Clinic automation for your front desk
Patients scan your clinic's QR code and check themselves in. Each gets a token number and a likely time on their phone. The queue updates live for the doctor and front desk, and the doctor is alerted when someone checks in. On a paid plan, WhatsApp reminders and notices go out on their own.
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How QR check-in and the token queue work
Patients scan one QR code at the door
Print your clinic QR card from the app and put it at the entrance. Patients scan it and fill in a short form on their phone. There is no app to download.
Each patient gets a token and a likely time
After checking in, the patient sees their token number, how many patients are ahead and a likely time. The time is an estimate made at check-in and does not update afterwards.
They can pick a day and a preferred time
Patients can check in for today or a later day and add a preferred time. Your front desk sees the preferred time, but it is not a reserved slot: tokens stay first come, first served.
One phone, a whole family
Family members who share a phone check in as separate patients, each with their own record. More on patient records.
For how to order walk-ins and booked patients fairly, read a fair token system for walk-ins and appointments.
Your queue, live on every screen
New check-ins appear without refreshing
When a patient checks in, they appear in the queue on every screen in your clinic, with a short sound.
Call in, seen or no-show in one tap
Move each patient from waiting to in consultation, seen or no-show with one tap. Calling a patient in changes the status on screen; it does not message the patient.
One queue per doctor
In a clinic with several doctors, each doctor has their own queue with its own token letter, and you can filter the screen by doctor.
Walk-ins without a smartphone
Your front desk can add a patient from the app, and they join the same token queue.
See also running the queue without a receptionist and when a patient arrives late.
Know the moment a patient checks in
A phone notification for the doctor and front desk
Each check-in can send a notification to the doctor's and front desk's phones.
An email to the doctor the patient chose
The doctor the patient picked at check-in can also get an email.
Only your patients, only in clinic hours
Each person chooses whether to get alerts for all doctors or only their own patients, and whether to get them only during clinic hours.
Turning notifications on
The phone must allow notifications from Vaidya OS. On an iPhone, add Vaidya OS to the Home Screen first.
What it takes off your front desk
| Job | Without software | With Vaidya OS | Needs |
|---|---|---|---|
| Writing each patient into the register | The receptionist writes every name by hand | Patients fill in their own details by QR | Nothing extra |
| Deciding who came first | Arguments at the desk | A token number for every check-in | Nothing extra |
| Answering "how long will it take?" | The receptionist guesses | A likely time shown at check-in | Nothing extra |
| Telling the doctor who has arrived | Walking into the consultation room | A live queue and a check-in alert | Notifications allowed on the phone |
| Calling each patient the day before | A list of phone calls | WhatsApp reminders that go out on their own | Paid plan, WhatsApp sending on |
| Phoning every patient when the doctor cannot come | One call per booked patient | One tap sends a WhatsApp to today's booked patients | Paid plan |
| Answering timing, address and fee questions on WhatsApp | Someone replies by hand | The WhatsApp assistant replies from your clinic settings | Paid plan, switched on for your clinic |
WhatsApp messages that go out on their own
On a paid plan, once you switch WhatsApp sending on, these go out without anyone at the desk. They are not sent during the free trial. They come from Vaidya OS's own WhatsApp business number, and a patient who replies STOP gets no more.
- A welcome message when you add a new patient.
- Appointment reminders the day before and on the morning of the visit.
- Follow-up reminders before each follow-up date.
- The doctor-unavailable notice, when you send it.
For exact timings, see how follow-up reminders work. For the case against phone reminders, read replacing reminder phone calls.
Answers to routine patient questions on WhatsApp
What it answers
When a patient already on your records messages the Vaidya OS WhatsApp number, the assistant replies with your clinic timings, address, consultation fee and phone number, taken from your clinic settings.
What it will not do
It never gives medical advice and does not answer questions about a patient's own visit. It does not book, move or cancel appointments. For these, it gives the patient your clinic phone number.
How it is switched on
It is part of the paid plans and is switched on for your clinic by the Vaidya OS team, once your timings, address and clinic phone are filled in.
It does not answer phone calls
It replies to WhatsApp messages only. It is not a voice receptionist.
A separate login for your front desk
Invite your front desk staff from settings. With a front desk login they can run the queue, register and edit patients and view prescriptions, while reports and settings stay hidden. See if your receptionist is not tech-savvy and clinic software for multi-doctor clinics.
What Vaidya OS automation does not do
- It does not answer phone calls.
- The WhatsApp assistant does not book, move or cancel appointments.
- The time shown at check-in is an estimate. A preferred time is not reserved; tokens stay first come, first served.
- The patient's token screen does not update itself, and there is no "your turn" message.
- There is no waiting-room TV display or token printer.
- It does not send lab reports.
- It does not reroute late patients or run a waiting list.
- There is no shift, attendance or task management for staff.
- It does not send SMS.
Billing and prescriptions are on all Vaidya OS features.
Who it is for
- A doctor with no receptionist, where the QR queue does the desk work: clinic software for solo doctors.
- A clinic with one busy receptionist: clinic software for small clinics.
- Several doctors sharing one front desk: clinic software for multi-doctor clinics.
See all Vaidya OS features, or how Vaidya OS runs your clinic, retains patients and grows your practice.
Guides
Guides on running the front desk
Common questions about automation
Pricing, data, setup, security and switching, answered clearly.
Software that takes routine front desk jobs off your staff: checking patients in, giving tokens, keeping the queue and reminding patients. In Vaidya OS, patients check in by QR and get a token and a likely time, the queue updates live for the doctor and front desk, and on paid plans WhatsApp reminders go out on their own.
No. The QR code opens a short web page on the patient's phone. They fill in their details and get their token there.
No. It is a likely time, estimated when the patient checks in, and it does not update afterwards. A preferred time is shown to your front desk but not reserved; tokens stay first come, first served.
Yes. The patient appears in the live queue, and the doctor and front desk can get a phone notification. The doctor the patient chose can also get an email. The phone must allow notifications, and on an iPhone Vaidya OS must be added to the Home Screen first.
Your front desk adds them from the app, and they join the same token queue as everyone else.
QR check-in, tokens, the live queue, check-in alerts and front desk logins. Automatic WhatsApp messages, the doctor-unavailable notice and the WhatsApp assistant need a paid plan.
Yes, on a paid plan. From the queue screen, the doctor can send a WhatsApp message to every patient booked for today. You see how many it will reach before you confirm.
It replies to patients already on your records who message the Vaidya OS WhatsApp number, with your clinic timings, address, consultation fee and phone number. It gives no medical advice, does not book or move appointments and does not answer phone calls. It is part of the paid plans and is switched on for your clinic by the Vaidya OS team.
Still exploring your options? Read our guides on choosing clinic management software, and on whether your clinic needs clinic software or an EMR.
Let the queue look after the front desk.
Try QR check-in, tokens, the live queue and check-in alerts free for 14 days. Automatic WhatsApp messages start on a paid plan. No credit card needed.
- No credit card
- Cancel anytime
- Your data is exportable
Need help getting started? We'll help you set up your clinic.