Services

Systems for every stage of the patient lifecycle

Each of these can be implemented on its own. They compound when they run together, because the same patient record moves through all of them.

AI front desk and lead response

An assistant that picks up every inquiry the moment it arrives, on the channel the patient used, and carries the conversation far enough to get a consultation on the calendar.

Instant response to web forms, SMS, missed calls and social messages
Answers real questions on treatments, pricing ranges, downtime and candidacy
Books directly into your existing scheduling system
Hands off to a human the moment a conversation needs one
After-hours and weekend coverage without adding headcount

Consult conversion and no-show recovery

The gap between "booked" and "sitting in the chair" is where most spa revenue is lost. We close it with confirmations, deposits and an automated waitlist.

Multi-touch confirmation and reminder sequences by SMS and email
Pre-consult intake and photo collection completed before arrival
Deposit and card-on-file capture at booking
Automatic waitlist backfill when a slot opens
Same-day recovery outreach when a patient does not arrive

Pre-care and aftercare automation

Timed, treatment-specific instructions that reach the patient without a coordinator sending them by hand — and reduce the inbound calls that follow every procedure.

Prep instructions tied to the specific treatment booked
Aftercare sequences with check-ins at clinically sensible intervals
Escalation to your clinical team when a reply signals a concern
Every template written by us and approved by you before it sends

Rebooking and retention engine

Outreach driven by where each patient sits in their treatment cycle, so the invitation to return lands when they are actually due — not when a newsletter happens to go out.

Treatment-cycle timing for neuromodulators, filler, laser and body series
Package and series completion tracking with nudges for missed sessions
Lapsed-patient reactivation across your existing database
Membership and loyalty communication that runs itself

Reputation and referral systems

Review volume compounds. We ask at the point of peak satisfaction, route the response correctly, and make referrals something the system prompts rather than something staff remember to mention.

Review requests triggered at the right post-treatment moment
Private routing for unhappy responses so issues reach you first
Referral prompts built into the follow-up flow
Consistent response drafting for public reviews

Reporting and staff enablement

A short list of numbers that tell you whether the system is working, plus the training your team needs to run it without calling us.

Speed to lead, consult show rate, rebooking rate and review volume in one view
Revenue attribution by channel and campaign
Documented playbooks for your coordinators and front desk
Live training sessions and a recorded library for new hires

Engagements

How working together is structured

Every engagement starts with the assessment. It is the only way to scope the rest honestly, and it is useful on its own.

Lifecycle Assessment

2 weeks

A full audit of your patient lifecycle and the systems behind it, ending in a written implementation plan you own outright.

Stack and workflow review across booking, EMR, payments and marketing
Where inquiries and rebookings are being lost, quantified
Prioritized roadmap with projected impact and effort
Presented live, delivered in writing, yours to implement anywhere

Fee credited toward implementation if you continue.

Most common

Implementation

6–8 weeks

We build, integrate and tune the systems from the roadmap, then run them alongside your team until they hold up unsupervised.

Build and integration on your existing platforms
Copy and conversation design tuned to your brand voice
Parallel-run period with human review before full handover
Staff training and written playbooks

Scoped and quoted from the assessment — no open-ended hours.

Ongoing Optimization

Monthly

Continuous tuning and reporting once the systems are live, for practices that want the improvements to keep compounding.

Monthly performance review against agreed metrics
Conversation and sequence tuning as results come in
New treatment and campaign rollouts
Priority support for your team

Month to month. Cancel with 30 days notice.

Pricing is quoted per practice after the assessment, because a single-location spa and a four-location group are not the same build.Ask for a range and we will give you one on the call.

Get started

Start with the assessment

Two weeks, a clear picture of where your lifecycle leaks, and a plan you keep either way.

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