# Clinic appointment automation: the Dr Estet Vel case with -80% admin workload

> Dr Estet Vel case study: clinic appointment automation via a chatbot - minus 80% of administrator workload.

HTML version: https://darobots.com.ua/en/blog/clinic-appointment-automation-dr-estet-vel
Company: Darobots (https://darobots.com.ua)

Published: 2026-06-17

## 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.

- **Client:** Hi! I'd like to book a consultation with a cosmetologist
- **Dr Estet Vel:** Hello! The catalog has a service description and estimated price. Want to pick a doctor?
- **Client:** Yes
- **System:** Checking doctors' schedules…
- **Dr Estet Vel:** Dr. Oksana, 4.9 rating - tomorrow at 10:00 or 12:30. Dr. Iryna - Thursday at 15:00
- **Client:** Tomorrow at 12:30 with Oksana
- **System:** Creating the booking and patient card…
- **Dr Estet Vel:** Done. We'll see you tomorrow at 12:30. I'll remind you 24 hours and 2 hours before the visit

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.

> **Waiting List**
>
> 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
- **-45%** missed visits (no-show)
- **67%** bookings go through the bot

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](/dashboards): the clinic can see which services are most popular, what times get the most bookings, and which doctors have the highest ratings from patients.

> **Conclusion**
>
> For medical facilities, [appointment automation](/automations) isn't a trend - it's a necessity. The bot takes the load off staff, reduces no-shows, and gives patients the convenience they expect in 2026.
> 
> Darobots has experience automating clinics, beauty salons, and medical centers. Tell us about your facility, and we'll find a solution that fits your processes.

## Request a project or a free AI audit

https://darobots.com.ua/en/#contact