Cut clinic no-shows by up to 30% — without manually calling every patient.
Automatic D-2 and D-1 · WhatsApp confirmation · Smart waitlist · Automatic NPS
Retention Agent sends automatic appointment reminders on WhatsApp, confirms attendance, fills cancelled slots from the waitlist and re-engages inactive patients — with no manual chasing.
The hidden cost of no-shows
Empty slots, one-by-one calls and a stalled waitlist drain revenue every month.
Patient does not show up
Empty slot, doctor waiting, lost schedule. Zero revenue for that hour.
Front desk calls one by one
Manual, heavy work — and the no-show rate still does not move enough.
Waitlist goes nowhere
Patients wait for weeks, but nobody is notified when a slot opens.
Industry benchmarks show 15–25% no-show for medical visits. For a clinic with 200 visits/month at R$ 250 ticket, that is up to R$ 12,500 lost per month.
Full reminder-cycle automation
From scheduling to re-engagement — connect your calendar via webhook or export without forcing a software swap.
Scheduling sync
Appointments in your system sync to Retention Agent via webhook or periodic export.
D-2: first reminder
Patients get a personalized message with doctor name, specialty, date and prep instructions.
YES / NO confirmation
Patients reply in one tap; status updates automatically for the team.
Cancellation and waitlist
When someone cancels, the top of the waitlist is notified immediately with the open slot.
D-1: second reminder
Anyone who has not confirmed yet gets a second reminder 24 hours before.
Post-visit NPS
Automatic survey: “From 0 to 10, how was your experience?” — results consolidated.
Inactive re-engagement
Patients with no visit for 90+ days receive a reschedule invite on a configurable cadence.
What is included
Eight Retention Agent capabilities aligned with the conversion brief.
D-2 and D-1 reminders
Two automatic reminders before each visit. Patients confirm or cancel on WhatsApp — no call to reception.
Personalized prep
Messages include prep instructions by specialty (fasting, exams, documents).
No-show risk score
Patients with a no-show history get differentiated messaging and tighter follow-up.
Smart waitlist
Cancellation? Top waitlist patients are notified automatically — slots can fill in minutes.
Inactive re-engagement
Patients without a visit for 90+ days receive a reschedule invite on a set cadence.
Automatic NPS
Satisfaction survey after each visit; scores ready for analysis.
Works with any calendar
Webhook or periodic export. No mandatory swap of scheduling software.
Metrics dashboard
Track no-shows, confirmations, recovered revenue and waitlist performance.
Outcomes you see in operations
-30%
no-show reduction (pilot average)
Minutes
to fill cancelled slots
90 days
typical inactivity window for re-engagement
Our no-show rate was 22%. In the second month with the agent it went to 14%. We stopped calling one by one and the front desk could focus on in-person care.
Illustrative testimonial — replace with an authorized real quote.
ROI calculator — no-shows and recovery
Revenue recovery (estimate)
Current no-shows per month (est.)
40
Revenue lost to no-shows (month)
R$ 10.000
Fewer no-shows (-30% rate, est.)
12
Revenue recovered via reminders (month)
R$ 3.000
Waitlist slots filled (month, est.)
6
Additional waitlist revenue (month, est.)
R$ 525
Total recovered (month, est.)
R$ 3.525
Pricing
Below: Powertrend commercial plan (setup + subscription by tier). Recurring price scales with monthly consultation volume covered in the contract, to keep a healthy margin on Meta, AI and infra. The table shows indicative bands; the agreement sets the exact cap and what happens beyond it. We contract and pay for cloud and AI consumption required to deliver the service by default. The ROI calculator above estimates recovered revenue (no-shows and waitlist), not supplier-side costs.
| Plan or limit | Pilot | Ongoing |
|---|---|---|
| One-time setup | R$ 2.000 | — |
| Monthly fee — up to 400 consultations/mo (contractual cap) | R$ 390/mo | R$ 890/mo |
| Monthly fee — 401 to 1,200 consultations/mo | — | R$ 1.390/mo |
| Monthly fee — 1,201 to 2,500 consultations/mo | — | R$ 1.990/mo |
| Monthly fee — over 2,500 consultations/mo | — | Custom quote |
| Included extras | NPS + waitlist + re-engagement | ✓ |
| Monthly report | — | ✓ (estimated recovered revenue) |
Subscription and setup figures are indicative; formal proposal after the free diagnostic. The agreement defines tier limits, usage notices, and what happens beyond the included package (including continuity until commercial/support handles an upgrade). The ROI calculator above shows only recovered-revenue estimates — it does not replace proposal terms.
What Retention Agent does — and what it does not
What it does NOT doLimitações importantes
- Does not access electronic medical records or clinical data
- Does not handle prescriptions, diagnoses or medical decisions
- Does not replace urgent clinical contact
- Is not an Anvisa-registered device or drug
What it doesEscopo operacional
- Confirms attendance and cancellations via WhatsApp
- Notifies the waitlist when a slot opens
- Re-engages inactive patients with scheduled messages
- Collects post-visit NPS for experience management
Frequently Asked Questions
Do I need to replace my scheduling system?
Can patients reach a human on the same WhatsApp number?
Does it work with multiple doctors and specialties?
How is the waitlist managed?
Are patient data shared with third parties?
What response rate can we expect on WhatsApp?
What if a patient does not use WhatsApp?
How much could your clinic recover per month?
In 30 minutes we estimate recovery potential and show the agent with realistic numbers. No cost at this stage.
Prefer to go straight to WhatsApp?
Talk on WhatsApp