Healthcare & Dental · Aesthetics & Med Spa
A consult held on trust alone is a chair that might sit empty.
We build the reception, deposit, and aftercare agent for aesthetic clinics: it replies to inquiries in minutes, secures high-value slots at booking, and follows up on schedule. Admin only; nothing clinical.
Consults · this week
Jun 8–12
Follow-ups & aftercare due
Consult booked · Thu 2:00 with R. Faulkner · deposit secured
Aftercare reminder sent · 48h check-in → L.R.
A sample week. Client names shown here are fictional.
The calendar, at a glance
Consult replies
Under 5 min
inquiries answered before a client books elsewhere
Deposits
Secured at booking
high-value slots protected against late cancellations
Aftercare sent
On schedule
check-ins go out without someone keeping a list
Re-treatment
On the cycle
top-up windows prompt themselves, on time
Where it comes apart
Where the consult book quietly comes apart
Inquiries that wait too long
A consult inquiry left unanswered for an hour is often already booked with another clinic.
Unsecured high-value slots
A slot held on trust alone leaves an empty chair the moment a client cancels last minute.
Aftercare that depends on memory
Check-ins slip when they rely on staff remembering where every client sits in their timeline.
Re-treatment windows nobody tracks
Top-up cycles pass unmarked, and clients quietly drift to whoever reaches them first.
Intake handled on paper
Consent and history forms filled out in the waiting room slow down every single consult.
No shared view across locations
Calendars, deposits, and follow-ups run differently at every site, with no single picture of any of it.
What we build
What we build for the consult calendar
Consult reception agent
Replies to consult inquiries across phone, web, and message within minutes, answers routine questions, and books straight into the calendar.
Fast reply · Routine Q&A · Booking · Handoff notes
Deposit-secured booking
Takes a deposit the moment a consult is booked, tied to your calendar and payment processor, so a cancellation doesn't empty the day.
Deposit capture · Calendar sync · Cancellation rules
Digital intake & consent
Sends history and consent forms ahead of the visit, so the consult starts on time and the waiting room stays a waiting room.
Digital forms · Consent capture · Record sync
Runs quietly in the background of every visit, with nothing extra for the desk to check.
Aftercare & re-treatment reminders
Sends a check-in after every visit and prompts the next top-up right when a client is due, without anyone keeping a list.
Aftercare check-ins · Review prompts · Top-up reminders
Runs quietly in the background of every visit, with nothing extra for the desk to check.
Aftercare run · R. Faulkner
Flagship · the aftercare run
One consult, followed for ninety days without a spreadsheet
Ninety days is long enough that every manual version of this drifts. Timing from the actual visit date is the difference between an aftercare message that reads as care and one that arrives two weeks after it mattered.
Aftercare doesn't end when the client walks out. The agent tracks the visit date, sends the first check-in, prompts an optional review, and reminds the client when a top-up is actually due.
- Aftercare timing tracked against the actual visit date
- Check-ins and review prompts sent without pulling staff off the desk
- Re-treatment reminders timed to when a client is actually due
- Every reply lands back in the calendar, with nothing retyped by hand
Getting live
From a slow inquiry to a self-tracking aftercare cycle
We walk through how inquiries arrive, deposits get taken, and aftercare goes out today.
Reception and deposits get wired to your calendar and payment processor for live availability.
Check-ins and reminders go live with a person reviewing real replies.
We refine reminder timing every month against what actually rebooks clients.
We build on top of the booking and payment tools your clinic already runs. Nothing gets ripped out.
What changes
What changes on the calendar
Consults stop waiting on a callback
Inquiries get a reply within minutes, whenever they arrive.
Fewer empty high-value slots
A deposit at booking means a late cancellation doesn't wipe out the revenue.
Aftercare that actually goes out
Every client gets a check-in and a review prompt without someone keeping a spreadsheet.
Re-treatment stops relying on memory
Top-up windows prompt themselves, so repeat visits happen on schedule.
Walk through a week of your own calendar
Share how inquiries, deposits, and aftercare work in your clinic today, and we'll map where each one would run inside it, reviewed with you before anything goes live.
The wider family
Built the same way for other practices
Questions
Common questions about the calendar
Does the agent make treatment recommendations?
No. It handles admin only: consult booking, intake forms, deposits, confirmations, and reminders. Anything clinical stays with your practitioners.
Can it take a deposit when a consult is booked?
Yes. Deposits are captured through your payment processor at the moment of booking, so high-value slots are protected.
How does it handle inquiries after hours?
It replies to phone, web, and message inquiries around the clock, offers real open times, and books straight into your calendar.
What about client privacy?
Access controls and data handling are scoped to what your clinic is required to meet, and client identifiers stay minimal in anything the agent surfaces.
Can it run across more than one location?
Yes. Per-site calendars, deposits, and a shared view across locations are part of how we build for spa and clinic groups.
Related services
Curious what your own week would look like, booked this way?
Every clinic runs inquiries, deposits, and aftercare a little differently. We start by learning how yours actually works before anything touches a real client.
Back to Healthcare & DentalLet's talk
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