How Qaswa works

Qaswa handles your patients' WhatsApp conversations from the first message to the next visit, and we set it up and tune it with you every week.

Book a demo
Palm Smile Cliniconline

Hi, how much is teeth whitening?

9:41 pm

Hello, and welcome. Whitening is 899 SAR, consultation included. Would Wednesday at 4:30 pm work, or is another time better?

9:41 pm

Replied in 6 s

Answers in seconds, day and night

It answers every message on your clinic's number in Arabic or English, only from your approved prices and information, then offers a time.

Palm Smile Cliniconline

From your Instagram ad: whitening offer

Hi, how much is teeth whitening?

9:41 pm

Hello, and welcome. Whitening is 899 SAR, consultation included. Would Wednesday at 4:30 pm work, or is another time better?

9:41 pm

Wednesday is good

9:42 pm

You're booked for Wed 12 Nov at 4:30 pm with Dr. Noura. I've sent you the clinic's location.

9:42 pm

Replied in 6 s

Booked · Wed 4:30 pm · confirmation sent

Books into your calendar

It sees each doctor's open times and books straight into Google Calendar, Outlook or your clinic system, or into Qaswa Desk if you don't have one.

Qaswa DeskWed 12 Nov
Dr. NouraDr. Faisal
3:30 pmFollow-up · NoufConsult · Majed
4:00 pmOpenOpen
4:30 pmSara AlotaibiTeeth whiteningNew · Instagram adReview · Turki
5:00 pmConsult · MajedOpen
5:30 pmOpenCheck-up · Abdullah
6:00 pmReview · TurkiOpen

Booked · confirmation sent

Reminds, and rebooks no-shows

It sends a reminder the day before and asks for confirmation. If a patient doesn't show, it follows up within the hour and offers the next free slot.

Palm Smile Cliniconline

The day before

Reminder: your whitening is tomorrow, Wed at 4:30 pm, at Palm Smile Clinic. Reply 1 to confirm or 2 to change the time.

6:00 pm

1

6:04 pm

Confirmed. See you tomorrow.

6:04 pm

Brings patients back on time

It knows when a check-up, next session or top-up is due and messages the patient to book, so nobody drifts away between visits.

Palm Smile Cliniconline

4 months later

Hi Lama, it's been 4 months since your last Botox. Shall we book your top-up with Dr. Reem? We have Sunday at 5 pm or Tuesday at 7 pm.

12:00 pm

Tuesday

12:41 pm

Booked for Tuesday at 7:00 pm with Dr. Reem.

12:41 pm

Shows what your ads brought in

Every booking is tied to the ad it came from. A weekly report shows chats, bookings, attendance and the cost of each booked patient.

Week of 9–15 NovExample

Median first reply6 s

Handed to staff14

No-shows rebooked5 of 7

SourceChatsBookedShowedAd spendPer booked
Instagram: whitening offer14251443,200 SAR63 SAR
Facebook: implant consult6417152,400 SAR141 SAR
Instagram: braces38981,100 SAR122 SAR
No ad572220––
Total30199876,700 SAR87 SAR

Hands over at the right moment

Medical questions, complaints and anything unusual go straight to a person with the full chat, and Qaswa stops replying in that conversation.

Palm Smile Cliniconline

I had a tooth out yesterday and there's swelling. Is that normal?

9:13 pm

Sorry to hear that. I'm passing your question to Dr. Noura now; she'll reply herself within minutes.

9:14 pm

Handed to Dr. Noura · 9:14 pm

Live in 7 days

Live within 7 days of getting WhatsApp access.

  1. First, send us your price list.

    Price list 2026.pdf2 pages

    We're open 4 to 11 pm, closed on Friday.

    We've added 38 treatments and your hours, Ramadan included. This is how we'll answer a whitening question. Approve?

    Palm Smile Cliniconline

    Hi, how much is teeth whitening?

    9:41 pm

    Hello, and welcome. Whitening is 899 SAR, consultation included. Would Wednesday at 4:30 pm work, or is another time better?

    9:41 pm
    ApproveEdit

  2. Then we connect your calendar.

    Google Calendar
    Outlook
    Your clinic system
    Qaswa Desk
    Synced3 doctors2 chairs214 open slots this week

  3. You go live, and we tune it every week.

    Ready to go live on Thursday?

    Yes, go live
    Week of 9–15 NovExample

    Median first reply6 s

    Handed to staff14

    No-shows rebooked5 of 7

    SourceChatsBookedShowedAd spendPer booked
    Instagram: whitening offer14251443,200 SAR63 SAR
    Facebook: implant consult6417152,400 SAR141 SAR
    Instagram: braces38981,100 SAR122 SAR

Questions clinics ask

Will patients know they're talking to AI?

Qaswa replies as your clinic, from your number. If a patient asks, it says it's the clinic's digital assistant. Anyone on your team can take over a chat at any moment.

What happens with medical questions?

Qaswa never diagnoses or gives medical advice. It answers only from information you've approved, like prices, times and location, and passes any medical question to a person with the full chat.

Do we keep our clinic's WhatsApp number?

Yes. We connect your existing number to the WhatsApp Business Platform, and your team can still see and answer every conversation.

Where is patient data stored?

Patient data we store is hosted in Saudi Arabia, in line with the Personal Data Protection Law (PDPL). The messages themselves travel through Meta's WhatsApp network, as with every WhatsApp Business provider.

How long does it take to go live?

Within 7 days of getting WhatsApp access. We write the replies, add your prices and hours and connect your calendar; you just approve.

Which calendars and systems does it work with?

Google Calendar, Outlook, and clinic software that offers an API. If you don't have a system, you get Qaswa Desk, a calendar, patient list and inbox, at no extra cost.

What does Meta charge for messages?

Meta charges for some message types, such as reminders. We pass them on at exactly what Meta charges, shown separately on your invoice.

Is there a long contract?

No. Billing is monthly and you can cancel anytime.

Free reply-time test

Let us message as a patient.

Within 24 hours you get a short report: how fast your team replied, whether they gave a price, and whether they offered a booking. Free.

Reply-time reportExample

Our message: “How much is a cleaning?” · Thu 9:40 pm

First reply
After 47 min
Price given
Yes
Booking offered
No
Follow-up next day
No