An AI Receptionist for Med Spas That Books While Your Injectors Inject
Consultations booked, deposits collected, pre-care read back, and every after-hours enquiry answered — inside Boulevard, Zenoti, or whatever you already run
Med Spas & Aesthetics at a glance
What the agent handles
Fewer empty injector hours
Cancellations get worked against the waitlist immediately instead of sitting until someone has a free minute to make calls.
Deposits actually collected
The agent asks for the card on every booking and never skips it because the conversation felt awkward.
Consultations booked after hours
The eleven-at-night Instagram enquiry gets a booked consultation instead of a callback form.
Pre-care instructions land every time
Treatment-specific prep is read back at booking and resent before the appointment, so fewer clients arrive unable to be treated.
54+ specialized agents on the AllBots platform
Med Spa Call Workflows Visualized
Consultation Booking
Treatment interest captured, licensed provider matched, appointment written to your booking platform
Deposit and Policy Enforcement
Card taken and cancellation terms confirmed on every booking, logged to the record
Pre-Care and Post-Care Delivery
Treatment-specific instructions read back, sent, and resent before the appointment
No-Show and Waitlist Recovery
Same-day outreach and waitlist work to refill the open provider hour
Treatment-Series Scheduling
Next session booked at the correct interval before the conversation ends
Clinical Escalation
Clinical questions and reaction reports captured and routed to a licensed provider
What changes when AI answers
Fewer empty injector hours
Cancellations get worked against the waitlist immediately instead of sitting until someone has a free minute to make calls.
Deposits actually collected
The agent asks for the card on every booking and never skips it because the conversation felt awkward.
Consultations booked after hours
The eleven-at-night Instagram enquiry gets a booked consultation instead of a callback form.
Pre-care instructions land every time
Treatment-specific prep is read back at booking and resent before the appointment, so fewer clients arrive unable to be treated.
PHI handled under a BAA
Calls, transcripts, and records stay inside HIPAA-compliant infrastructure with a full audit trail.
Clinical questions reach a provider
The agent escalates rather than guessing, so nothing clinical is answered by a script.
Series and memberships stay in motion
Next sessions get booked before the client leaves the call, and balance questions stop going to voicemail.
Front desk stays with the client in the room
Staff stop choosing between the phone and the person standing at the counter.
The Calls a Med Spa Actually Gets
Aesthetics practices do not field generic appointment calls. They field a consultation enquiry from someone who saw a before-and-after on Instagram at eleven at night, a client who cannot remember whether she is supposed to stop retinol before her peel, a Botox patient who wants the same injector she saw last time and nobody else, a membership holder asking how many of her included units are left this quarter, and a client in her third session of a six-session series who needs the next four appointments spaced correctly. Each of those is a different conversation with a different set of rules, and each one is a conversation your front desk is having while somebody stands at the counter waiting to check out. The agent takes all of them. It knows your service menu, your provider licensing, your spacing rules, your policy language, and your room and device constraints, and it applies them the same way on the tenth call of the day as on the first. What it does not do is improvise. Anything outside scheduling and logistics goes to a person.
- Consultation booking with treatment-area capture and provider matching
- Treatment-specific pre-care instructions read back at time of booking
- Post-care instruction resends and post-treatment check-in scheduling
- Deposit collection and cancellation policy enforcement on every booking
- No-show and late-cancel recovery with rebooking into the open slot
- Membership and package balance enquiries, renewals, and freeze requests
- Treatment-series follow-up scheduling with correct interval spacing
- Provider-specific routing when a client wants a named injector
- After-hours enquiries from Instagram DMs, Google Business Profile, and web forms
It Books Inside the Software You Already Run
Nobody is migrating their practice management system to add a phone agent, so the agent writes into the one you have. We integrate with Boulevard, Zenoti, Aesthetic Record, Mangomint, Vagaro, Mindbody, and PatientNow, reading live availability and writing the appointment back so your front desk sees it the second it is booked — no shared inbox, no callback list, no double booking a laser room. The integration is not just a calendar drop. The agent respects the service duration your system already has configured, the provider a service is licensed to, the room or device a treatment requires, and the buffer you keep between a numbing appointment and the injection. It attaches the intake and consent forms your system sends, tags the appointment source so you can tell which bookings came from the phone versus the web, and stamps the call summary onto the client record so the next person to open the chart sees what was said. Where a system supports deposits natively, the agent uses it. Where it does not, it takes the card through your existing payment processor and notes the authorization against the booking. Integration detail by platform lives at /agents.
- Boulevard — live availability, deposit-backed booking, and client record notes
- Zenoti — multi-location and multi-provider booking with service duration rules
- Aesthetic Record — appointment write-back with consent and intake form attachment
- Mangomint — provider calendars, room and device constraints, and buffer rules
- Vagaro and Mindbody — membership and package balance lookups alongside booking
- PatientNow — chart-linked scheduling with the call summary attached to the record
- Appointment source tagging so phone-booked revenue is attributable
- Two-way sync, so a change made at the desk is a change the agent sees
HIPAA and PHI Handling, Treated as the Starting Point
A med spa is a medical practice, and a call about a client's treatment history, medication list, or skin condition is protected health information the moment it is spoken. That is the design constraint we start from, not a compliance page we bolt on afterwards. Calls run on HIPAA-compliant infrastructure under a signed business associate agreement. Audio and transcripts are encrypted in transit and at rest, retention is set to what you actually need rather than kept indefinitely by default, and access is scoped by role so a front-desk login does not open a clinical note. Every call produces an audit trail: what was asked, what the agent said, what was written into your practice management system, and who it was escalated to. If a caller starts volunteering clinical detail the agent does not need to book an appointment, the agent does not chase it — it captures only what the booking requires and hands the rest to a provider. When a client asks the agent to stop calling or texting, that preference is honoured across channels and recorded. The same architecture behind our /healthcare agents applies here, documented at /security and /compliance, and the underlying concepts are defined in plain language at /glossary.
