WhatsApp Templates for Clinics: 15 Ready-to-Use Messages

In a clinic, WhatsApp is the channel where patients request appointments, check results, and wait for confirmations. But responding well to each message takes time, and if there is no system, you lose appointments, patients, and even prescriptions. This guide brings together 15 WhatsApp templates designed for clinics, from appointment reminders to welcoming a new patient. Each one is ready to copy, adapt, and send, and it will serve you both for day-to-day use and for planning communication campaigns.

Not all templates are used the same way: some are for sending automatically (like the appointment reminder), others for responding when the patient writes (like the confirmation), and several for specific campaigns (vaccination, annual check-up). Choose according to the moment of care: if the appointment is tomorrow, use the reminder; if the patient is coming for the first time, use the welcome; if there is a delay, use the notice. The important thing is that the message arrives clearly, with the patient's name and specific details, and that there is always a way for the person to respond if they need to change something.

What this guide includes

• Appointment reminder: to notify 24 or 48 hours before the appointment.
• Appointment confirmation: for the patient to confirm or cancel with a yes or no.
• Appointment rescheduling: when the patient asks to change the date and you offer options.
• Results available: to notify that the study is ready without giving details by message.
• Preparation for a study: clear instructions on fasting or prior care.
• Prescription ready for pickup: notice that the prescription is already at the reception.
• Annual check-up reminder: campaign for patients who have not come for more than a year.
• Vaccination campaign: to invite patients to a specific schedule.
• Pending copayment notice: payment reminder without sounding pushy.
• Care survey: to ask for feedback after the consultation.
• Delay notice: if the doctor is running late, notify before the patient arrives.
• Cancelled appointment: cancellation notice and offer to reschedule.
• New patient welcome: first message with contact details and next steps.
• Documentation request: to ask for studies or papers before the consultation.
• Medication reminder: for patients with chronic treatments.

Appointment reminder

WhatsApp appointment reminders reduce no-shows and improve communication with your patients. Here we leave you a template you can copy and adapt, designed for clinics and practices.

• {{1}}: patient's name (e.g., Maria)
• {{2}}: clinic or specialty name (e.g., Clinica San Martin, dental office)
• {{3}}: appointment date (e.g., March 15)
• {{4}}: appointment time (e.g., 10:30)
• {{5}}: contact phone number to reschedule

1. 1Copy the template and replace the variables {{1}}, {{2}}, etc. with each patient's data.
2. 2In WhatsApp Business, go to Tools > Message Catalog and create a new message with this text (use the variables as custom fields).
3. 3If you use Wando, load the template into the panel and the AI will use it automatically when appropriate, always with your prior approval.

Message variants

This type of message is transactional (utility category in the official WhatsApp API). It does not require prior opt-in from the patient, but the template does need to be approved by Meta. Approval can take up to 48 hours, so load it in advance.

Appointment confirmation

Tired of patients missing their appointments because they forgot? A clear WhatsApp confirmation reduces no-shows and gives your team peace of mind. Here's a ready-to-use template with variables so each message is personalized.

What goes in each variable

• {{1}}: patient's name (e.g., 'María').
• {{2}}: name of the clinic or specialty (e.g., 'Clínica San Martín').
• {{3}}: appointment date (e.g., 'Monday, August 12').
• {{4}}: appointment time (e.g., '15:30').

How to load it in WhatsApp Business

1. 1Copy the message and replace the variables with the real data for each patient.
2. 2In the WhatsApp Business app, save it as a template or use it from your quick replies.
3. 3If you use Wando, load it in the template panel and the AI will automatically suggest it when appropriate, so your team just approves it with one click.

Message variants

Appointment Rescheduling

When a patient asks to reschedule an appointment, a quick and clear response avoids misunderstandings and shows that the clinic is on top of it. This template is to let them know their appointment has been moved, with the new day and time, and to ask for confirmation. It is a transactional message (utility category in the Meta API), so it doesn't need marketing opt-in, but the patient must have initiated the conversation or have a prior appointment.

