Feature

Automatic WhatsApp appointment reminders

Citadox messages your patients on WhatsApp when you book an appointment, reminds them 12 hours before and lets them know if it changes. Patients can confirm or cancel the appointment from the same chat. All automatic, with their consent, and with the same notifications by email. You focus on your patients.

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How it works

  1. The patient consents

    WhatsApp notifications are only sent to patients who gave their consent. Email notifications are sent either way.

  2. You book the appointment

    You add the appointment to the calendar and the patient gets the confirmation via WhatsApp and email.

  3. 12 hours before

    They get an automatic reminder and can confirm they are coming or cancel the appointment from the same WhatsApp chat.

  4. If something changes

    If you change the appointment, the patient gets a notice without you having to message them.

Common challenges in running a practice

Costly no-shows

Every patient who forgets their appointment is a slot you cannot get back, and one another patient could have taken.

One message at a time

Messaging every patient from your personal WhatsApp takes time every day, mixes work with your own chats and depends on someone remembering to do it.

Changes that never arrive

When you reschedule an appointment and the notice is left pending, the patient ends up arriving at the wrong time.

How Citadox helps

Automatic from start to finish

The confirmation, the reminder and the change notice are sent straight from the calendar: nobody has to remember to write.

Confirm or cancel on WhatsApp

Patients reply to the reminder to confirm they are coming or cancel the appointment, without calling the practice. You find out sooner and can offer that slot to another patient.

WhatsApp and email, with consent

Patients who consented get notifications on WhatsApp, the channel they use most. Every notification is also sent by email.

No personal phone needed

Messages are sent from Citadox’s WhatsApp number: you do not use your personal number or the front desk’s.

Built into your calendar

Notifications come from the same appointments you book in Citadox. And if you authorize it, you also see them in your Google Calendar.

For the whole team

Works for every practitioner and every location at the practice, each with their own calendar.

Frequently asked questions

Which notifications does the patient get on WhatsApp?

The confirmation when the appointment is booked, a reminder 12 hours before the visit and a notice if the appointment changes.

Can patients confirm or cancel the appointment on WhatsApp?

Yes. From the same WhatsApp chat, patients can confirm they are coming or cancel the appointment, without having to call the practice.

Which number are the messages sent from?

From Citadox’s WhatsApp number. You do not need to use your personal phone or the front desk’s to notify patients.

Do I need the patient’s consent?

Yes. WhatsApp notifications are only sent to patients who authorized them. Email notifications (confirmation, reminder and changes) are sent either way.

Do I have to send the messages manually?

No. Notifications are generated automatically from the appointments you book in the Citadox calendar.

Does it work for practices with several practitioners?

Yes. Notifications work for every practitioner and every location at the practice, based on each one’s calendar.

How do I get started with Citadox?

Request a demo with your work email. We will get back to you within 24 hours, with no commitment and no credit card required.

For every specialty

Privacy Policy

Last updated: June 5, 2026

1. Introduction

Welcome to Citadox. We are committed to protecting the privacy and security of our users' information. This Privacy Policy describes how we collect, use, store and protect the personal data processed through our platform.

By using Citadox, you accept the practices described in this Privacy Policy.

2. Information we collect

Information provided by the user

  • First and last name.
  • Email address.
  • Phone number.
  • Professional and business information related to healthcare service management.
  • Data required to create and manage user accounts.

Information generated by using the platform

  • IP addresses.
  • Browser and device information.
  • Access and activity logs.
  • Data related to the use of Citadox's features.

Patient information

Citadox users may record information related to appointment and patient management. Such information will be used exclusively for the provision of the services offered by the platform.

3. Purpose of data processing

We use the information collected to:

  • Create and manage user accounts.
  • Manage appointments, schedules and administrative operations.
  • Send notifications, reminders and communications related to the service.
  • Provide technical support.
  • Improve the quality, security and performance of the platform.
  • Comply with legal and regulatory obligations.

4. Sharing of information

Citadox does not sell personal information to third parties.

We may share information with technology providers that collaborate in delivering the service, including infrastructure, storage, authentication and email providers, always under adequate security and confidentiality measures.

We may also disclose information when required by law, court order or competent authority.

5. Information security

We implement reasonable technical and organizational measures to protect information against unauthorized access, loss, alteration or improper disclosure.

However, no computer system can guarantee absolute security, so we cannot ensure that data is completely free of risk.

6. Data retention

Information will be retained for as long as necessary to provide the contracted services, comply with legal obligations, or resolve disputes related to the use of the platform.

