New Patient Request 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! We're looking forward to meeting you at [Practice Name]. I can take a request for your first visit, and our team will call you to set it up. Please share health details with the office directly, not in this chat. If this is an emergency, call 911.
2. What type of visit would you like to schedule?
   • New patient visit
   • Annual physical
   • Consultation
   • Something else
3. What time of day works best for you?
   • Morning
   • Afternoon
   • Evening
4. Will you be using insurance for this visit?
   • Yes
   • No / Self-pay
   • Not sure
5. The visitor is saved as a lead, tagged:
   • new_patient
   • appointment_request
6. What is your name? The visitor types a reply.
7. Thanks, [visitor's first name]. What is the best phone number to reach you? The visitor types a phone number.
8. And your email address? The visitor types an email address.
9. Thank you, [visitor's first name]! Our team will call you to confirm your first visit. Visit: [visitor's visit type] Preferred time: [visitor's preferred time] To finish registering, please complete our new patient forms before your appointment: [Online Patient Forms URL] Please bring your insurance card and photo ID, and arrive 15 minutes early. We're at [Office Address]. Questions? Call us at [Office Phone].

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