• {{1}}: patient's name (e.g., 'Maria')
• {{2}}: clinic's name (e.g., 'Clinica San Martin')
• {{3}}: original appointment date (e.g., 'Monday, August 12')
• {{4}}: original appointment time (e.g., '10:30')
• {{5}}: new proposed date (e.g., 'Wednesday, August 14')
• {{6}}: new proposed time (e.g., '11:00')

1. 1Copy the message and replace variables {{1}} to {{6}} with the patient's details and the new appointment.
2. 2Send the message from WhatsApp Business (app or web) or from the Wando inbox, which connects to the official Meta API.
3. 3If you use Wando, upload this template in the panel (templates section) and the AI will suggest it automatically when it detects a patient asking to reschedule. However, you always review and approve it before sending.

Remember: in the official WhatsApp API, this type of transactional message falls under the utility category, and the template must be approved by Meta (it can take up to 48 hours). Do not use this text for promotions or offers. If the patient does not respond, you can send a reminder through another channel or call.

Notify results available

Notifying via WhatsApp that results are ready is quick, but if you do it one by one, it takes a lot of time. With this template, you can standardize the notification, save errors, and give your clinic a professional touch. You copy it, fill in the patient's details, and send it from WhatsApp Business or Wando.

• {{1}}: patient's name (e.g., Maria)
• {{2}}: clinic's name (e.g., Centro Médico del Sol)
• {{3}}: type of study or test (e.g., blood test, X-ray, ultrasound)

1. 1Copy the template message and paste it into a text editor to replace the variables with the actual data.
2. 2Open WhatsApp Business, create a new message, and paste the completed text.
3. 3Send the message to the corresponding patient. If you use Wando, load the template in the panel, and the AI will automatically suggest it when a query related to results comes in.
4. 4If the patient responds, reply with the additional information they need or transfer the conversation to the professional in charge.

This message is transactional (result notification), so it corresponds to the utility category in the WhatsApp API. It does not require marketing opt-in, but it is still good practice for the patient to have left their number to receive communications from the clinic.

Remember: if you use the official WhatsApp API (like Wando does), template messages must be approved by Meta. For result notifications, the utility category is usually approved quickly, but it can take up to 48 hours. Plan ahead if you need to use a new template.

Preparation for a medical test

When a patient has to undergo a test, clear communication is key: avoid them arriving on an empty stomach when not needed, forgetting to bring something, or showing up without the right documentation. With this model message, you give all the info at once with a friendly tone.

• {{1}}: patient's name (e.g., "Mary").
• {{2}}: name of the clinic or medical center.
• {{3}}: type of test (e.g., "abdominal ultrasound").
• {{4}}: appointment date (e.g., "Friday, April 12").
• {{5}}: appointment time (e.g., "9:30 hs").
• {{6}}: specific instructions (e.g., "8-hour fasting, wear comfortable clothes, bring previous tests").
• {{7}}: contact phone number (e.g., "11 5555 5555").

1. 1Copy the model message and replace each {{number}} with the patient's actual data.
2. 2In WhatsApp Business, use the template feature (catalog > templates) to save and reuse it; if you use the Meta API, upload it in the provider panel and wait for approval (up to 48 hours).
3. 3In Wando, you load the template in the panel and the AI automatically suggests it when a related message arrives; the team approves it with one click before sending.

This type of message is transactional (appointment reminder), so in the official WhatsApp API it falls under the utility category, which requires a template approved by Meta. Approval time can be up to 48 hours and conversation costs vary by country; check Meta's official documentation for more detail.

Notice of prescription ready for pickup

When a prescription is ready, the last thing you want is to be chasing the patient by phone. With a clear and automatic WhatsApp message, you notify them right away and they decide when to come pick it up. Here's a template ready to copy and adapt.

What goes in each variable

• {{1}}: patient's name (e.g., 'María').
• {{2}}: name of the clinic or office (e.g., 'Clínica Central').
• {{3}}: address or pickup point (e.g., 'Av. Siempre Viva 742').
• {{4}} and {{5}}: pickup hours (e.g., 'Monday to Friday' and '9:00 to 18:00').

