Clinic management software
Your front desk, minus the chaos.
ClinicZeo runs the parts of a clinic that eat the day — the appointment book, patient records, reminders, billing, your website, and the phone that never stops ringing. One system, from the first enquiry to the follow-up visit.
14-day trial · Data migration from your current system included · No card required
- Reduction in no-shows
- −38%
- no-shows after 90 days of automated reminders
- Bookings handled by AI agents outside clinic hours
- 61%
- of bookings taken by AI agents outside clinic hours
- Front-desk hours saved each week
- 9hrs
- of front-desk admin saved per week, per branch
Sunrise Family Clinic · Koramangala
Tuesday, 12 August
Find patient
New appointment
09:00
09:30
10:00
10:30
Dr. Meera K.General medicine
Anita Rao
Vikram S.
Held for walk-ins
Available
Dr. Arjun J.Dermatology
Farah N.
Rohit D.
Sana M.
Available
Dr. Priya T.Paediatrics
Available
Kabir & Ira
Neha G.
Available
Built for the way clinics actually run
Single doctor to 20+ branches
HIPAA & India DPDP-ready
Migrates from Excel, Practo & legacy HMS
Live in under a week
Inside the software
Nine screens your team will live in
The working surfaces of ClinicZeo — the day board, the patient record, the lead pipeline, the page builder, the automation rules, the AI agents and the money view. No mystery demos: this is the shape of the actual product.
Sunrise Family Clinic
Today · Tue 12 Aug
All branches
Walk-in
Booked
48
12 remaining today
Confirmed
41
85% via reminders
Waiting now
6
avg wait 11 min
Collected
₹86,400
+14% vs last Tue
| Patient | Doctor | Time | Status | Due |
|---|---|---|---|---|
| Anita Rao | Dr. Meera K. | 09:00 | In consult | ₹0 |
| Farah Naaz | Dr. Arjun J. | 09:00 | Checked in | ₹1,200 |
| Vikram Shetty | Dr. Meera K. | 09:30 | Teleconsult | ₹600 |
| Neha Gupta | Dr. Priya T. | 10:00 | Not confirmed | ₹800 |
| Sana Mirza | Dr. Arjun J. | 10:00 | AI booked | ₹1,500 |
| Rohit Desai | Dr. Arjun J. | 09:30 | No-show risk | ₹2,400 |
One board for the whole day
Reception opens this once in the morning and never leaves it. Every state a patient can be in — booked, reminded, checked in, in consult, billed — is visible without clicking through.
- No-show risk scoring flags patients who historically skip, so the desk calls the right five people.
- Live queue and token display for the waiting room, with average wait time.
- Multi-branch switch — one login, every location, with per-branch permissions.
Patients / Anita Rao
Clinical record
Start teleconsult
Write prescription
Anita Rao
Allergy: Penicillin
Hypertension
Insurance: Star Health
- BP
- 128 / 84
- HbA1c
- 6.9 %
- Weight
- 68.4 kg
- Last visit
- 14 Jun 2025
Clinical timeline
All events- Consultation — Dr. Meera K.Follow-up for hypertension. Telmisartan 40mg continued.
- Lab order — Lipid profile, HbA1cReport attached · reviewed 16 Jun
- Teleconsultation — 12 minNotes and e-prescription sent on WhatsApp
- Vaccination — InfluenzaBatch logged from inventory
Active medication
- TelmisartanOnce daily · morning
- MetforminTwice daily · after meals
- Vitamin D3 sachetWeekly · 8 weeks
Interaction check: 1 caution on new NSAID
The whole history, one scroll
Records are structured, not a pile of PDFs. Vitals trend, allergies stay pinned to the top of every screen, and prescriptions are written from the same page the doctor is reading.
- Allergy and interaction checks run as the prescription is typed.
- Lab orders and reports attach to the visit that ordered them.
- Custom templates per specialty — dental charts, ANC visits, derm photo notes.
- Audit trail on every view and edit, exportable for compliance.
