Med spas → AI Front Desk
The patient who called during your last treatment is already booked somewhere else.
A live person answers fewer than four in ten calls to US local businesses. Most people who hit voicemail hang up without a word, and the majority call a competitor instead. Your AI front desk answers on the first ring, every hour of every day, and books the appointment while the patient is still interested.
Setup $1,500 · $1,200/mo · live in about two weeks
A typical week before and after
calls missed per week at 3/day
after the front desk goes live
Unanswered calls per day. The drop is the week it goes live.
The arithmetic
Three missed calls a day is not a small problem
Missed calls at a clinic where the team is with patients most of the day. Weekends and evenings included.
Typical share of answered calls that turn into a booked appointment, when someone actually picks up.
Average booking value at a med spa. Run those three numbers over a year and it lands in six figures.
These are industry benchmarks for US clinics, not our client results. Put your own numbers into the missed-call calculator — it takes about thirty seconds, and the output is the honest version of this argument.
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 on the first line. No voicemail, no hold music.
Books into your calendar
Real availability from your booking system, the right treatment length, the right provider, confirmation by text.
Chases what got away
Missed call at 7pm gets a text back within a minute. Web form with no reply gets a call. Nothing sits until tomorrow.
Knows your clinic
Treatments, price ranges, prep instructions, cancellation policy, parking, insurance questions, your top ten objections. Built from your material, approved by you.
Hands off to humans
Clinical questions, complaints, anything sensitive or unusual routes to your team with the context attached.
Reports in money
Monthly: calls answered that would have been missed, appointments booked, estimated revenue recovered. Not vanity metrics.
How we build it
Two weeks, and you hear it before it goes live
We build the knowledge base
Your treatments, prices, prep and aftercare rules, cancellation policy, hours, the questions you are tired of answering, and the objections that lose bookings. We pull most of it from your site, your booking system and a handful of real call recordings, then send it to you as a document you can correct line by line.
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 your booking calendar, forward the calls you want covered — after hours only, or everything your team cannot pick up — and turn on the follow-up sequences.
Then it keeps getting better
Every month we read the transcripts, find where callers got stuck or hung up, and fix those paths. That tuning is included — it is the difference between a bot you switch on and a front desk that actually books.
Honest limits
What it will not do
Give medical advice
It will not tell someone whether a treatment is right for their skin, their medication or their pregnancy. Those calls go to your team, tagged and with a summary.
Replace your team
Regulars want the person they know. The system exists for the calls that currently go nowhere, not for the relationships that already work.
Pass for human forever
Some callers will clock it. It is polite about that, offers a human, and gets out of the way. A caller who reaches something is still better than a caller who reaches voicemail.
Questions owners ask
Straight answers
Will patients know it is AI?
It introduces itself as your clinic's assistant and never pretends to be a specific human staff member. In practice most callers just want an appointment time and get one. Anyone who asks for a person, or who sounds upset, gets handed to your team immediately.
What if it cannot answer something?
It transfers, takes a message, or books a callback — your rules. It only speaks from facts you approve: your treatments, pricing ranges, hours, parking, policies. It is not allowed to improvise clinical answers.
Does this replace my front desk staff?
No, and clinics that try that regret it. It covers the calls your team physically cannot take — during treatments, after hours, weekends, and the second and third simultaneous caller. Your staff keeps the relationships.
What about HIPAA?
The assistant books appointments; it does not discuss diagnoses or treatment suitability. Call data runs through vendors covered by a business associate agreement, recordings and transcripts have a defined retention window, and anything clinical is routed to a human. We document the setup so your compliance officer can review it.
How long until it is live?
About two weeks. Week one we build the knowledge base from your treatments, pricing, policies and objections, then test it against real call recordings. Week two you approve it, we connect your calendar and forward your line.
What does it cost?
Setup is $1,500 and the system runs at $1,200 per month, which includes the knowledge base, calendar integration, follow-up sequences, ongoing tuning and a monthly report on calls caught and appointments booked. Cancel with 30 days notice.
Works better with
Hear it before you decide
We will run a free audit of your clinic — including calling your line like a patient would — and show you what is getting missed. No call required to get the findings.