- Visit attended
- Quote sent
- Patient
The problem
What slips through every week
Gaps in the diary from unconfirmed visits
A patient who doesn’t turn up is an hour of a specialist’s time lost. Confirming each visit by phone eats up reception’s whole morning.
Quotes nobody ever follows up
After the assessment, the patient wants to think it over. Without a dated follow-up, the quote is forgotten in a folder.
How Viliera solves it
Features already in the CRM, applied to your day-to-day
WhatsApp AI that knows your clinic
Replies with your treatments, opening hours, location and what the first visit involves, based on what you teach it. When a person is needed, it hands the conversation to your team.
Form and chat on your website
A first-visit form with your own questions and an AI chat on your site. Every enquiry comes in as a new patient, with the campaign or page it came from.
Visits with reminders and confirmation
An email reminder and a confirmation request on WhatsApp: the patient replies yes or no and the visit updates itself. Anyone who can’t come shows up to be rebooked.
“Today” for reception
Every morning, a prioritised list: new patients not yet called, unconfirmed visits in the next 48 hours, no-shows without a new appointment and follow-ups falling due.
Signed consents and quotes
With Viliera Sign (add-on) the patient signs from their phone and the signed PDF is stored on their record.
Which campaigns fill the diary
Reports by channel, stage and team member: see which source brings first visits and which only brings questions.
An example, step by step
A week on reception, from first question to first treatment
An illustrative case with fictitious names: this is how Viliera is used on a normal day.
Sunday, 22:15
A question on WhatsApp
Marta writes to ask about a facial treatment. The AI replies with the clinic’s information and asks which days suit her. The conversation is saved on her record.
Monday, 9:00
Top of the “Today” list
Reception opens “Today” and sees Marta at the top: new, not yet called, with a good AI score. They call her from the CRM and book her first visit for Thursday.
Wednesday
Confirmed without a phone call
Marta gets the confirmation request on WhatsApp, replies “yes” and the visit is confirmed in the calendar.
Thursday
Assessment and quote
After the visit, the specialist sends the quote for signature and sets a follow-up for five days later.
The following Tuesday
The follow-up comes back on its own
The follow-up falls due and Marta reappears in “Today” with the reason. One call, a signed quote and Marta becomes a patient.
Frequently asked questions
It isn’t designed for that. It replies with the information your clinic gives it (treatments, opening hours, location, what the first visit involves) and follows your instructions on what it must not discuss. If a patient describes warning symptoms, such as fever or bleeding, the conversation is passed to a person on your team.
More industries
Viliera CRM for other industries
- CRM for real estateBuyers and tenants with their source, viewings per agent and a portfolio that belongs to the agency.See page
- CRM for law firmsQualified enquiries, a first consultation in the calendar and a signed engagement letter.See page
- CRM for academiesInformation requests, open sessions and enrolments during peak season.See page
- CRM for agenciesOpportunities with their UTM, discovery meetings and signed proposals.See page
We’ll show you with a case like yours
Tell us how you work and we’ll show you Viliera set up for your industry. Or get started on your own: 14 days free, card required.