Medical Practice Welcome 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. Welcome to [Practice Name]! I'm here to help you with appointments, office information, and more.
2. How can I assist you today?
   • Schedule an Appointment
   • Office Hours & Location
   • Patient Portal Login
   • New Patient Information
   • Questions for the care team
   • Contact Us
3. You can book your appointment online: [Online Booking Link] Or call us at [Office Phone] during office hours.
4. [Practice Name] [Office Address] Phone: [Office Phone] Monday - Friday: 8:00 AM - 5:00 PM Saturday: Closed Sunday: Closed
5. Access your patient portal here: [Patient Portal URL] You can view test results, request refills, and message your provider.
6. We're excited to welcome you to [Practice Name]! Please arrive 15 minutes early to your first visit and bring your insurance card and photo ID. Book your first appointment: [Online Booking Link]
7. What is your name so we can prepare for your visit? The visitor types a reply.
8. Thanks [visitor's first name]! What is the best phone number to reach you? The visitor types a phone number.
9. The visitor is saved as a lead, tagged:
   • new_patient
   • healthcare_lead
10. Our team will reach out to you shortly at [visitor's phone]. We look forward to seeing you!
11. For prescription refills, test results and any question about your health, please call our office at [Office Phone] or use the patient portal: [Patient Portal URL] Refill requests can take 24-48 hours to process. Please share health details with the office directly, not in this chat. If this is an emergency, call 911.
12. [Practice Name] Phone: [Office Phone] Address: [Office Address] For life-threatening emergencies, call 911.
13. Is there anything else I can help you with?
    • Yes, go back to menu
    • No, thanks!
14. Thank you for visiting [Practice Name]! Have a great day.

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: new_patient, 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

• Appointment Scheduling BotTake appointment requests with the visit type, a preferred time, and the patient's name and contact details.
• 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.