Register New Halaxy Patients from WhatsApp
This recipe collects a new patient’s details in chat and creates them in Halaxy, so their first visit starts with a complete record. Part of connecting Halaxy to WhatsApp and AI chat.
What happens today
A new patient messages to ask whether you are taking new clients. After a few messages back and forth, someone types their details into Halaxy from the chat, often with a missing date of birth or a misspelled email. Other times the details wait for a form on the day, and the first appointment starts late.
The flow that works
- AeroChat answers the patient’s first questions about your services.
- It collects their details one or two questions at a time.
- It checks Halaxy for an existing record with the same name and date of birth.
- It creates the patient in Halaxy, or updates the existing record.
- It offers times for a first appointment.
The recipe
Copy this into AeroChat
When someone asks to become a new patient, answer their questions about our services and fees from our knowledge base first. Then follow these steps.
- Ask for their first name, last name and date of birth.
- Ask for their phone number, email and home address.
- Ask whether they have a referral from a doctor (example). If they do, ask them to bring it to the first visit.
- Search Halaxy for a patient with the same name and date of birth.
- If one exists, update their phone number and email if they have changed. If not, create the patient in Halaxy with the details they gave.
- Offer up to three times for a first appointment and book the one they pick.
- Confirm their appointment and tell them what to bring.
Ask one or two questions at a time. Do not ask about symptoms or medical history in chat. Reply in the customer’s language.
Change the details you collect and the referral question to match your practice before you paste it.
What to connect
- Halaxy. Add the Halaxy API subscription, create an API key on the developer page, and enter its Client ID and Client Secret when AeroChat asks.
- Your knowledge base. Upload your services, fees, referral rules and what to bring to AeroChat so it can answer before it registers the patient.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Halaxy, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Halaxy’s public documentation, the checklist asks you to check it once against the current docs.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- Which details AeroChat collects.
- Whether it books the first appointment or hands over to the practice.
- What new patients are told to bring.
The result to expect
New patients arrive in Halaxy with complete details before their first visit, without anyone retyping a chat. Duplicate records stop appearing, and first appointments start on time.
Measure it with your own numbers: new patients registered from chat, and first appointments booked from chat, for a month before and after.
Next: book Halaxy appointments from chat.
Works on every chat channel
This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same Halaxy connection behind it. See what each channel does on the Halaxy integration page.
Register your first patient from chat
Paste the recipe, add your Halaxy key, and register yourself as a test patient in your own chat.