Appointment Scheduling Bot Template

The conversation, step by step

These are the messages and questions in the template as it comes. Words in brackets are filled in from your business details or from the visitor's earlier answers. A visitor sees only the steps that match the buttons they choose, and you can change any wording, add steps or remove them in the flow builder.

1. I'd be happy to help you schedule an appointment at [Practice Name]!
2. Are you a new or existing patient?
   • New Patient
   • Existing Patient
3. Welcome! We're excited to meet you.
4. What type of appointment do you need?
   • Annual Physical/Wellness
   • Sick Visit
   • Follow-up
   • Consultation
   • Other
5. What time of day works best?
   • Morning (8am-12pm)
   • Afternoon (12pm-4pm)
   • Evening (4pm-6pm)
6. What is your full name? The visitor types a reply.
7. Thanks [visitor's first name]! What is your phone number? The visitor types a phone number.
8. And your email address? The visitor types an email address.
9. The visitor is saved as a lead, tagged:
   • appointment_request
   • healthcare_lead
10. Your appointment request has been submitted! Type: [visitor's appt type] Preferred Time: [visitor's preferred time] Location: [Office Address] Our scheduling team will confirm within 1 business day. Please bring your insurance card and ID. Please share health details with the office directly, not in this chat. If this is an emergency, call 911. You can also book directly at: [Online Booking Link]

What you get with each lead

Every lead this template collects appears in your Alma leads inbox with the answers the visitor gave and these tags, so you can sort and follow up: appointment_request, healthcare_lead. Alma emails you when a new lead arrives. On the Growth plan and up you can also send leads to other software through Zapier, and the Agency plan adds webhooks.

Questions your flow does not cover

A template answers the paths it was built for. To answer other questions in the visitor's own words, add AI answering for $25 a month: it replies from business information you provide as text, which the Alma team loads into your bot. The article on how a knowledge base chatbot works explains what to write.

For more on using a chatbot in this kind of business, see our page on chatbots for healthcare practices.

More healthcare & medical templates

• Medical Practice Welcome BotDirect patients to appointments, office info, or the patient portal, and send refill and health questions to the office by phone.
• New Patient Request BotTake a first-visit request: visit type, preferred time, whether insurance will be used, name and contact details. Registration forms stay with the practice.
• Refill Callback BotTake a callback request about a refill: name, best time to call and phone number. The office takes the details by phone.
• Office Hours & Location BotShare practice hours, location, providers, and contact information.
• Insurance & Billing BotAnswer billing questions, accepted insurance, and payment options.
• Care Options BotRoute patients to the right type of visit with buttons, show the emergency line, and take a visit request.