Med spas / AI front desk
Nobody picked up.
Your AI front desk does. It answers on the first ring — at 7pm, on Saturday, and while your injector is with a client. It books the appointment while the patient still wants it, and it texts back everyone who hung up.
$1,500 setup · $1,200/mo live in about two weeks 30 days notice
- CallerHi — do you have anything for lip filler this week?
- OrisWe do. Thursday at 3, or Friday morning at 10:30.
- CallerThursday works. First time here, by the way.
- OrisBooked. Sending your intake form and directions by text now.
Appointment booked
Consultation · Thu 3:00 PM · confirmation sent
Illustration of a real call flow, not a recording of a patient.
Why this exists
Three numbers, and none of them are ours
Nobody buys a receptionist. They buy the calls they are currently losing. Here is what the published research says happens to a call a US local business does not answer.
Put your own numbers inThese are published industry benchmarks, not Oris results. Your own numbers come out of the free audit.
The first of the three we measure on your own line: during the audit we call your clinic twice, at two different times of day, and write down who picked up, how long it rang and whether anyone called back.
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37.8%
of calls to US local businesses reach a live person
Independent audit of 85 US local businesses across 58 industries.
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83%
of callers who reach voicemail hang up without leaving one
Published call-tracking benchmarks; reported range 80–86%.
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62%
of callers who do not get through call a competitor instead
Published call-tracking benchmarks.
The same Tuesday, twice
What changes on the day it goes live
One ordinary week day at a single-location clinic, written out twice. Same four enquiries both times.
Today
- 11:20Call during a treatment. Rings out.
- 13:05Instagram DM asking about pricing. Seen at 19:40.
- 16:30Second caller while the front desk is on the line. Voicemail.
- 19:10Call after closing. No answer, no message.
- ResultFour enquiries. One callback tomorrow. Two already booked elsewhere.
With Oris
- 11:20Answered on the first ring. Consultation booked for Thursday.
- 13:05DM answered in under a minute with a price range and two slots.
- 16:30Second caller answered in parallel. Booked.
- 19:10Answered after hours. Intake form sent by text.
- ResultFour enquiries. Three appointments on the calendar before you locked the door.
The product is the difference between those two lists. Nothing in it asks your team to work harder or your ads to work better — the enquiries were already there.
What you get
A front desk that never takes lunch
Answers every call, 24/7
Nights, weekends, lunch, and the second caller while your front desk is already on the line. No voicemail, no hold music.
Books into your calendar
Real availability, the right treatment length, the right provider, confirmation by text within seconds.
Chases what got away
A missed call at 7pm gets a text back within a minute. A web form with no reply gets a call. Nothing waits for tomorrow.
Knows your clinic
Treatments, price ranges, prep and aftercare, cancellation policy, parking, financing, and your ten most common objections.
Cuts no-shows
Reminder and confirmation sequences before the appointment, plus a rebooking flow the moment someone cancels.
Reports in money
Monthly: calls answered that would have been missed, appointments booked, estimated revenue recovered. Not impressions.
All six are running on day one. Getting there takes about two weeks, and it goes like this.
How we build it
About two weeks, and you hear it before it goes live
- Week 1
We build the knowledge base
Treatments, price ranges, prep and aftercare, cancellation policy, hours, the questions you are tired of answering and the objections that lose bookings. Pulled from your site, your booking system and a handful of real call recordings — then sent to you as a document you correct line by line.
- Week 2
You test it, then we connect the line
You call it yourself and try to break it. We tune what sounds off. Then we connect the booking calendar, forward the calls you want covered — after hours only, or everything your team cannot pick up — and switch on the follow-up sequences.
- Ongoing
It keeps getting better
Every month we read the transcripts, find where callers hesitated or hung up, and fix those paths. That is the difference between a bot you switch on and a front desk that actually books.
Honest limits
What it will not do
Anyone selling you an AI receptionist without this section is selling you a disappointment.
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It will not give medical advice
Whether a treatment suits someone’s skin, their medication or a pregnancy is never answered by the system. Those calls reach your team tagged, summarised and flagged as clinical, in that order.