Signed BAA and HIPAA-compliant call, storage, and transcript infrastructure
Encryption in transit and at rest, with configurable retention windows
Role-scoped access so front-desk staff and providers see different fields
Full audit trail of what was said, written, and escalated on every call
Minimum-necessary capture — the agent collects what booking requires, not more
Communication preferences and opt-outs honoured and recorded across channels
No clinical advice, ever — clinical questions route to a licensed provider
Deposits, Cancellations, and Getting the Empty Slot Refilled
An empty injector hour does not come back, and the reason it went empty is almost always a policy that exists on paper but is inconsistently applied on the phone. Asking a client for a card is uncomfortable, so a tired front desk skips it, and the late cancel that follows costs the slot. The agent does not get uncomfortable. It states your deposit amount and your cancellation window in your own wording on every single booking, takes the card, confirms the client heard the terms, and logs that confirmation against the appointment so there is no argument later. When a cancellation comes in inside the window, the agent applies the policy you configured — charge, credit, one-time courtesy waiver, whatever your rule actually is — and then immediately starts refilling. It works your waitlist in priority order, calls or texts the clients who asked to be told about earlier openings, and books the first one who says yes. No-shows get worked the same way: the agent reaches out while the miss is still fresh, finds out what happened, rebooks, and flags repeat offenders so you can decide whether they prepay next time. Fewer empty injector hours, and a policy that is enforced the same way at nine in the morning and seven at night. Model what refilled hours are worth in your practice at /roi-calculator.
- Deposit taken on every booking, with the policy stated in your own wording
- Client confirmation of terms logged against the appointment record
- Cancellation window rules applied consistently, including courtesy waivers
- Waitlist worked in priority order the moment a slot opens
- Earlier-opening alerts to clients who asked to be notified
- Same-day no-show outreach while the miss is still recoverable
- Repeat no-show flagging so prepay rules can be applied selectively
Memberships, Packages, and Treatment Series That Stay on Schedule
Recurring aesthetics revenue lives in memberships and packages, and it leaks in two predictable places: nobody answers the balance question, and nobody books the next session in the series. A member calls to ask how many units or credits are left this quarter and gets voicemail, so she stops using the membership and cancels it at renewal. A client finishes session two of a laser series, means to book session three, and never does — and the series that was supposed to run to completion stops halfway. The agent closes both gaps. It looks up the live membership or package balance in Vagaro, Mindbody, Boulevard, or Zenoti, tells the client what is remaining and when it expires, handles renewals and freeze requests against your rules, and explains what the membership includes without ever characterising what a treatment will do. On series scheduling, it books the next appointment before the client leaves the current conversation, spacing it by the interval your providers set for that protocol, and it follows up on the series that went quiet. Follow-up cadence, series intervals, and membership rules are yours to define — the agent just applies them without fail. Package and tier structures are described at /pricing.
- Live membership and package balance lookups with expiry dates
- Renewal, upgrade, downgrade, and freeze requests handled to your rules
- Membership inclusions explained in operational terms, never clinical ones
- Next-session booking captured before the current conversation ends
- Series intervals spaced to the protocol your providers configured
- Outreach on stalled series and unused package credits
- Pre-paid balance reconciliation noted on the client record
After Hours, the Right Injector, and What Happens on Escalation
Aesthetics demand does not arrive during business hours. It arrives when someone is scrolling Instagram at midnight, comparing three practices on Google at six on a Sunday morning, or filling out your web form during a lunch break. The agent answers all of it — inbound calls, click-to-call from your Google Business Profile, callbacks triggered by an Instagram DM or a web enquiry — with the same booking authority it has at two in the afternoon. It also handles the request every med spa hears constantly: I want the injector I saw last time. The agent reads provider-specific availability, offers that provider's real openings, tells the caller honestly when the next one is, and offers a qualified alternative or a waitlist spot instead of guessing. Provider licensing and scope are enforced, so nobody gets booked with someone who cannot perform the service. And escalation is explicit rather than accidental. Clinical questions, adverse-reaction reports, complaints, refund requests, and anything urgent break the script immediately: the agent captures the detail, tells the caller a person will follow up, and routes it to the on-call provider or manager by the path you set — warm transfer during hours, page or text after hours. Configuration, escalation paths, and go-live timeline are covered at /demo.
- Round-the-clock inbound answering with full booking authority
- Callbacks from Instagram DMs, Google Business Profile, and web enquiries
- Provider-specific routing with licensing and scope enforced
- Honest next-availability answers plus alternatives and waitlist offers
- Immediate escalation on clinical questions and adverse-reaction reports
- Warm transfer during hours, page or text to the on-call provider after hours
- Complaints and refund requests routed to a manager, never handled by script
HIPAA Compliance
Every Med Spas & Aesthetics agent also includes
- Booking Platform Integration
- Deposit and Cancellation Policy Enforcement
- Treatment-Specific Pre-Care and Post-Care Instructions
- No-Show and Waitlist Recovery
- Membership and Package Lookups
- Treatment-Series Follow-Up Scheduling
- Provider-Specific Routing
- 24/7 After-Hours Answering
- Clinical Escalation to a Licensed Provider
All features include unlimited usage, 24/7 support, and regular updates.
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