Automation
Reminder rules
Last 30 days
New rule
Messages sent
3,412
WhatsApp 78%
Confirm rate
84%
+11 pts since launch
No-shows
6.2%
−38% vs baseline
Slots refilled
127
₹1.9L recovered
Active rules
6 running
Appointment confirmation — WhatsAppImmediately on booking · Confirm / Reschedule buttons
24-hour reminder + 2-hour nudgeFalls back to SMS if WhatsApp undelivered
Cancellation → waitlist offerOffers the freed slot to 3 waitlisted patients, first to accept wins
Medication & follow-up recallDay 7 refill check · 6-month recall for chronic care
Post-visit feedback → Google reviewSent 3 hours after billing · 4★+ routed to review link
Unpaid balance reminderPaused — resumes 1 Sep
Reminders that actually get answered
WhatsApp first, SMS as fallback, email for documents. Every message carries a one-tap Confirm or Reschedule, so the patient never has to call back — and the calendar updates itself.
- Waitlist auto-fill turns a cancellation into a booking in minutes.
- Recalls for chronic care, vaccinations and annual check-ups run on their own.
- Quiet hours and consent respected per patient; opt-outs handled automatically.
AI agents
Agent inbox
Both agents live
Handoff to staff: 4
Conversations
612
this month
Booked by AI
248
61% after hours
Calls answered
100%
avg pickup 1.2s
Escalated
7%
clinical questions
WhatsApp · chat agent
ResolvedPatient · 9:41 PMDo you have a skin doctor free tomorrow evening?
ClinicZeo agentDr. Arjun J. (Dermatology) has 6:15 PM and 7:00 PM open tomorrow. Consultation is ₹800. Which suits you?
7 pm please. First time visiting.
Booked for Wed 13 Aug, 7:00 PM. I’ve sent a short intake form — filling it now saves you 10 minutes at the desk. Directions and parking are in the confirmation.
Appointment created · patient record matched
Inbound call · voice agent
+91 90••• ••734 · 01:12 · transcribed
Voice agentSunrise Family Clinic, good evening. How can I help?
CallerI need to move my appointment from Thursday to next week.
Found it — Thursday 4:30 PM with Dr. Meera. Tuesday 5:00 PM or Wednesday 11:15 AM are open.
Tuesday five works.
Rescheduled · Thursday slot released to waitlist
The calls you keep missing, answered
A chat agent on your website and WhatsApp, and a voice agent on your clinic number. Both read the same live calendar, so they only ever offer slots that genuinely exist — and they hand over to a human the moment a question turns clinical.
- Books, reschedules and cancels directly in the schedule — no callback queue.
- Answers from your knowledge base: timings, fees, directions, doctors, insurance accepted.
- Multilingual — English, Hindi and regional languages on both chat and voice.
- Guardrails by default: no diagnosis, no medical advice, instant human handoff for anything urgent, full transcript on the patient record.
Website · sunriseclinic.in
Pages & content
Published
New page
Visitors (30d)
7,940
+22%
Online bookings
316
from the website
PageSpeed
97
mobile
Schema
Valid
MedicalClinic + FAQ
Pages
12 publishedHome /Live2,410
Services — Dermatology /services/dermatologyLive1,182
Dr. Arjun Joshi /doctors/arjun-joshiLive903
Koramangala branch /locations/koramangalaLive744
Blog — Managing eczema in summer /blog/eczema-summer-careDraft—
Book an appointment /bookLive1,509
Booking widget
EmbeddedLive on 4 pages
Your clinic website, run from the same login
Most clinic sites are stale because updating them means emailing an agency. Here, pages, doctor profiles, services and blog posts are edited by your own staff — and every page carries a booking button wired to the live calendar.
- Clinic-specific templates for services, doctors, locations and blog — no page builder archaeology.
- SEO handled: clean URLs, meta tags, sitemap, and MedicalClinic, Physician, FAQ and LocalBusiness schema generated for you.
- Your domain, your branding, free SSL, and 90+ mobile PageSpeed out of the box.
- Chat agent embedded on every page, so a visitor who won’t fill a form still books.
Pipeline · New patient enquiries
Lead board
2 past SLA
All owners
New lead
New enquiry7
Contacted4
Booked9
Visited32
Every enquiry on one board
Phone calls, website forms, chatbot conversations and walk-ins land in the same pipeline. Drag a card to move it; the timeline, the follow-up task and the reporting all update behind it.
- One person, one card. Someone who fills the form, then messages the bot, then calls does not become three cards and three phone calls.
- Scores you can argue with — every score shows its reasoning, so the desk knows why a lead is at the top.
- SLA alerts when an enquiry goes unanswered past your response target.
- Converts to a patient in one click, carrying the whole history across.