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It will not replace your team
Regulars want the person they know, and a front desk that recognises a voice is worth more than one that never sleeps. This exists for the calls that currently go nowhere, not for relationships that already work.
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It will not pass for human forever
Some callers will clock it inside two sentences. It says so, offers a person, and steps aside. A caller who reaches something still beats a caller who reaches voicemail.
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It will not show you a US clinic we already did this for
There is not one yet. HeadPills has been shipping for businesses across Europe since 2021; the US clinic practice is new, and you would find that out eventually. Better here than after you sign.
Run a dental practice instead? Same system, dental words and dental appointment types — the dental front desk is here.
Pricing
One number, and it does not move
No per-minute billing at normal clinic volumes, no integration surcharge, no annual lock-in. If the system does not pay for itself you should be able to leave — so you can, on 30 days notice.
One-time setup
$1,500
Then monthly
$1,200
- Knowledge base built and tested against real calls
- Booking calendar and phone line connected
- Missed-call text-back and follow-up sequences
- No-show reminder and rebooking flows
- Monthly transcript review and tuning
- Monthly report in calls caught and appointments booked
US dollars. Setup is one-time, the rest is monthly. No long lock-in — 30 days notice, any time. Live in about two weeks from the day you send us the treatment list.
Questions med spa owners ask
Straight answers
Will patients know they are talking to AI?
It introduces itself as your clinic assistant and never claims to be a named staff member. Most callers just want a time and get one. Anyone who asks for a person, or who sounds upset, is handed over immediately.
What happens when it does not know something?
It transfers, takes a message, or books a callback — your rules. It only speaks from facts you approved: treatments, price ranges, hours, prep, policies. It is not permitted to improvise clinical answers.
Does this replace my front desk staff?
No, and clinics that try it regret it. It covers the calls your team physically cannot take: during treatments, after hours, weekends, and the second caller while the first is on the line. Your staff keep the relationships.
We are a single location with a quiet January. Is this for a clinic our size?
Yes — a single location is the floor these prices are built for, and the maths is small enough to do before you buy: $1,200 a month against your own booking value and your own call volume. Run it on the missed-call calculator with your numbers rather than ours. If your volume is too low for it to pay back, the free audit says so — selling you a system that does not pay for itself is a bad month for us and a bad year for you.
How does it handle HIPAA?
It books appointments rather than discussing medical details. Call data runs through vendors covered by a business associate agreement, recordings and transcripts have a defined retention window, and anything clinical routes to a human. We document the whole setup so your compliance officer can review it. To be plain about it: this is HIPAA-aware and built to documented practice. We are not lawyers and we do not sign off your compliance.
Why would we trust a team outside the US with our phone?
Oris is the clinic practice of HeadPills, running out of Wroclaw, Poland since 2021. The system answers your line around the clock regardless of where anyone sits, and we keep US hours for calls and reporting. We have not run a US clinic account yet — that is written into the limits section above rather than buried down here. It is also the reason this costs $1,500 to set up, then $1,200 a month instead of what a US agency charges for the same build.
What if it books the wrong thing?
Appointment types, durations and provider rules come from your booking system, and we test them against real call recordings before go-live. In the first two weeks after launch we read every transcript and fix anything that misfires — that tuning is included permanently, not just at launch.
What exactly do I pay, and what is not in it?
$1,500 to set up, then $1,200 a month. The setup builds and tests the knowledge base and connects your calendar. The monthly covers the system, the follow-up sequences, the ongoing tuning and the reporting. No long lock-in — 30 days notice, any time. Not included: Telephony minutes above the included 1,500/month, and your booking software subscription.
Works better with
Free clinic audit
Hear it before you decide anything
We audit your clinic for free — including calling your line the way a patient would — and show you exactly what happens to those calls today.
- Findings in two business days
- No call required to receive them
- Yours to keep either way
Request received
We have your details.
The audit takes us about two business days. It arrives as a short written document — where calls are being lost, what the map pack looks like for your treatments, and what AI assistants say when someone asks for a clinic like yours. No call required to receive it.
While you wait: what missed calls are costing you