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✦ Customer Recovery System

Patients are going quiet, and disappearing for good.

The automated follow-up, feedback and recall system built specifically for Malaysian dental clinics, so no enquiry, cancellation or quiet patient gets forgotten.

See it live →Talk to us
✦ Select a sector, and see how we may help.
Clinics & GP
Aesthetic, Hair & Nails
Spas & Physio
Law & Finance
Fitness & Education
What this actually is

A Customer Recovery System, not a CRM, not a chatbot

DolveCRM unifies booking, messages, escalations and doctor schedules across your website and WhatsApp. It also catches unbooked enquiries, cancellations, no-shows and overdue recalls, then brings those patients back automatically.

Booking
Schedules appointments
CRM
Stores customer information
Classic/AI ChatBot
Answers routine questions
Follow Up
Sends reminders and recalls
✦
DolveCRM
Recovers and retains patients automatically, from first enquiry to next visit
The gap

Between "patient came" and "patient paid": six moments quietly get lost

Most clinics are already good at getting patients through the door. The problem is what happens between enquiries, appointments, and the next visit.

Enquiry
→
No booking
→
Treatment
→
No follow-up
→
"Thank you, bye."
?
How many patients ask about a slot each month, then go quiet?
?
When someone cancels or no-shows, does anyone actually call them back?
?
Do patients get reminded when they're due for a check-up, or does that rely on memory?
Not hypothetical

This is a real issue clinics already have

Anonymized. Each one is a real patient or clinic hitting one of the gaps above.

★★☆☆☆
"Multiple oral erosions persist for a few days after whitening procedure... it's getting really frustrating."
Google review, patient
✓ Caught by a check-in sent days after treatment. Low ratings go straight to staff, before Google.
★★☆☆☆
"I've purchased some toothpaste but it's been pending for months... I need to keep calling to inquire on the item status."
Google review, patient
✓ Caught by giving every pending item an owner and an automatic nudge, not staff memory.
☆☆☆☆☆
"We apologize for the miscommunication... clinic is usually closed on every public holiday. Our staff might have overlooked and wrongly gave an appointment on that day."
Clinic's own public apology
✓ Caught by blocking holiday bookings at the source, and a bot that answers basic questions after hours, tells the patient it's outside clinic hours, and flags staff the moment they're back.
★☆☆☆☆
"I had mentioned on WhatsApp beforehand that my teeth are very sensitive... I also had to ask about the Fluoride treatment mentioned on WhatsApp, or it would have just been skipped."
Google review, patient (translated)
✓ Caught by a notes field at booking, before the visit: sensitive teeth and a request like Fluoride get typed in once and reach the dentist automatically, not lost in chat.
★☆☆☆☆
"We were chatting on WhatsApp and she didn't bother telling me all appointments were full that day... her thumbs up confirmed it was okay to come, then I got no assurance once I was there."
Google review, patient
✓ Caught by one booking engine handling every confirmation, so a full day re-offers a real slot instead of an unchecked thumbs up.
★☆☆☆☆
"Staff years before called patients before their appointment date to confirm they were coming... now no one's answering the calls or messages, and the counter staff aren't helpful at all."
Google review, patient
✓ Caught by automatic reminders before every appointment, and a WhatsApp line that never goes unanswered.
★☆☆☆☆
"Call multiple times also don't want to pick up. Msg also don't want reply."
Google review, patient
✓ Caught by escalating any unanswered message to staff automatically, with an instant reply, not a silent log entry.
★☆☆☆☆
"There was no sense of care, urgency, or accountability. Patients should not have to chase for own appointments or feel like an inconvenience when seeking help... this has caused so much delay on my supposed teeth alignment."
Google review, patient
✓ Caught by chasing the next visit in a multi-step treatment plan automatically, instead of leaving the patient to keep calling to move their own care forward.
★☆☆☆☆
"The scaling was so rough it left my gums bleeding, and they were still sore and uncomfortable days after the visit."
Google review, patient
✓ Caught by a check-in sent after treatment. A bad experience reaches staff privately first, before it turns into a social media complaint.
★☆☆☆☆
"I had a scheduled appointment but still ended up waiting a long time, and the reception staff weren't much help about it."
Google review, patient
✓ Caught by one booking system holding the real schedule, with reminders keeping both sides on time — not left to the front desk to manage on the day.
★★☆☆☆
"My temporary filling fell out within 48 hours, and it was hard to get a quick appointment to fix it."
Google review, patient
✓ Caught by real-time slot booking in the same WhatsApp chat — a lost filling gets the next available slot right away, not a wait for someone to pick up the phone.
★☆☆☆☆
"Poor service at the front desk, and a dismissive response when I asked about my bill."
Google review, patient
✓ Caught by a private feedback request sent after every visit — a billing complaint reaches staff directly, instead of becoming the next Google review.
One patient's journey

Without this system, where would Sarah be today?

