An AI receptionist for med spas that books the consult
Enquiries land at midnight and over lunch; by then the prospect may have asked three other clinics. Turn your proven consult-booking playbook into an AI sales team on call 24/7 — answering, reading intent, booking the visit, and leaving medical calls to the doctors.
One enquiry, five places it leaks
An aesthetic sale isn’t won in one chat — it runs across five stages, and every one has a gap your team can’t reach.
01Online enquiry
Ad DMs and website chat arrive at midnight and over lunch. Your advisor is with a client; the reply goes out hours later.
02Consult booking
The client asks about price and downtime, then goes quiet. Questions answered; nobody moved to a number or a slot.
03No-show follow-up
Booked and never came, came and never decided. Two follow-ups, no reply, and they are left alone.
04Consult close
Consults, plans and quotes belong to your doctors and advisors — whose hours went to the three stages above.
05Aftercare and rebooking
Treatments run on cycles, and nobody remembers when a check-in or the next session is due.
Four stages that build an aesthetic closing team
The stages don’t change. Your treatments, your language and your limits do — and every stage is built around your clinic.
- 01
Codify the playbook
How your best advisor asks about a baseline, answers downtime and moves to a consult becomes how the AI works.
- 02
Scale the execution
Consult booking, retention and treatment Q&A each hold a role and a limit, with a lead agent routing between them.
- 03
Compound the learning
The review workbench runs before launch: fail the sensitive-topic limits and it stays off. Fix one case and it takes effect across the team.
- 04
Humans where they matter
Medical judgement, plans and quotes go back to people. The takeover happens backstage; the client still sees one advisor.
Custom does not mean built from scratch. The engine is shared, the logic is yours — your treatments, your language, your limits, configured on one system.
You decide what AI takes, client by client
People and AI split the work by four product constraints: who takes over, when, whether the client notices, and how fast a change lands.
Switch by client
Night enquiries can go to AI while high-intent clients stay with people; the switch sits on this client, not the whole site.
Backstage takeover
Your advisor takes over with the full context, so the client does not repeat anything and still sees the same advisor.
Conditions before progress
Until the basics and intent are clear, it stays in that stage — no skipping the questions and jumping to plans and quotes.
Review before release
A change saves as a new version, passes review, and takes effect only when explicitly applied; a bad version can be rolled back.
What the AI won’t say, and what it won’t judge
Aesthetics is regulated. A boundary can’t be a note asking the AI to be careful — it has to be a rule, checked before launch.
Judgement stays with doctors
Whether a treatment suits this client goes to a consultation, and the AI says plainly that the call isn’t its to make.
Red lines are hard rules
Phrases that must never appear are written as rules and scored before launch. A fail means it doesn’t go live.
Every line is replayable
Who said what, when, and from which source: each round can be replayed down to the step that went wrong.
The banned-phrase list comes from your clinic — a case with no rule attached can’t even be approved in review.
What aesthetic clinics ask first
Could the AI over-promise results and put the clinic at risk?
Three lines of defence. Before launch, phrases that must never appear become rules, scored in the review workbench — no pass, no launch. After launch, problem conversations feed an improvement loop, and the phrase that slipped becomes a new case. A human can take over at any moment, and your clinic defines the list.
If the client realises they are talking to AI, will they walk?
The takeover happens backstage, so the client keeps seeing one advisor. The switch is set per client — let AI take night-time enquiries and first questions, and keep high-intent clients with people.
We already run live chat and a CRM. How is this different?
We answer questions too; the difference is the goal, not the capability. A service system is done once the question is answered. A sales system reads intent and decides the next move — the consult, the visit, the next treatment. Same answer, two scoreboards: contact-capture rate, consult booking rate, show rate and follow-up completion. It can also connect to your CRM; supported scope is confirmed in the demo.
Bring the conversations you have now, watch them become a team
A demo takes about 30 minutes and covers three things:
- 01Read your recent first-enquiry chats and find what AI should take
- 02Play a prospective client and watch your consult-booking playbook become a team — chat on the left, agent routing and reasoning live on the right
- 03Run both ledgers, conversion and cost, on your own show rate and payroll numbers
Or reach us directly business@toppp.ai