Website · sunriseclinic.in
Home — editing
Draft changes
Preview
Publish
Hero
Family care, without the wait
General medicine, dermatology and paediatrics under one roof.
Book an appointmentOur doctors
Services
What we treat
Booking widget
Find a time
Live slots, pulled from the clinic calendar
FAQ
Common questions
6 questions · adds FAQ schema automatically
Your staff edit the site, not an agency
Pages are built from a fixed set of clinical blocks, so a receptionist can add a service or update timings without being able to break the layout — or paste in anything unsafe.
- Every save is a revision. A bad edit is one click back.
- Draft and publish are separate — half-finished work is never live.
- Booking widgets read the live calendar, so the website can never offer a slot that is gone.
- No raw-HTML block, by design — the usual way a clinic site quietly acquires malicious script.
AI agents
Agent settings
Test the bot
Chat agentWebsite bubble and WhatsApp · answering now
Voice agentAnswers the clinic number · not on your plan
Knowledge base
4 answerstimingsMon–Sat, 9–1 and 4–7. Closed Sunday.128
feesGeneral ₹600 · Paediatrics ₹700 · Derm ₹80096
location4th Block, 80 Feet Road, Koramangala74
insuranceStar Health, HDFC Ergo and most TPAs41
Safety rails
Always on- Never diagnoses or advises on medication
- Answers only from the knowledge base above
- Offers only slots that exist in the calendar
- Hands to a human on any urgent wording
- Full transcript saved to the patient record
On or off, and you decide what it knows
The bot is a switch, not a commitment. Turn it off for a weekend and your settings, knowledge base and transcripts are all still there when you turn it back on.
- It only knows what you tell it. Every answer comes from entries you wrote and approved.
- The rails are not optional — no diagnosis, no medication advice, no invented slots, whichever model is behind it.
- Staff can take over any conversation mid-thread.
Insights · All branches
August 2025
Month to date
Export CSV
Revenue
₹18.4L
+12% vs Jul
Outstanding
₹1.2L
28 invoices
Chair utilisation
78%
+6 pts
Repeat patients
64%
within 12 months
Revenue by week
₹ lakhW28W29W30W31W32
Where appointments come from
- Website & AI agents62%
- Walk-in & front desk22%
- Doctor referrals16%
| Invoice | Patient | Type | Status | Amount |
|---|---|---|---|---|
| INV-2841 | Farah Naaz | Consultation | Paid · UPI | ₹1,200 |
| INV-2840 | Rohit Desai | Procedure | Claim filed | ₹24,000 |
| INV-2839 | Anita Rao | Lab + consult | Paid · Card | ₹2,650 |
| INV-2838 | Neha Gupta | Vaccination | Overdue 9d | ₹800 |
Know what the clinic actually earns
Billing, claims and stock feed the same numbers, so the month-end view is a screen rather than a spreadsheet exercise. Filter by branch, doctor or treatment.
- GST invoices, payment links and UPI with automatic receipts.
- Insurance & TPA claim tracking from filing to settlement.
- Pharmacy and consumable stock with low-stock and expiry alerts.
- Doctor-wise payouts and revenue share, calculated automatically.
Want a closer look at any of these? We will walk you through the screens that matter for your clinic — no slides.
The core four
Scheduling, records, reminders, money
Everything else in ClinicZeo exists to make these four things take less of your day.
Appointment scheduling
Multi-doctor, multi-branch day and week views with drag-to-reschedule, recurring visits, buffer blocks for walk-ins, room and equipment allocation, and a waitlist that fills cancellations by itself.
Online booking·Waitlist·Doctor leave & holidays
Patient records
A structured clinical record per patient: history, allergies, vitals trend, prescriptions, lab reports, scans, consent forms and documents — searchable by name, phone or record number, and never more than two clicks from the schedule.
Specialty templates·Attachments·Full audit trail
Automated reminders
WhatsApp, SMS and email reminders with one-tap confirm and reschedule, no-show recovery, and recalls for follow-ups and vaccinations.
Billing & claims
GST invoices, packages, payment links, UPI and card collection, insurance and TPA claim tracking, and doctor-wise revenue share.
Teleconsultation
Video visits from the same appointment, with in-call notes, e-prescription and payment — no separate meeting links to juggle.
That is the whole product, in one system. Most clinics are live within a week, with their existing data migrated.
