Consultations, aftercare and review reminders for aesthetic clinics
Enquiries arrive at 11pm asking how much lips cost. We build a clinic system that books the consultation, checks in after treatment and invites each patient back when their review is due.
What can AI do for an aesthetic clinic?
AI can handle the admin around each treatment at an aesthetic clinic. It answers enquiries at night and books a consultation, sends the medical questionnaire before the visit, checks in the day after treatment and invites the patient back when their review is due. Your practitioners keep their time for patients.
The AI gives no medical advice. It books, reminds and passes questions on. A message that mentions pain, a lump or anything that worries the patient goes to your practitioner with the patient's record attached.
Each treatment has its own timing. Anti-wrinkle patients often come back after three to four months, and skin booster courses run in sessions a few weeks apart. Your practitioner sets the timing for each patient, and the system follows it.
What we build for an aesthetic clinic
Consultation first, with the questionnaire done
Each new patient books a consultation before any treatment. Two days before, they get the questionnaire link again if they haven't filled it in. Your practitioner opens the record and reads the answers before the patient sits down. The answers are stored securely, and only the clinic sees them.
The questionnaire, the reminder and the record update run as one chain. We build chains like this with our workflow automation work, with an alert to the clinic if a step fails.
When you're with a patient and the phone rings
A missed call gets a WhatsApp or text within a minute, with a link to book a consultation or a question about what the caller needs. The assistant replies in the language the customer writes in, and you read every conversation in your own.
If you want, an AI assistant answers the call instead, books the consultation and sends you a short summary. Medical questions and anything else it can't handle come to you. It tells callers they're speaking to an assistant. We set it up on a proven voice platform and connect it to your diary.
Aftercare check-ins the day after
The morning after treatment, the patient gets a short message with their aftercare sheet and a question: how are you feeling? A reply like "all fine" goes in the record. A reply about swelling, pain or anything unexpected goes to your practitioner on call.
You decide which words send a reply to a person and how fast. That sorting is our decision automation, and anything it isn't sure about goes to your team.
Before and after photos kept private
Treatment photos belong in the patient's record, away from staff phones and chat galleries. The practitioner takes them on a clinic device, or the patient sends them through a private upload link. The system files each photo under the patient and the visit.
Consent to show a photo on your website or social media is a separate yes or no, recorded per photo. We build these records as a custom CRM for your clinic.
A review invitation when it's due
Your practitioner sets when each patient should come back, by treatment and by patient. When that time comes, the patient gets an invitation to a review with the same practitioner. The message is written by you and approved by you.
Each Monday you see who is due this month and who hasn't answered. An AI employee prepares that list on a schedule and sends it to your chat.
What you get with an aesthetic clinic build
Consultation booking
New patients book a consultation first, on your website or in chat, with the questionnaire sent at booking.
A record for each patient
Questionnaire answers, treatments with dates, the practitioner's notes and photos, in one place your team can open.
Aftercare messages
A check-in the day after and a review invitation at two weeks, with worried replies passed to the practitioner.
Photo consent per photo
Each photo marked for the record only or for marketing, with the patient's answer and the date.
Google reviews answered
We draft a reply to each Google review for you to approve, and post holiday hours and clinic news to your Google profile.
Deposits that hold the slot
You pick which treatments need a deposit. The patient pays from a link in the chat through Stripe or your booking app's payments, and it comes off the bill. We never hold the money.
How we set it up for your clinic
The audit
FreeYou show us how enquiries, consultations and aftercare run today, and where the patient records live. We tell you what to automate first and whether your clinic software can stay.
You getA written plan of what to automate first, yours to keep.Build and test
One fixed priceWe build the booking, the questionnaire, the aftercare messages and the patient record. Your practitioners approve every message before a patient sees one.
You getA working, documented system. Once you've paid, the code we wrote is yours.Running it
A monthly rateWe keep it running, change the messages when your practitioners ask, and add treatments, rooms or a second clinic when you grow.
You getA monthly rate for the scope we agreed.
How much does an aesthetic clinic booking system cost?
An aesthetic clinic system costs a fixed price to build and a monthly rate to run. The audit that scopes it is free. If the clinic needs a new website, our managed websites start from $790 at launch prices.
WhatsApp and SMS providers charge per message. You can use your own provider accounts and pay the providers yourself, or we manage them and estimate the cost from your patient numbers. For a first number, estimate your build. See how the build price and the monthly rate work.
Questions aesthetic clinics ask us
Can AI answer aesthetic clinic enquiries without giving medical advice?
Yes. AI can answer aesthetic clinic enquiries about times, consultations and how the clinic works, and book the consultation, without giving medical advice. In the systems we build, questions about suitability, side effects or results go to your practitioner. Your practitioners write and approve the answers the AI may give, and the AI passes everything else on with the patient's record attached.
When should an aesthetic clinic invite patients back for their next treatment?
An aesthetic clinic should invite patients back at the time their practitioner sets for that treatment and that patient. Anti-wrinkle patients often return after three to four months, while courses such as skin boosters run in sessions a few weeks apart. The system we build stores that timing on each patient's record and sends a review invitation you approved when the time comes.
How should an aesthetic clinic store before and after photos?
An aesthetic clinic should store before and after photos in the patient's record, away from staff phones and chat apps. In the systems we build, practitioners take photos on a clinic device or patients upload them through a private link, and each photo is filed under the patient and the visit. The patient gives a separate yes or no for each photo used in marketing.
Can an aesthetic clinic send aftercare check-ins without staff writing each one?
Yes. An aesthetic clinic can send aftercare check-ins on a schedule, such as the morning after treatment and at two weeks, using messages the practitioners wrote. The patient answers in WhatsApp or SMS. A reply that says all is well goes into the record. A reply about swelling, pain or worry goes to the practitioner on call with the treatment notes.
Can you add these messages to the clinic software we already use?
Often, yes. If your clinic software lets other software read appointments and patient details, through an API or webhooks, we add the questionnaire, aftercare and review messages on top of that clinic software. If the software is closed, we build the booking and patient record for you and move your patient list across. The free audit checks which applies before you pay anything.
Do I need this if my clinic software already sends reminders?
Maybe not. Keep your clinic software. We add only what the clinic software can't do, such as WhatsApp messages, review invitations at each patient's own interval, aftercare check-ins and answering the phone when you can't. If your clinic software already does all of that, the free audit tells you so, and you don't need us.
How much does a booking and aftercare system for an aesthetic clinic cost?
A booking and aftercare system for an aesthetic clinic costs a fixed price to build and a monthly rate to run, and the audit that scopes the work is free. Managed websites start from $790 at launch prices. The monthly rate is set for the scope we agree, and we re-quote if the scope or the number of messages changes a lot.
Who owns the patient records in an aesthetic clinic system you build?
Your clinic owns the patient records, the photos and the treatment history, and you can export them whenever you want. Once the build is paid in full, you also own the custom code and automations we wrote. We set up access so each staff member sees what their role needs. If you stop working with us, we hand everything over.
An example clinic website we built
Halden Aesthetics is a made-up clinic. Its website shows how a real one could look: treatments, a consultation form and an aftercare section that explains what patients hear from you after a visit.
Open the Halden Aesthetics example and try the form. We build and run managed websites like it, and you ask for changes in plain words.
The services behind it
Who answers your clinic's enquiries after 8pm?
Show us your enquiries from last week and we'll show you which ones could have become consultations, before you spend anything.