Consults answered and booked while you are in the treatment room
A system that answers, books, reminds and brings lapsed patients back. US number and TCPA consent handled.
One system that answers, books, reminds and reactivates every patient
Calls, web forms, Instagram DMs and ads all land in one pipeline, and the AI handles the first reply within a minute.
What we promise, in writing
Owners tell us the last vendor locked them in, kept their phone number, or handed the account to a junior. So we put these four in every proposal.
No auto-renew, no exit fees
Setup is a fixed project. Management is month to month after that. Cancel with 30 days notice and nothing renews behind your back.
You own everything
The GoHighLevel sub-account, the phone numbers, the ad accounts, the pixel and every lead stay in your name. Leave, and you keep them.
Reported by booked appointments
Not impressions, not ROAS screenshots. You see calls answered, appointments booked and shows, every week, in your own dashboard.
Built by the people you talk to
No junior handed 14 accounts. The engineers who scope your system on the call are the ones who build it and answer your messages.
Why do consult requests slip through when the clinic is busiest?
Because the people who could answer are the ones doing the treatments. A consult request at 6:40 pm goes to voicemail, a Botox package enquiry sits unread in Instagram DMs until the next morning, and by then the patient has booked with the clinic that replied first. As we covered in our California clinic research, 62% of small-business calls go unanswered, and every missed consult is a package that never starts.
- Your front desk walks a client back, the phone rings, nobody picks up, and that caller books with the spa down the street. Owners say it happens several times a week.
- You have no idea how many people tried to reach you, because missed calls and unanswered DMs are never counted.
- The same questions all day: lip filler price, next opening, does Botox hurt. Your best person is exhausted from repeating herself.
- No-shows despite confirmations, a deposit policy you struggle to enforce, and agencies that “promised the world”, spiked for a month and dried up.
What changes in the first 30 days?
An AI receptionist picks up on your existing clinic number, answers treatment questions from a script you approve, and books consults straight into your calendar. Missed calls get a text within 60 seconds. Every booked consult gets a reminder sequence with a confirm button. Lapsed patients get a reactivation message with an offer you set, and Meta ads with lead forms feed the same pipeline. You get a weekly report of calls answered, consults booked and packages started.
- AI receptionist on your existing number, HIPAA-aware wording, no clinical advice
- Missed-call text-back and Instagram DM auto-reply into one inbox
- Consult reminder sequence with confirm and reschedule buttons
- Reactivation campaign for patients with no visit in 6 to 12 months
What a typical week looks like before and after the system
| Moment | Today | With the system |
|---|---|---|
| Consult request at 6:40 pm | Voicemail, callback next morning if someone remembers | AI answers, offers two slots, books it, confirmation sent |
| Instagram DM asking for pricing | Read hours later between treatments | Auto-reply with consult link within a minute, thread saved to the CRM |
| Consult booked for Thursday | No reminder, 45-minute gap if they forget | Reminder the evening before and 2 hours before, with a confirm button |
| Patient finished a package last year | Never contacted | Reactivation text with a returning-patient offer, booked without staff time |
| Meta ad lead form submitted | Exported to a spreadsheet on Friday | Text and call within a minute, tagged in the pipeline |
| Friday afternoon | No idea how many consults were lost | Weekly report: calls answered, consults booked, packages started |
What does it cost and how do you pay?
We quote after the call, once we know how many calls, leads and locations you have; there is no menu price on the website. GoHighLevel usage is metered and passed through at cost: Voice AI runs at $0.10 to $0.20 per minute for speech-to-speech (September 2026 rates), texting and email are billed per message, and you see every line on the statement. Our management fee is separate and fixed monthly. See how our engagements are priced and the full AI receptionist cost breakdown.
Tell us about your clinic
Questions clinic owners ask before the call
Will the AI sound robotic to my patients?
It uses a natural voice you choose and a script written in your clinic’s tone. Patients hear a calm receptionist who knows your treatments, hours and consult length. We run test calls with you before it goes live, and you can listen to every recording afterwards.
What if a patient asks something it cannot answer?
It does not give clinical advice. Anything outside the approved script, such as a medical question or a complaint, is transferred to a staff member or logged as a callback with the transcript attached. You decide the handoff rules during setup.
Do I need to change my phone number?
No. Your existing clinic number stays. Calls forward to the AI only when nobody answers, after hours, or always, whichever you choose. Patients never see a new number.
How long does setup take?
Most clinics go live within two to four weeks. Week one is the script, calendar and consent setup; week two is testing with real scenarios; then we launch on your number and review the first transcripts together.
We already use a practice management system. Does this replace it?
No. GoHighLevel handles the calls, texts, reminders and marketing; your practice software stays the clinical record. Appointments sync to your calendar, and we connect to most systems through their booking links or APIs.
Who owns the leads, the landing page and the CRM?
You do. The GoHighLevel sub-account, the forms, the landing pages and every consult request are in your name from day one. Owners ask this because a previous agency kept the CRM and they suspected the leads were being resold. We work inside your account and you can remove our access any day.
We have been burned by marketing agencies before. Why should we trust another one?
Do not trust, verify. You get a written scope, month-to-month management with no auto-renewal, and weekly reporting on consults booked and shows, not impressions. If the numbers are not there, you stop with 30 days notice and keep everything we built.
Ready to stop losing consults to voicemail?
Book a free 30-minute call and see exactly how the system would answer, book and remind for your clinic.
Book a free 30-minute call