Web application · Appointment automation
Appointments, deposits and WhatsApp, automated
For Gisela Lentz Odontología
01 · Project
A practice coordinated by hand
Gisela Lentz runs her dental practice in Miramar with no administrative staff: appointments, deposits and enquiries were all coordinated by hand over WhatsApp. SEBA.ar designed and developed the complete product around that work: the practice’s public landing page, a private admin dashboard, the conversational automation and the database underpinning all of it. The project also covered the brand identity — logo, palette and visual system — the responsive experience, the WhatsApp Cloud and Google Calendar integrations, and a clinical records module that lives isolated from the rest of the system under its own rules.
02 · Challenge
When admin work competes with patient care
With no central schedule, every appointment meant rereading a conversation. There was no real check for overlapping time slots, bank transfer receipts were verified at a glance, and reminders were sent by hand or not at all. The volume of messages meant administration competed with clinical time, and every coordination error — a double booking, an unverified deposit, a forgotten appointment — cost time and patient trust. All of it had to be automated without the practitioner losing control over a single sensitive decision.
03 · Solution
WhatsApp with rules, not a loose inbox
SEBA.ar built an end-to-end, single-tenant product where WhatsApp stops being a loose message inbox and becomes a channel with rules. Availability is validated transactionally in the database, so two people can never end up holding the same slot. A deterministic conversational bot resolves the frequent intents — booking, checking, cancelling and rescheduling — without relying on a generative model to decide. The deposit flow speeds up confirmation with AI-assisted reading of the receipt, but the final decision belongs to an exact, auditable database rule, and every exception falls to human review. The practitioner always keeps the dashboard to review, confirm or cancel by hand, can pause the bot in any conversation, and can keep using the WhatsApp Business app in parallel. The public landing page presents the practice, its hours and direct WhatsApp contact.
04 · Key features
Daily work handled from the same tool
Operational overview
The next appointment, receipts awaiting review, bookings waiting on a deposit and unread messages, all in a single view.
Daily schedule
Held bookings, optional automatic confirmation, manual review, cancellation, rescheduling and completed or no-show marking, with appointment length set by insurance or private coverage.
Administrative patient records
A record per patient, search by normalized phone number and the full history of appointments and conversations.
Unified WhatsApp inbox
One conversation per patient, manual takeover of a chat, and pausing or reactivating the bot whenever a human reply is better.
Deposits with receipts
The patient sends the transfer image or PDF; an AI extracts amount, date and account holder, and a deterministic rule decides whether to confirm the appointment or send it to human review.
Conversational automation
Booking, checking, cancelling and rescheduling appointments by chat, with priority handling and out-of-hours replies.
Reminders and calendar
Idempotent, consent-aware appointment reminders, plus an automatic mirror of the confirmed schedule in a private Google calendar.
Clinical odontogram
Clinical records per tooth, isolated from the rest of the system and visible only to the practitioner.
05 · Design and experience
Clinical calm carried into the interface
The identity was designed for the project: a monogram combining a tooth with the letter G, and a palette of plum, dusty rose, ivory and sage that translates the idea of clinical calm. Serif headings set the tone while sans-serif controls keep daily work legible. The public landing page opens with that identity and leads to a single action: message the practice on WhatsApp. The private dashboard adapts to desktop and mobile, with clear states, comfortable touch targets, keyboard navigation and a print-ready version of the schedule.
06 · Development and technology
A secure foundation for every appointment
Qwik and Qwik City build the interface with TypeScript and Tailwind CSS 4. Supabase provides Postgres, authentication, Row Level Security, Realtime and Edge Functions on Deno; messaging uses Meta’s official WhatsApp Cloud API and the calendar uses the Google Calendar API over OAuth2. OpenAI is scoped to extracting visible data from a receipt and transcribing audio: it is optional and can be switched off. Because WhatsApp webhooks can arrive duplicated or out of order, outbound messages use an outbox pattern with per-message idempotency, so a retry never duplicates a booking or drops an automation. Availability is protected with locks and exclusion constraints in Postgres, not only in the interface. The odontogram was separated under its own rules — insert-only, with server-side timestamps — in line with Argentine clinical records law. Every automation starts switched off: if a configuration variable is missing or malformed, the system assumes the most conservative state instead of failing open.
07 · Result
Running in the practice every day
The product is in production and used every day to run the practice, under active development with more than fifty recorded iterations. It covers the full business cycle — landing page, schedule, patients, WhatsApp, deposits, reminders and calendar — rather than a demonstrative slice. The brand identity, the product and the automation were built end to end by the same person. The architecture was also designed to change infrastructure without rewriting the product: today it runs on Vercel Edge with a dual adapter and a migration to Cloudflare underway.
The result above describes the documented technical scope. No commercial metrics are published because none are recorded as confirmed.
- Qwik
- Supabase
- WhatsApp Cloud API
- Google Calendar
- OpenAI
- Appointment automation
- Brand identity
- Role-based security
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What about yours?
A tool designed around the way you care
Does your work also depend on messages, schedules and manual follow-up? Tell me how it runs, and we can shape a tool around every step.