Patient enquiries, answered fast and followed up
A CRM for clinics captures patient enquiries from Google, WhatsApp and JustDial, assigns them to the front desk quickly, and tracks appointment follow-up, with consent recorded properly under the DPDP Act. Vaalo does this for clinics and healthcare practices.
Where patient enquiries come from
Google search and Google Ads, JustDial listings, WhatsApp messages to the clinic number, and referrals. They arrive while the front desk is also handling the waiting room, which is exactly why some are answered late or not at all.
The problem: enquiries spread across personal phones
When patient chats live on staff members' personal phones, the clinic has no record of who enquired, who replied, or who was supposed to confirm tomorrow's appointment. If that staff member is away, the enquiry effectively leaves with them.
The Vaalo flow for a clinic
Enquiries land in one shared inbox and are assigned to the front desk or a counsellor. Appointments are tracked as tasks with reminders, and recall lists for check-ups are worked with a consent check before any message is sent, so a patient who opted out is not contacted for marketing.
DPDP compliance → · WhatsApp CRM → · JustDial leads → · Google Ads leads →
Health enquiries are sensitive data
A patient enquiry can reveal a health condition, so it deserves more care than a sales lead. Vaalo keeps an append-only consent ledger, checks consent before marketing outreach, restricts records by role, and keeps an audit trail of what happened to a record.
An honest scope note
Vaalo is a CRM for patient enquiries and follow-up. It is not a hospital management system and not an electronic medical record system, and it does not try to be. Clinics use it for the work before and around the appointment: capturing the enquiry, responding quickly, and following up properly.
Questions, answered plainly
What CRM should a clinic use for patient enquiries?
A clinic needs fast first response on WhatsApp and calls, a record of every enquiry, and careful handling of personal data. Vaalo captures enquiries from Google Ads, JustDial and WhatsApp into one inbox, assigns them to your front desk, tracks appointment follow-ups, and records consent under DPDP workflows. Vaalo manages enquiries and follow-up; it is not a hospital management system.
How does Vaalo handle patient data privacy?
Vaalo records consent in an append-only ledger, checks consent before marketing outreach, supports access, correction and erasure requests, and keeps role-based access so staff see only what their role allows. A person's data is not used for marketing after they withdraw consent.
See Vaalo on your own leads
Tell us where your leads come from and how your team follows up today. We will show you Vaalo set up for your business type, scope what you need, and give you a fixed quote.