How to upload this template

1. 1Copy the template message and replace the variables with your clinic's real data.
2. 2In WhatsApp Business, go to Message tools > Message templates and create a new one with this text (the {{1}}, {{2}}, etc. fields are loaded as variables).
3. 3If you use Wando, upload it in the panel and the AI will use it automatically when it detects that a prescription is ready; you only approve it with a click.
4. 4Send it manually or automatically depending on the case. In Meta's official API, this notice is of the utility category and is usually approved within up to 48 hours.

Message variations

Tips to make it work

• Notify only when the prescription is actually ready, so you don't generate unnecessary trips.
• If the patient doesn't pick it up within a few days, you can send a reminder (also with an approved template).
• In Wando, the AI learns from your responses and can suggest replies to questions that come after the notice.

Annual check-up reminder

A patient getting their annual check-up is key for their health and for your clinic. But with a full schedule, it's easy for it to slip your mind. A well-crafted WhatsApp template helps you remind them without sounding pushy. Here's a sample message, with variables to personalize, that you can copy and use today.

• {{1}}: patient's name (e.g., 'Maria')
• {{2}}: your name or the name of the professional signing (e.g., 'Dr. Perez')
• {{3}}: clinic name (e.g., 'Clinica del Sol')
• {{4}}: available times or days (e.g., 'Mondays and Wednesdays from 9:00 to 13:00')

1. 1Copy the sample message and replace the variables {{1}}, {{2}}, {{3}}, and {{4}} with each patient's actual details.
2. 2In WhatsApp Business, create a template with the 'utility' category (it's a reminder, not promotional) and wait for Meta's approval (it can take up to 48 hours).
3. 3In Wando, you load the template into the panel and the AI automatically suggests it when appropriate, for example, if a patient hits one year since their last visit. You review it and send it with a click.

This message is transactional (a reminder), so it falls under the 'utility' category of the official WhatsApp API. You don't need prior opt-in to send it, but the patient must have messaged you before or accepted receiving communications. Conversation costs are set by Meta and vary by country; we recommend checking the official documentation.

Important: don't promise the patient they'll get an immediate appointment if that's not the case. Always confirm real availability before sending. And if you use Wando, the AI learns from your responses and improves suggestions over time, becoming more accurate each time.

Vaccination Campaign

If you run a clinic or health center, you know that notifying about a vaccination campaign in time can make the difference between your patients taking care of themselves or missing their appointment. With this WhatsApp template, you'll be able to communicate the date, location, and requirements clearly and professionally, without sounding cold or robotic.

• {{1}}: patient's name (e.g., Laura)
• {{2}}: clinic's name (e.g., Clínica del Sol)
• {{3}}: disease or vaccine (e.g., flu, COVID-19, yellow fever)
• {{4}}: address or location (e.g., Av. Siempre Viva 123, office 5)
• {{5}} and {{6}}: campaign start and end dates (e.g., 15/03 and 30/04)
• {{7}} and {{8}}: business hours (e.g., 9:00 and 17:00)
• {{9}}: requirements (e.g., bring ID, not be pregnant, have health insurance)
• {{10}}: contact phone number (e.g., 11 5555 1234)

1. 1Load the message in WhatsApp Business: go to Tools > Message Catalog > Create Template, choose the 'Marketing' category (because it's a promotion), and paste it with the variables {{1}}, {{2}}, etc.
2. 2Wait for Meta's approval (it can take up to 48 hours). Meanwhile, prepare the list of contacts who have already given their opt-in (agreed to receive messages).
3. 3Once approved, send the campaign from WhatsApp Business or from Wando: in the panel, load the template, select the contacts tagged as 'vaccination', and the AI will personalize each message with your patients' data.
4. 4Respond to incoming inquiries: with Wando, the AI suggests responses based on your previous answers, and you approve them with a click.

Note: since this is a promotional campaign, in the official WhatsApp API you need Meta to approve the template (marketing category) and your contacts to have given prior consent. Conversation prices are set by Meta and vary by country, so check their official documentation to avoid surprises.