Website + AI agents
Patients find you at 10 PM. Now someone answers.
Two thirds of clinic enquiries arrive when the desk is closed or the line is busy. ClinicZeo gives you a website that ranks, a chat agent that converts, and a voice agent that picks up the phone — all writing into the same calendar your staff use.
Clinic website & content manager
Launch a fast, clinical-looking site on your own domain in a day — services, doctor profiles, branch pages, blog and patient education content. Your staff edit it themselves; SEO, sitemaps, medical schema and mobile performance are handled by the platform, and every page has a booking button.
Own domain + SSL·Blog & CMS·MedicalClinic schema·90+ PageSpeed
AI chat agent
On your website and WhatsApp. Answers fees, timings, directions and doctor availability from your knowledge base — then books, reschedules or cancels in the live calendar.
AI voice agent
Answers your clinic number on the first ring, in English, Hindi or your regional language. Books and reschedules by phone, takes messages, and transfers to staff for anything clinical — with a transcript on the record.
24/7 pickup·Overflow & after-hours·Human handoff
Safe by design
Agents never diagnose, never advise on medication, and escalate urgent language to a human immediately. You approve the knowledge base; every conversation is logged and reviewable.
Curious what your clinic’s site and bot would look like? We will build a preview from your existing site before you decide anything.
How it works
One patient, start to finish
Follow a single appointment through the system — this is the loop ClinicZeo automates, from the first message to the follow-up recall.
-
ENQUIRY
They ask, day or night
A patient messages your website chat, WhatsApps the clinic or calls the number. The AI agent answers instantly, checks the live calendar and offers real slots.
-
BOOKING
The slot is held and confirmed
The appointment lands on the doctor’s board. Confirmation goes out immediately with directions, fees and a short intake form the patient fills before arriving.
-
VISIT
Check-in to prescription
Reception checks them in from the day board, the queue display updates, and the doctor opens a record that already has history, allergies and intake answers. Prescription and lab orders go out digitally.
-
AFTER
Paid, reviewed, recalled
Invoice and payment link are sent, feedback is requested a few hours later, and the follow-up or refill recall is scheduled automatically — so the patient comes back without anyone chasing them.
This is what week one actually looks like. Nothing to install. We migrate your records and train your front desk.
Everything included
The rest of what a clinic needs
No module pricing games — these ship with the platform.
Front desk
- Queue & token management with a waiting-room display screen
- Walk-in handling with buffer blocks and live wait estimates
- Patient self-service portal — history, reports, invoices, rebooking
- Digital intake & consent forms signed before arrival
- Family accounts linking children, parents and dependants
- Multi-branch switching with shared patient identity
Clinical
- Digital prescriptions with drug database and interaction warnings
- Lab & radiology orders, with reports attached to the visit
- Vitals and growth charts, including paediatric percentiles
- Specialty templates — dental, derm, ANC, physiotherapy, ophthalmology
- Vaccination schedules with automatic due-date recalls
- Clinical notes on mobile, including dictation
Practice & growth
- Analytics: revenue, no-show rate, utilisation, retention, source mix
- Inventory & pharmacy with batch, expiry and low-stock alerts
- Staff roles & permissions with per-branch access control
- Review automation routing happy patients to Google
- Campaigns for health camps, seasonal check-ups and recalls
- Open API & webhooks plus Google Calendar and accounting exports
Trust & compliance
Patient data, handled properly
Clinical records are the most sensitive data a small business will ever hold. ClinicZeo is built to the standards that assumption demands — and we will happily walk your IT reviewer through it.
- Encryption in transit (TLS 1.3) and at rest (AES-256), with encrypted backups.
- Role-based access — reception cannot open clinical notes unless you allow it.
- Immutable audit log of every record view, edit and export.
- HIPAA-aligned and India DPDP-ready controls, with data residency options.
- Your data stays yours — full export any time, no lock-in, no resale.
Migration, done for you
Send us your existing spreadsheets or an export from your current software. We map patients, appointment history and outstanding balances, run a test import for you to check, then go live over a weekend.
Free on annual plans·Typical turnaround: 5 working days
Customer voices
What we hear from clinics
“The waitlist auto-fill paid for the subscription in the first month. Cancellations used to be dead time; now the slot is taken before I even know it opened up.”
“Our receptionist used to spend the first hour of every day calling to confirm appointments. That hour is gone, and confirmations went up, not down.”