Sarah, patient

She asked about a scaling appointment on a Monday and didn't book. Calling was her only other option, and it went unanswered. Without a follow-up, she'd have stayed just another WhatsApp conversation buried in the clinic's phone.

Monday

Sarah asks: "Do you have any slots for scaling?" Then she goes quiet.

Wednesday

A gentle follow-up lands. Sarah books.

The visit

Reminder sent the night before. Appointment happens.

After

5-star feedback → she's asked for a public review.

6 months later

A recall reminder brings her back for her routine check-up.

One platform, four engines

Everything a clinic needs to stop the leak

Not a full clinic management system: it integrates with what you already use, no second system to manage.

📅

Booking

The situationNo self-serve way to check availability
  • Patients want a specific dentist or time slot
  • No way to check it themselves
  • Have to call in, often hit a busy line
↓
The problemLost without anyone noticing
  • Loyal patients don't switch clinics, but keep trying and eventually give up
  • Patients with no preference just call another clinic instead
  • These stuck enquiries never get recorded, so the clinic loses them without knowing
↓
How we fix itPatients check it themselves, staff get relief too
  • Front desk still makes the final confirmation, nothing changes there
  • Patients get a self-serve view of a specific dentist's open slots, the same way you'd pick a stylist for a haircut or a trainer for a class
  • Repeat treatments usually take about the same time, so the system estimates from past records
  • Fewer calls in means a lighter load on the front desk
🔁

Follow-up

The situationRelies entirely on memory
  • Recall reminders depend on staff remembering to send them
  • Or on the patient remembering on their own
↓
The problemForgetting means losing them
  • A missed reminder quietly becomes a lost patient
  • By the time anyone notices, that patient has often already found another clinic
↓
How we fix itThe system schedules the next one automatically
  • Each treatment type auto-generates its own recall reminder
  • Patients who've been away for a while get proactively recontacted
📣

Marketing

The situationOne message, sent to everyone
  • Promotions go out as a single blast to every patient
  • No regard for what treatment they're actually interested in
↓
The problemWrong audience, low conversion
  • A message unrelated to what a patient needs converts poorly
  • Patients who see enough irrelevant messages start ignoring everything the clinic sends
↓
How we fix itOnly push what they've shown interest in
  • System tracks which treatment categories a patient has engaged with
  • Future messages get more targeted over time
Booking by phone
Booking in the app
✕They have to make a call
✓A few taps and it's done
✕Only while someone can pick up
✓Books at 11pm, staff confirm next morning
✕Has to explain it to whoever answers
✓Sees the open times directly
✕No idea if anything is free
✓Real availability, checked live
✕Staff have to remember to remind them
✓Reminders send themselves
✕Changing the time means calling again
✓Reschedules in the same chat

Every one of these is a point where a patient gives up and doesn't book at all. Staff still confirm the slot — the app removes the waiting, not the judgement.

Traceable customer record
Appointment system
The honest question

"Can't I just get ChatGPT to build this?"

🛠️ You, building it
You wire it up
You debug it when it breaks
You maintain it, forever
✦ DolveCRM
We set it up for you, staff trained
You own the code — no lock-in
No per-seat fees, no recurring cost
We keep it running, ongoing support included
PDPA-compliant, data hosted in Malaysia

You're not buying AI software. You're buying patients who actually come back.

The outcome

One dashboard. One number that matters.

Not "messages sent" or "contacts stored." Patients recovered, and what that's worth to the clinic.

20
RM
RM3,000
Estimated recovered value
Unbooked → recovered
Cancelled/no-show → recovered
Unhappy feedback flagged to staff
Reactivated via 6-month recall
Common questions

Frequently asked questions

Does this replace our existing booking or management system?

No. It integrates with what you already use for scheduling and records, so it doesn't add a second system for staff to manage.

How long does setup take?

Most of it is tooling setup on our side, typically 1 to 3 business days, plus a short onboarding for your staff. Part of that depends on WhatsApp's own approval process on Meta's end, which we don't control the timing of.

What does it cost?

Pricing is discussed per business. You pay 30% upfront to get started, and the remaining 70% only after an on-site acceptance test passes and you sign off on it.

Is our customer data secure?

Yes. Data stays fully local, hosted in Malaysia to PDPA standard, with encryption, access controls and audit logging.

Recover the patients who would normally disappear.

30% to start. The other 70% is due once an on-site test at your clinic passes, and you've signed off on it.

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