Pending copayment notice

Has it happened that a patient forgets to pay the copayment after the consultation or the study? With this WhatsApp message you remind them clearly and professionally, without sounding pushy. It's a transactional template (utility category), so it doesn't need marketing opt-in: you can send it to those who have already written to you or have an appointment.

• {{1}}: patient's name.
• {{2}}: name of the clinic or medical center.
• {{3}}: exact copayment amount (e.g., $15,000).
• {{4}}: concept (consultation, study, procedure).
• {{5}}: available payment method (Mercado Pago, bank transfer, etc.).

1. 1Copy the message and replace each {{variable}} with the patient's actual data.
2. 2In WhatsApp Business: use the template function (if you have the app) or send the message directly from a chat. If you use Meta's official API, upload it as a utility template and wait for approval (it may take up to 48 hours).
3. 3In Wando: you upload the template in the panel, the AI learns it and automatically suggests it when it detects a pending copayment. You review it and send it with one click.

Important: this type of message is transactional (utility), so it does not require marketing opt-in, but it must include a way for the patient to cancel or notify if they already paid. In Wando, the AI learns from your responses and can suggest this reminder at the right time, with the tone your team approves. Try the free 14-day trial without a card at wando.online.

Service Survey

Service doesn't end when the patient leaves the office. A WhatsApp satisfaction survey helps you know how their experience was, detect issues, and improve your service. Here's a ready-to-copy template designed for clinics and practices.

• {{1}}: patient's name (e.g., María).
• {{2}}: name of the clinic or practice (e.g., Clínica San Martín).
• {{3}}: date of the appointment or visit (e.g., 12 May).

1. 1Copy the template and replace the variables {{1}}, {{2}}, and {{3}} with each patient's details.
2. 2If you use WhatsApp Business, upload it in the templates section (requires Meta approval, up to 48 hours).
3. 3If you use Wando, you upload it to the panel and the AI will use it on its own when appropriate, without you having to keep an eye on it.

Important: this message is of utility type (transactional) because it relates to a service the patient has already received. In Meta's official WhatsApp API, utility templates are usually approved faster than marketing ones, but they can still take up to 48 hours. Make sure the patient has opted in to receive messages from you.

Delay notice in care

When a patient arrives on time and care is delayed, the worst thing you can do is leave them waiting without an explanation. A simple notice message reduces anxiety, avoids complaints, and shows that your clinic is serious. Here we leave you a template ready to copy and adapt.

• {{1}}: patient's name (e.g., Maria)
• {{2}}: clinic or office name (e.g., Clinica San Martin)
• {{3}}: estimated delay time in minutes (e.g., 20)

1. 1Copy the message and replace the variables {{1}}, {{2}}, and {{3}} with the real data.
2. 2If you use WhatsApp Business, save it as a template in 'Tools > Message templates' or send it directly from the chat.
3. 3If you use Wando, upload this template to the panel and the AI will suggest it automatically when the context requires it (for example, if a patient writes 'how much longer?').

Variants according to tone

Extra tip: if the delay is very long, always offer the option to reschedule. That reduces frustration and lets you recover the appointment at another time.

Cancelled appointment notification

Cancelling an appointment is uncomfortable, but if you notify in advance and clearly, the patient takes it well and it saves you an unfilled slot. With the official WhatsApp API you can send an automatic and neat message, without sounding like a robot. Here's a ready-to-copy template with variables to personalize.

• {{1}}: patient's name (e.g., 'Maria').
• {{2}}: clinic or professional's name (e.g., 'Clinica San Martin').
• {{3}}: date of the cancelled appointment (e.g., 'May 15').
• {{4}}: appointment time (e.g., '10:30').
• {{5}}: rescheduling link (if you use an online calendar) or contact phone number.

How to load this template in WhatsApp Business

1. 1Go to WhatsApp Business > Tools > Template Catalog (or 'Message Templates' depending on the version).
2. 2Create a new template with the 'Utility' category (it's a transactional notice, not promotional).
3. 3Paste the text with the variables {{1}}, {{2}}, etc., and mark each one as a 'variable'.
4. 4Submit it for Meta review. Approval can take up to 48 hours.
5. 5Once approved, use it from the app or, if you use Wando, load it in the panel and the AI will use it automatically when appropriate.

