AAYNA Clinic turns high-intent clicks into confirmed bookings with WhatsApp

‍Overview

Static web forms and delayed phone follow-ups were replaced by instant WhatsApp chat
Missed opportunities were reduced with real-time lead capture, even outside clinic hours.
Staff workload were eased by automating appointment confirmations, reminders, and rescheduling option.
Low engagement from SMS and email was replaced by high-performing WhatsApp broadcasts that drove repeat visits and reactivations.

‍

Key Outcomes (at a glance)

Metric	Before WhatsApp	After WhatsApp
Lead-to-Appointment Conversion	31%	54%
No-show Rate	23%	11%
Staff Admin Time (hrs/week)	12	3
Broadcast Open Rate	18%	91%
Avg. Response Time (inbound)	6 hrs	5 min
Appointment Reschedules/Week	15	4

‍

Context:

Before QuickReply.ai, AAYNA Clinic was generating high traffic from Google Search Ads for priority services such as Botox, Skin Rejuvenation, and Laser Hair Removal.

However, a large portion of these visitors dropped off before booking due to slow follow-up, disconnected systems, and low engagement on traditional channels. With QuickReply.ai’s WhatsApp-first approach, the clinic cut no-shows by over 50%, boosted lead conversions by 23%, and saved 9 staff hours every week.

‍

The Challenge: Why Patients Fell Through the Cracks

‍

Lead Drop-off from Web Forms Hurt Conversions

Search ad traffic was directed to static web forms with no immediate interaction, resulting in a high leak rate. Many potential patients never completed the booking journey.

Delayed Response Time Lost High-Intent Patients

Inquiries outside office hours went unanswered until the next day, causing the clinic to lose out to competitors who responded faster.

Disconnected Systems Caused Missed Follow-ups

The in-house CRM had no link to WhatsApp, forcing manual entry of leads and creating a lag in follow-up. This often meant high-quality leads were not contacted in time.

Low Engagement from SMS and Email Campaigns

Promotions, reminders, and aftercare sent through SMS and email had low open rates and minimal click-throughs, making it harder to retain or re-engage patients.

‍

The WhatsApp Transformation with QuickReply.ai

‍

Instant WhatsApp Conversations Captured Every Lead

QuickReply.ai replaced slow landing page forms with a WhatsApp widget and web bot on service-specific pages. Leads from Google Ads could start chatting instantly, share their details, and ask questions, all without waiting for a call. This real-time engagement boosted the conversion rate from 31% to 54%.

Automated Reminders Cut No-Shows in Half

Personalized WhatsApp reminders were sent 24 hours and 2 hours before appointments. These messages felt more direct and human than SMS, helping reduce no-shows from 23% to 11%.

CRM Integration Removed Manual Work

A custom integration connected WhatsApp with AAYNA Clinic’s in-house CRM, ensuring that all leads, bookings, and status updates were automatically synced. This eliminated double entry and sped up follow-ups.

High-Impact Broadcasts Drove Repeat Visits

WhatsApp broadcasts replaced SMS and email campaigns for seasonal offers, treatment recalls, and event invites. With 91% open rates, these messages generated higher reactivation rates and improved retention.

Two-Way Support Strengthened Trust

Patients could reach out at any time via WhatsApp for rescheduling, service inquiries, or aftercare questions. This created a more patient-friendly experience and improved overall satisfaction.

‍

How QuickReply.ai Was Configured for V6Clinics

‍

WhatsApp Stack Element	What Was Implemented
WhatsApp Widget on Website	Added to high-traffic landing pages for priority services
Chatbot Onboarding Flows	Collected patient details, service interest, and preferred appointment slot
CRM Integration	Custom API-based sync with in-house CRM for lead capture and status updates
Lead Routing Logic	Routed based on service type to the relevant team
Automated Reminders	Sent at 24 hours, 2 hours, and post-visit for aftercare
Bot-to-Human Handoff	Instant transfer to reception during business hours
Meta Template Use	Confirmations, reminders, offers, aftercare
Languages Supported	English& Hindi
Go-Live Time	14 days from kickoff to full automation

‍

The Patient Experience, in Their Words

“With QuickReply.ai, we no longer lose leads from our landing pages. Patients get connected instantly, even when we are closed. Bookings are faster, no-shows are down, and my team spends much less time on follow-ups.”
‍
— Dr. Simal Soin, Founder, AAYNA Clinic

‍

Why QuickReply.ai is the Ultimate WhatsApp Marketing Automation Partner for Aesthetic Clinics

Aesthetic clinics need to combine speed, personalization, and operational efficiency to compete in a crowded market. QuickReply.ai’s WhatsApp-first automation solution delivers all three.

Transforming Patient Engagement

From the first click, patients connect instantly through WhatsApp, eliminating delays and improving lead-to-appointment conversion.

Reducing No-Shows and Boosting Retention

Timely, personalized reminders make it easier for patients to keep their appointments and return for follow-up treatments.

Maximizing Staff Efficiency

Automating confirmations, follow-ups, and rescheduling frees staff to focus on patient care, cutting admin time by hours each week.

Driving High-Engagement Campaigns

With open rates above 90%, WhatsApp broadcasts outperform SMS and email, ensuring marketing efforts translate into action.

QuickReply.ai empowers aesthetic clinics to deliver a smoother patient journey, improve conversion, and grow revenue without adding more staff.