A walkthrough of the four moments your clinic stops being the bottleneck — from first inquiry to rebooked client, no front desk touch required.
This is the experience your patient sees after the MedSpa AI Systems Install is live. Every message, handoff, and reminder is triggered by behavior, treatment type, or timing — not front desk memory.
Hi Maya, this is Haven Aesthetics. We saw your missed call about Botox. Want to book a consult or ask a quick question?
I want to book. Do you have anything this week?
Yes. Choose a consult time here. You’ll also get prep instructions once your appointment is confirmed.
System does: Captures the inquiry, tags the treatment interest, routes qualified leads to booking, and keeps after-hours demand moving.
You’re booked for Thursday at 2:00 PM. Please complete your intake and deposit here to hold your appointment.
Before your visit: avoid alcohol for 24 hours, pause blood-thinning supplements if medically appropriate, and arrive makeup-free.
System does: Sends intake, deposit, card-on-file, and treatment-specific prep without another manual message.
Reminder: your Botox consult is Thursday at 2:00 PM. Reply C to confirm or R to request a reschedule.
C
Confirmed. We’ll see you Thursday. Here’s your parking and arrival info.
System does: Confirms attendance, flags reschedule risk, and protects the chair before the slot is lost.
Checking in after your Botox appointment. Any tenderness, swelling, or questions today?
All good!
Perfect. Your full results should settle over the next 10–14 days. We’ll check back then.
System does: Creates a cared-for experience, catches issues early, and sets up the next conversion moment.
Your results should be settled. If you’re happy with the outcome, would you leave a quick review?
Most Botox clients rebook around the 12-week mark. Want us to hold your next appointment window?
System does: Requests the review at the right moment and turns a successful appointment into the next booked visit.
It’s been a little while since your last visit. We have a few openings this week if you want to get back on the calendar.
Can I do Friday afternoon?
System does: Segments dormant clients by treatment history and brings them back without a manual list pull.
DM, form fill, or missed call after hours. Within 90 seconds, an automated SMS confirms receipt and offers a direct booking link with treatment-specific qualifying questions.
Booking triggers an intake form, deposit capture, and a reminder cadence — 48 hours, 24 hours, morning-of. Card-on-file and cancellation policy enforced automatically.
Treatment-specific aftercare check-in. Review request at the right interval. Peak-results photo prompt. Rebooking nudge timed to the treatment cycle, not staff memory.
Rolling 60 / 90 / 120 / 180-day triggers run on the EMR. Personalized SMS + email by treatment history. Removes anyone who rebooks. Front desk never touches the list.
The demo above is what runs in your med spa once the install is complete. 7–10 days, async, no calls.