Booking Automation for a Clinic: the Dr Estet Vel Case with -80% Admin Workload

case study

Client and Context

Dr Estet Vel is an aesthetic medicine clinic in Vinnytsia with a team of 8 doctors and a flow of 150+ patients a week. Before automation, booking ran through phone calls and Instagram Direct. Two administrators spent 6 hours a day answering calls, coordinating times, and reminding patients.

Task: take the load off the administrators and reduce the number of missed visits.

What Darobots Built

We built a Telegram bot with an online booking system that runs 24/7 and is connected to the clinic’s internal schedule.

Functionality:

• service selection from a catalog with descriptions and estimated prices;
• doctor selection with photo, specialization, and rating;
• viewing open slots in real time;
• automatic booking confirmation and reminders 24 hours and 2 hours ahead;
• the ability to reschedule or cancel a visit through the bot;
• feedback collection after the visit.

Technical Implementation

Darobots integrated the bot with the doctors’ Google Calendar and the clinic’s internal database. Every booking automatically creates an event in the doctor’s calendar and a patient card. Administrators see an overall dashboard of the day’s appointments and only need to step in for complex cases.

We also built a separate waiting-list system: if the desired time is taken, the patient joins a queue and gets notified when the slot opens up.

Results After 3 Months

• -80% administrator workload - instead of 6 hours a day on booking, they now spend less than 1 hour;
• no-shows dropped by 45% - thanks to automatic reminders;
• 67% of bookings now go through the bot without human involvement;
• patients started booking in the evenings and on weekends - previously impossible.

What Made the Project Successful

The key factor was convenience for patients. The bot shows only genuinely open slots, requires no phone calls, and lets patients book in 30 seconds. For the clinic, that means fewer missed calls, fewer scheduling errors, and more time for service.

Darobots also added analytics: the clinic now sees which services are most popular, which times get the most bookings, and which doctors have the highest ratings from patients.