Important: this message is transactional (utility category), so it doesn't require marketing opt-in. But note: Meta's conversation prices vary by country; check the official documentation to know how much each conversation initiated by the patient costs you.

Frequently asked questions

Welcome to new patient

When a new patient schedules their first appointment, the first impression defines trust. A clear and warm WhatsApp welcome message helps them arrive with all the information and feel accompanied from the very first minute. Here we leave you a ready-to-copy template with variables for personalization.

• {{1}}: patient's name (e.g., 'Maria').
• {{2}}: clinic or professional's name (e.g., 'Clinica San Martin').
• {{3}}: appointment date (e.g., 'Monday, May 12').
• {{4}}: appointment time (e.g., '10:30').

1. 1Copy the template and replace the variables {{1}}, {{2}}, {{3}}, and {{4}} with the patient's details.
2. 2Send the message from WhatsApp Business (or from the Wando inbox, where the AI suggests it automatically when a new patient arrives).
3. 3If you use Wando, upload the template to the panel and the AI will use it on its own when appropriate, always with your prior approval.

Message variations

Important about WhatsApp templates

Request the documentation before the appointment

Tired of chasing patients to send their tests or forms before their appointment? With a well-crafted WhatsApp template, you remind them what you need and avoid back-and-forth. Here we leave you a model message that you can copy, paste, and adapt.

What goes in each variable

• {{1}}: patient's first name (e.g., 'Maria').
• {{2}}: name of the clinic or professional (e.g., 'Sonrisa Dental Clinic').
• {{3}}: appointment date (e.g., 'Monday, August 12').
• {{4}}: appointment time (e.g., '10:30').
• {{5}}: list of documents or tests (e.g., 'panoramic X-ray, completed admission form, and ID').

How to upload it in WhatsApp Business

1. 1Open WhatsApp Business and go to the 'Message templates' section.
2. 2Choose 'Create template' and select the 'Utility' category (it's a transactional notice, not marketing).
3. 3Paste the message with the variables {{1}}, {{2}}, etc., and save it.
4. 4Send it to Meta for approval: it can take up to 48 hours.
5. 5Once approved, you can use it from the chat or schedule sends. In Wando, you upload it in the panel and the AI uses it automatically when appropriate, without you having to copy and paste every time.

Medication reminder

A patient forgetting to take their medication can ruin a treatment. A WhatsApp reminder is simple, direct, and much more effective than a call that nobody answers. Here's a ready-to-copy template, with variables to personalize in seconds.

What goes in each variable

• {{1}}: patient's name (e.g., 'María')
• {{2}}: clinic or doctor's name (e.g., 'Clínica del Sol')
• {{3}}: medication name (e.g., 'amoxicillin 500 mg')
• {{4}}: exact time they need to take it (e.g., '14:00')

How to load it in WhatsApp Business

1. 1Copy the message and replace the variables with test data (e.g., 'Juan', 'Test Clinic', 'ibuprofen', '10:00').
2. 2In WhatsApp Business, go to Tools > Messages > Create template, choose the 'Utility' category, and paste the text.
3. 3Submit it for Meta's review. Approval can take up to 48 hours.
4. 4Once approved, use it to send manual reminders or automate sending from your system.
5. 5If you use Wando, you load it once in the panel and the AI automatically suggests it when a patient asks for information about their medication.

Message variants

With Wando, you not only have the template: the AI learns from your real responses and suggests it at the right moment, without you having to build complicated flows. Try it free for 14 days without a card.

These 15 templates cover the complete care cycle in a clinic: from when the patient books an appointment to when they return for the annual check-up. You don't need to use them all every day, but having them on hand saves you time and prevents oversights. You can copy them, adapt them with your clinic's name and the patient's details, and if you want to automate sending, tools like Wando allow you to schedule templates and have the AI help you draft responses, always with your team's approval. The important thing is that the message arrives clearly, respectfully, and on time.