Vitals turns every website form, Instagram DM, missed call and WhatsApp message into a lead with an owner and a next step — then books the consultation, chases the follow-up and raises the GST invoice.
Running the front desk at 4,200+ clinics and clinic groups
Most clinics do not have a lead problem. They have a follow-up problem — and it is invisible, because nobody counts the patient who never came back.
Instagram DMs on the manager's phone, calls on the receptionist's, website mails in a shared inbox nobody opens after 7 PM. When someone is on leave, those patients simply vanish.
Vitals: one shared inbox, every channel, with an owner on each conversation.
A patient asks the price, says “let me discuss at home”, and that is the last anyone hears. Nobody is at fault — there is no list, no reminder, and no one owns the callback.
Vitals: every lead carries a date, a purpose and a name until it closes.
₹80,000 a month across Google and Instagram, and the honest answer to “which one brought treatments?” is a guess. So budget goes to whichever agency argues best.
Vitals: source → consultation → treatment, per channel, per doctor.
Four things have to work in sequence. Vitals is built as that sequence, not as a pile of modules.
Website forms, Google and Meta lead ads, Instagram DMs, WhatsApp, walk-ins and phone calls all land in the same list — de-duplicated on phone number, tagged with their source and routed to a named person within seconds.
Your verified business number, one inbox, conversations assigned to real people. Templates for the repetitive things, an AI assistant for the after-hours ones, and a full history attached to the patient record.
Eight stages from New to Won, drag-and-drop, with the follow-up date and owner visible on every card. If a lead has no next step, it shows up red — which is the entire point.
Raise a compliant tax invoice from a lead in two clicks — CGST/SGST split, HSN codes, discounts, amount in words. Send it on WhatsApp with a payment link and stop chasing balances on paper.
No modules to buy separately. Every plan includes the whole workflow — the tiers change capacity, not capability.
Answers on your website widget and your WhatsApp number — shares prices, books slots, and hands over to a human the moment the question needs one.
Month, week, day and agenda views with appointments, consultations, follow-ups and callbacks colour-coded. Two-way sync with Google Calendar.
Segment, template, schedule, paced sends — with opt-out handling so your quality rating survives the campaign.
Drag fields, set routing, publish, paste one line of embed code. No developer, no agency ticket, no waiting a week.
Which source converts, who responds fastest, when enquiries arrive, and how many consultations became treatments.
Owner, admin, advisor, doctor, read-only. A tele-caller sees their leads; a doctor sees their calendar; only you see billing.
Stages, services, forms and templates arrive pre-built for how your kind of clinic actually sells. Change anything you like.
Long decision cycles on implants and aligners. Treatment-plan estimates, EMI conversations and six-monthly recall campaigns built in.
High Instagram volume, price-sensitive first contact. Fast replies, package pricing and session-wise follow-ups for laser and PRP courses.
Referral-heavy and session-based. Track referring doctors, package utilisation and the patients who stopped coming after session four.
Long, private, emotionally heavy journeys. Careful consent handling, counsellor assignment and cycle-stage follow-ups without a single mass broadcast.
Volume business on thin margins. Package campaigns, home-collection scheduling and repeat-test reminders that actually get read.
Several branches, one brand. Branch-wise routing and reporting, shared patient records, and one number patients recognise.
Most clinics are taking enquiries through Vitals the same day they sign up. Nobody needs to be technical.
Clinic name, GSTIN, doctors and services. Two minutes, no card.
Your existing number or a new one. We handle the Meta verification with you.
Upload your patient Excel, publish an enquiry form to your website.
Assigned, tagged and with a follow-up date on it — before anyone touched it.
Free migration and setup on annual plans · ₹9,999 one-time otherwise
WhatsApp, payments, ad platforms, calendars and your accountant's software. Connect in a few clicks — no middleware, no developer.
Thirty-two screens, all connected. This is the actual interface, not a marketing illustration.
No sign-up needed — the prototype opens with a fully populated clinic.
Numbers from clinics who moved off spreadsheets and personal WhatsApp. Averages, not best cases.
“We were not losing patients to competitors. We were losing them to our own inbox. The overdue follow-up list was the uncomfortable part — 60 names on day one.”
“Same budget, same reels. The difference is that a DM at 11 PM now gets an answer at 11 PM, and there is a name against it in the morning.”
“Branch-wise numbers used to take a day to compile and were wrong by the time we met. Now the Monday review starts with the screen already open.”
“We were losing enquiries in WhatsApp. Now every message becomes a lead with an owner and a follow-up date. Consultations are up a third and I stopped being the bottleneck.”
“I run the front desk alone till 2 PM. The follow-up queue tells me exactly who to call and what to say. I have not written a name on a diary page in four months.”
“The GST invoice was the surprise. My CA stopped sending me corrections in month two. That alone justified moving off the old software.”
Front-desk staff change often. Charging you every time they do is a bad way to run a partnership, so we don't.
Single-doctor practices getting their enquiries out of WhatsApp and into one place.
The plan most clinics run on — campaigns, AI replies and team accountability.
Multi-branch and multi-speciality groups that need routing, roles and an API.
Hospital groups with procurement, compliance and integration requirements.
Vitals is a growth CRM. It is not a hospital information system, and we will tell you when you need one instead.
You are holding names, phone numbers and treatment interest. We treat that as the sensitive record it is — and we put the controls where you can see them, not in a PDF.
Yes, in most cases. If the number is currently on the WhatsApp Business app, it can be migrated to the official API — you lose the app, but keep the number, the display name and your chat history stays on the device. We do the Meta verification with you on a call; it usually takes a day or two. If you would rather keep the app number for personal use, we can provision a fresh number instead.
Meta charges per 24-hour conversation, not per message, and rates differ for service versus marketing conversations. Every plan includes a monthly volume — 1,000 on Starter, 20,000 on Growth, 75,000 on Scale. Beyond that we bill at Meta's exact rate with no markup, and you can see the running count in your billing screen before it ever surprises you.
No, and you should be suspicious of anyone who says they do both well. Vitals handles everything before and around the consultation — enquiries, follow-ups, bookings, communication, invoicing and reporting. Clinical records, pharmacy, IPD and lab belong in an HIS. Most of our multi-speciality customers run both and connect them through our API.
Signing up and importing contacts takes under an hour. WhatsApp verification is the only step with an external dependency, and that is typically one to two days. Clinics on annual plans get a guided setup session where we configure your services, stages, forms and templates with your team on the call — that is included, not an upsell.
Your workspace becomes read-only for 60 days — you can still open, search and export every lead, patient, conversation and invoice, but new leads and WhatsApp sending stop. After 60 days it is archived, and we will have emailed you three times before that point. Nothing is deleted without warning, and export is always one click.
That is the whole design brief, and the honest answer is that it depends on one thing: whether the follow-up queue is shorter than their diary. We built the daily view around three questions — who do I call, what do I say, and what happened last time. Teams that adopt it fastest are the ones where the owner opens the same screen in the Monday review.
Data is stored and processed in India. We are ISO 27001 certified, align with the DPDP Act on consent, purpose limitation and deletion, and sign a data processing agreement with every clinic that asks. Marketing messages require an explicit opt-in that is recorded against the contact, and an opt-out keyword is enforced automatically.
Yes — that is what the 14-day trial is for, and no card is required to start. Import your contacts, connect WhatsApp and run it alongside whatever you do today. If you decide against it, export your data and nothing is charged. We would rather you find out in two weeks than be locked in for a year.
Still deciding?
Somebody is typing into your website form or your Instagram DMs right now. The only question is whether anyone will answer them today.