“We were missing calls during consults. The voice agent picks up every time and books straight into my calendar — I stopped losing new patients to the clinic down the road.”
Pre-launch note: these are placeholder quotes, not real testimonials. Swap in named,
consented customer quotes (and only then add AggregateRating / Review schema).
Pricing
Priced per clinic, not per headache
Unlimited staff logins on every plan. Billed monthly, cancel any time — two months free on annual.
Practice
Single doctor or a small clinic finding its feet
₹2,499/ month per clinic
- Scheduling for up to 2 doctors
- Patient records & digital prescriptions
- 1,000 WhatsApp/SMS reminders a month
- Billing, invoices & payment links
- Online booking page
Clinic
A busy multi-doctor practice with a real front desk
₹5,999/ month per clinic
- Everything in Practice, unlimited doctors
- Clinic website + CMS on your domain
- AI chat agent on web & WhatsApp
- Queue display, teleconsultation, lab orders
- Inventory, insurance claims & analytics
- 5,000 reminders a month · free migration
Group
Multi-branch groups and specialty chains
₹11,999/ month, from
- Everything in Clinic, all branches
- AI voice agent on your clinic numbers
- Group-level analytics & doctor payouts
- Custom roles, SSO & audit exports
- API access & dedicated onboarding manager
Prices shown are indicative for the Indian market and exclude GST. Confirm final pricing and message-bundle costs before publishing.
Questions
Answers before you book a call
What is ClinicZeo?
ClinicZeo is clinic management software that runs appointment scheduling, patient records, automated reminders and billing for clinics — plus a clinic website with a content manager and AI chat and voice agents that book appointments for you around the clock. It replaces the mix of registers, spreadsheets, WhatsApp groups and a stale website most clinics run today.
How long does it take to get running?
Most single-location clinics are live in three to five working days. Setup is: import your patient list, set doctor timings and fees, connect WhatsApp, and train the front desk — which takes about an hour, because the day board is the only screen reception needs. Multi-branch groups usually take two weeks.
Can the AI agents really book appointments on their own?
Yes. The chat and voice agents read your live calendar and write to it, so they only offer slots that exist and the booking appears instantly on the doctor’s board. They are limited to scheduling and clinic information — timings, fees, directions, doctors, insurance accepted. Anything clinical, urgent or unusual is handed to a staff member, and every conversation is transcribed onto the patient record for you to review.
Do reminders work on WhatsApp in India?
Yes, through the official WhatsApp Business API with pre-approved templates, so messages are delivered rather than filtered. If WhatsApp fails to deliver, ClinicZeo falls back to SMS automatically. Patients can confirm or reschedule with one tap and the calendar updates without anyone at the desk touching it.
Do I get a real website, or just a booking page?
A real website on your own domain: home, services, doctor profiles, branch pages, blog and a booking page, all editable by your staff from the same login. SEO basics — clean URLs, meta tags, sitemap and medical structured data — are generated automatically, and the site is built to load in under two seconds on mobile.
Is patient data safe, and who owns it?
You own it. Data is encrypted in transit and at rest, access is role-based, and every view and edit is written to an immutable audit log. Controls are HIPAA-aligned and built for India’s DPDP Act, with data residency options. You can export everything at any time, in standard formats, without asking us.
Can we move our existing patient data across?
Yes — from spreadsheets, from most clinic software exports, and from legacy hospital systems. Our team maps patients, appointment history and outstanding balances, runs a test import for you to verify, and switches you over on a weekend. Migration is free on annual plans.
What does it cost to run reminders and AI calls?
Each plan includes a monthly bundle of reminder messages, and AI voice minutes are included with the Group plan. Beyond the bundle you pay the underlying WhatsApp, SMS or telephony cost at pass-through rates — no markup, and usage is visible in your billing screen before it is charged.
Still have a question we have not answered? Ask a real person — we will tell you straight if ClinicZeo is not the right fit.
Book a demo
See your own clinic’s week in ClinicZeo
Twenty minutes, screen-shared, with your actual schedule and fee structure loaded in. If it isn’t a fit, we’ll tell you in the call rather than sell you a plan.
- A walkthrough of the day board, records and reminders with your workflows
- A live test of the AI chat and voice agents on your clinic’s questions
- A migration plan for your existing patient data, with a timeline
- Straight pricing for your number of doctors and branches