7. User rights

Users may request:

  • Access to their personal data.
  • Correction of inaccurate or outdated information.
  • Deletion of data when applicable.
  • Information about the processing of their data.

Requests may be made through the contact channels indicated in this policy.

8. Third-party services

Citadox may integrate services provided by third parties, including cloud infrastructure, authentication, analytics and communication providers. These services have their own privacy policies, which we recommend reviewing.

9. Minors

The platform is not intended for use by minors without the corresponding supervision and authorization of their legal guardians.

10. Changes to this policy

We reserve the right to modify this Privacy Policy at any time. Changes will be published on this same page indicating the corresponding update date.

11. Contact

If you have questions related to this Privacy Policy or wish to exercise your rights regarding your personal data, you can contact us through:

Email: contacto@citadox.com

Important: Citadox is a platform for managing and administering healthcare appointments and services. Citadox does not provide medical services, does not perform diagnoses, and does not participate in clinical decisions made by healthcare professionals.

Terms and Conditions of Use

Last updated: June 5, 2026

1. Acceptance of terms

By accessing, registering for, or using the Citadox platform, you agree to be bound by these Terms and Conditions of Use. If you do not agree with any of the provisions set forth herein, you should refrain from using the services offered by the platform.

2. Service description

Citadox is a technology platform intended for the administrative management of healthcare services, including the management of schedules, appointments, patients, professionals and other related features.

Citadox acts exclusively as a software provider and does not provide medical, care or health services.

3. User registration

To access certain features, you may need to create an account. The user agrees to:

  • Provide truthful and up-to-date information.
  • Keep their access credentials confidential.
  • Report any unauthorized use of their account.
  • Use the platform responsibly and in accordance with applicable law.

The user will be responsible for all activity carried out from their account.

4. User obligations

The user agrees to:

  • Use the platform lawfully and in good faith.
  • Not engage in activities that affect the operation of Citadox.
  • Not attempt to access systems, data or resources without authorization.
  • Not introduce malicious software, viruses or code intended to compromise the platform's security.
  • Comply with applicable rules regarding the processing of personal and patient data.

5. Data management

The processing of personal information is governed by Citadox's Privacy Policy.

The user represents that they have the necessary authorizations to upload and manage the information they add to the platform.

6. Service availability

Citadox will make reasonable efforts to maintain the availability of its services. However, the user acknowledges that:

  • The platform may experience scheduled maintenance interruptions.
  • Technical failures beyond Citadox's control may occur.
  • Uninterrupted or error-free availability is not guaranteed.

7. Intellectual property

All intellectual property rights related to Citadox, including software, design, interfaces, logos, trademarks, documentation and content, belong to Citadox or its respective owners.

No provision of these terms grants the user ownership rights over the platform. Reproduction, distribution, modification, decompilation or unauthorized exploitation of any component of Citadox is prohibited.

8. Limitation of liability

Citadox provides administrative and technology management tools. Citadox:

  • Does not provide medical services.
  • Does not participate in diagnoses, treatments or clinical decisions.
  • Does not guarantee commercial, professional or health outcomes resulting from the use of the platform.

Healthcare professionals and organizations are solely responsible for the decisions made in the exercise of their professional activity.

To the maximum extent permitted by applicable law, Citadox will not be liable for indirect, incidental, special or consequential damages arising from the use or inability to use the platform.

9. Suspension or cancellation of accounts

Citadox may suspend or cancel accounts when:

  • Breaches of these terms are detected.
  • Fraudulent or suspicious activity exists.
  • The security of the platform is compromised.
  • It is required by legal or regulatory obligations.

10. Changes to the service

Citadox may add, modify or remove features at any time in order to improve the service or adapt to technical, business or legal needs.

11. Changes to the terms

We reserve the right to update these Terms and Conditions at any time. Changes will be published on this page indicating the corresponding update date. Continued use of the platform after such changes will constitute acceptance of the new terms.

12. Third-party links

The platform may contain links to or integrations with third-party services. Citadox does not control and assumes no responsibility for the content, availability or policies of such external services.

13. Governing law

These Terms and Conditions shall be governed by and construed in accordance with the laws of the Argentine Republic.

Any dispute related to the use of the platform shall be submitted to the competent courts in accordance with applicable law.

14. Contact

For inquiries related to these Terms and Conditions, you can contact us through:

Email: contacto@citadox.com

Important: Citadox is a technology platform for the administrative management of healthcare services. Use of the platform does not replace the professional judgment of doctors, clinics, practices or other healthcare providers.