In short
- Dr Estet Vel, an aesthetic medicine clinic in Vinnytsia: 8 doctors, 150+ patients a week, bookings by phone and Instagram Direct.
- After the Darobots Telegram bot launched, administrator workload fell by 80%: from 6 hours a day on bookings to under one.
- No-shows dropped by 45% thanks to automatic reminders, and 67% of bookings now happen without a human.
- The bot is integrated with the doctors' Google Calendar and has a waiting list: the patient is notified when a slot frees up.
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.
Dialog demo: this is how the bot works in a real chat
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.
Results After 3 Months
Instead of 6 hours a day on booking, administrators now spend less than 1 hour. The number of no-shows dropped thanks to automatic reminders, and patients started booking in the evenings and on weekends - something that used to be 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 can see which services are most popular, what times get the most bookings, and which doctors have the highest ratings from patients.
