Someone texts your clinic at 9pm asking what Botox costs, another person fills out the web form about laser hair removal, and a third emails to ask if you offer lip filler.
Book a CallBy the time your front desk sees them the next morning, half have booked a consult somewhere else.
We build an AI sales agent that replies to inquiries by text, email, and web form within minutes, learns which treatment the person is interested in, and books a consult on your calendar before they cool off.
Aesthetic buyers shop the way they scroll. A person who just saw a before-and-after reel wants to know the price of Botox or a filler package while the impulse is fresh, so they send a text or email, tap the ad, or fill out the contact form, often after hours.
Your treatment coordinator and front desk cannot watch the inbox, the text line, the website forms, and the treatment room at the same time, so those inquiries sit overnight or through a busy Saturday. The problem is rarely the ad spend that brought the lead in.
It is the gap between the message landing and someone answering it with a real price range, a candid next step, and an open consult slot. An aesthetic buyer comparing three local med spas usually books with whichever one replied first and made booking easy.
An AI sales agent closes that gap. It replies within minutes to inquiries that arrive by text, email, or web form, learns whether the person wants injectables, laser, body contouring, or a facial, answers the practical questions without giving medical advice, and books a consult on your calendar while intent is high.
Aesthetic interest is fragile and time-sensitive. A prospect asking about a lip filler special by text at night is often booked with a competitor by lunch, and the paid promotion that surfaced them is money already spent whether they converted or not.
Unanswered texts and emails pile up, web-form leads get one slow reply and a follow-up that never lands, and price-shoppers who would have booked with a warm reply drift to the clinic that answered. Then there is the second conversation that never happens: a person asks one question, gets no follow-up, and a consult that one more reply would have booked never reaches the calendar.
Quiet inquiries compound all of it, because a person who asked a question and got no follow-up is a consult slot that stays empty. Without a system that replies and follows up the same way each time, your cost per booked treatment keeps climbing.
A system built around how aesthetic clinics actually get leads, from the first text or email through consult booking,
Follow-up, handoffs, and a weekly report, with the clinical line kept firmly with your injectors.
The agent replies to texts, emails, and website forms within minutes, at any hour,
So a prospect who just saw a before-and-after reel hears back from your clinic before they message the med spa down the street.
It learns whether the person wants Botox or dysport, dermal fillers, laser hair removal, CoolSculpting, microneedling, or a HydraFacial,
Shares the general price ranges and visit details in your facts file, and asks about timing so a coordinator opens the consult already briefed.
It offers real open slots on your calendar by provider and service, books the consult, and sends a confirmation to the person’s email,
And your team can read every thread, so a coordinator knows what was said before the person arrives.
It follows up with people who ask about a treatment and then go quiet, on a schedule your team approves,
And stops as soon as the person replies, a person on your team steps in, or a reply of STOP is recorded.
It books consults on the right provider’s calendar, and your coordinators can read every thread,
So they keep one clear record of what each person was told instead of a spreadsheet beside the booking system.
We discuss a Business Associate Agreement on a call, verify a client before sharing anything specific to them, keep protected health information to what a request needs,
And draw a hard line so the agent never assesses candidacy, recommends a treatment or dose, or gives medical advice, routing those to your licensed injectors.
When inquiries get a reply within minutes, in your clinic’s tone, and turn into booked consults, the promotions you already pay for have a better chance to produce booked treatments. Your treatment coordinators stop digging through an overnight pile of unanswered messages and spend their time closing warm consults, and the front desk stays with the clients in the chair.
Owners get a weekly report of inquiries received, answered, booked, and handed to a person.
Aesthetic leads do not arrive through one tidy funnel. They come as texts after a reel or story, as replies to a promoted lip-filler or Botox-special ad, and as emails and website contact forms, and the busiest of them land after hours and on weekends when a treatment room is full. Most open with the same practical questions: how much is Botox per area, do you do lip filler, what does laser hair removal cost for a package, am I a good candidate, and how soon can I get in. Answering those quickly and honestly is what turns a scroll into a booking.
The agent owns that first reply within minutes of a message landing, on the channel the person used. It recognizes the treatment behind the question, shares the general price ranges and what a first visit involves from your facts file, and asks about timing without ever assessing whether the person is a clinical candidate. Your coordinators see the full thread, so they spend their time on the consults most likely to convert instead of digging through an overnight pile.
A consult on the calendar means little if the person does not show up, so the agent makes booking easy and clear. It books against your calendar, respecting which provider offers which service, the right visit type and length, and the difference between a new client and an established one, as set out in your facts file. A confirmation goes to the person’s email as soon as they book.
Follow-ups then run for anyone who goes quiet before booking, and stop when the person replies or a person on your team steps in. Your coordinators can read every thread, so nobody has to ask what was said, and the schedule your front desk sees stays in your calendar, so nobody double-books over a consult the agent just held.
The fastest growth in a med spa is often hiding in the inquiries that went quiet. A person asks what Botox costs, gets a reply, and then life gets in the way, and without a follow-up that consult never gets booked. The agent follows up on the same thread at intervals your team approves, offers open times again, and stops the moment the person replies or a person on your team steps in. A reply of STOP is recorded and nothing more is sent.
The same system keeps your team in control. It sends only what is in the facts file you approve, so it never states a price or a promotion you did not set, and the first week is draft-first, so every reply waits for your approval. A coordinator can read every thread and sees the full history rather than a single message in isolation, and the agent never pressures anyone.
The agent works through your calendar, your email, your text number, and your website forms, so your team keeps working the way it does today. We map it to your service menu, provider schedules, and visit types during the build. It does not connect to other software, so your coordinators keep using Boulevard, Aesthetic Record, Zenoti, or Vagaro as they do now, and we will say plainly what it can and cannot do with the tools you rely on.
Because the agent handles each inquiry the same way and records each step in a thread your team can read, owners get an honest read on the numbers that run an aesthetic clinic. A weekly report shows how many inquiries were received, answered, booked, and handed to a person, instead of guessing which part of the funnel is leaking.
A med spa handles protected health information, from treatment histories to before-and-after photos, so the agent has to sit inside your HIPAA program rather than beside it. We discuss a Business Associate Agreement on a call before any protected health information is involved, follow the minimum-necessary principle so the agent reads and shares only what a request needs, verify a client’s identity through the method your clinic defines before discussing anything specific to them, and keep every thread readable by your privacy lead. We describe exactly how the system handles PHI so your compliance lead can evaluate it, and we do not act as your privacy officer or counsel or promise a compliance outcome.
The clinical line matters just as much as the data line. Deciding whether someone is a candidate for an injectable, recommending a treatment plan, choosing a dose, or judging whether a result is normal are medical judgments that belong to your nurse injectors, PAs, and medical director, and the agent is built to respect that without exception. It answers questions about pricing, offers, hours, and what a visit involves, and it books. The moment a conversation turns to candidacy, medical history, symptoms, complications, or clinical suitability, it stops, gives no medical advice, and hands the full thread to a named licensed provider on your team, with one short holding message to the person, so a client reaches a clinician informed and never gets a clinical answer from software.
We are engineers who ship production systems for real inquiry volume, not scripted demos. We understand how an aesthetic clinic actually runs, the flood of after-hours messages, the difference between a price-shopper and a ready-to-book client, how quickly a reply decides who books, and where the line sits between answering a booking question and giving medical advice that belongs to an injector.
We build to your HIPAA program and design the agent to hold up when a weekend promotion and a full treatment schedule hit at the same time.
The agent works text messages, email, and website forms, because aesthetic inquiries rarely arrive by a tidy web form during office hours, and it answers each with the real price ranges and offers in your facts file.
Consults land on your providers’ calendars and your coordinators can read every thread, so nothing hides in a separate tool your team stops checking.
Follow-ups run for inquiries that go quiet and stop when the person replies or your team steps in, so the agent keeps warm inquiries moving while your coordinators work the consults.
The agent qualifies interest, quotes only the general ranges in your facts file, and books. It never assesses candidacy, recommends a treatment or dose, or gives medical advice, and it hands off to a licensed injector or provider the moment a decision belongs to a clinician.
They automated the process work that was quietly eating our week. It runs now without anyone thinking about it, which is the only real test.
Our marketing operations are automated end to end. We brief the outcome and the workflow handles the rest.
They built the automation around how we actually work rather than making us change to fit a tool.
Book a call and we will map how inquiries move through your med spa today, where they go quiet between the first message and a booked consult, and the AI sales agent we would build to answer them.
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