Aesthetic clinicsFirst enquiry or clinical question: two different routes.
The first enquiry is the call a clinic takes most often — what do you do, how long does it take, when is there a slot — and the largest plan covers 3000 minutes a month. A clinical assessment never passes through an automated system.
Included work
Rules first, technology after.
In a clinic the question is not what an assistant can do, but what it is allowed to say. That boundary is written before activation and stays on file: the data controller remains the clinic.
What it says on the phone
First enquiries are services, locations, opening hours and availability approved by the management, within the minutes of the chosen plan, from 600 to 3000 a month. Fee from €199 per month. No clinical content, ever.
How a visit is booked
Booking is made on the connected calendar: the assistant offers only genuinely free slots, saves after the patient confirms and re-checks availability to avoid 2 overlapping appointments.
When it hands over to a person
Transfer to a person is set for 3 cases you define: a clinical question, an urgent case, a request that was not anticipated. The assistant takes the details, does not improvise and does not try to answer in place of the medical staff.
What a follow-up remembers
A follow-up reminder is text prepared and approved before sending, within the 1000 monthly messages of the plan, from €390 per month. The patient receives a date, not a clinical communication.
Where the requests land
The clinic website is the set of pages that explain the treatment paths and collect requests, from €19.90 per month, with the project passing to the clinic after 12 months. Forms, statistics and a readable structure.
How to communicate within the rules
Content is produced with human oversight and with your approval on every piece, 16 a month per channel with Presence at €490 per month. Anything generated by AI is labelled as such.
Method
How it works for aesthetic clinics, step by step
- 01
What it may say
The setup document lists what the assistant may say and what it must transfer, written with the medical management before configuring the 600 or the 3000 minutes of the plan. Services, locations, opening hours and availability are in; contraindications and outcomes stay out.
- 02
How it is tested on real cases
The trials are recorded conversations based on cases the clinic actually receives, listenable before the number is connected to the minutes of the plan, from 600 to 3000 a month. It is corrected until every answer respects the rules: a phrase close to the clinical boundary gets rewritten.
- 03
When the number goes live
Activation is the moment the plan minutes enter service, from 600 to 3000 a month depending on the clinic’s volumes. First enquiries and bookings are handled, clinical requests transferred, and the first weeks stay under close observation.
- 04
What is reviewed each month
The monthly review reads outcomes, transcripts and conversations flagged by authorised staff, against the minutes actually used out of the 600 to 3000 of the plan. It is the point where an answer that does not convince gets changed: quality is part of the service, not an extra to ask for.
FAQ
Aesthetic clinics: the questions we get before we start
What does the assistant answer to a medical question?
The answer is always the same: no clinical information and a handover to somebody at the clinic, because a medical question is one of the 3 transfer cases set out in the rules. The assistant stays within the services offered, the locations, the opening hours and the availability you approved, inside the minutes of the chosen plan. Questions about contraindications, expected outcomes, medication or a treatment in progress are transferred without any attempt at a partial answer.
How is patient data protected?
The data controller remains the clinic, including with 2 or more connected sites. We process only the data the activated service requires, and no clinic material is used to train systems. Audio recording is not on by default and can be enabled only with adequate privacy rules that you decide. Transcripts and outcomes remain available to authorised staff.
Which sites and departments can be handled?
Multi-site operation is supported, with different routes per site or department, up to the 3000 monthly minutes of the largest plan, 50 hours of conversation. Opening hours, available services and transfer rules change, while the ban on clinical answers stays identical everywhere. Additional numbers, additional assistants and links between systems are quoted separately, after we have seen how you are organised.
How does the patient know they are speaking to an assistant?
Transparency is a configuration rule, not an option left to chance: the assistant states that it is an automated system in the first sentence of the conversation, before the patient has to ask. In a setting where trust weighs as much as the service, letting somebody believe they are speaking to a person would be a problem of relationship as much as of transparency. Anyone who would rather have reception says so and the call is passed on.
How much does it cost to handle high call volumes?
The fee starts at from €199 per month for the base plan with 600 minutes included and rises with the included minutes, up to the 3000 a month of the plan designed for clinics and departments. Beyond the threshold minutes are charged as used at the plan rate, without renegotiating the contract. The phone number, carrier traffic and bespoke development stay outside the fee and are stated in the proposal before signing.
What rules does published content follow?
Content is produced according to the direction you give us and passes your approval one piece at a time, 16 a month per channel on the Presence plan at €490 per month. Anything generated with AI is labelled as such, and human oversight always precedes publication. Compliance with the rules on healthcare communication remains with the clinic, which knows its own regulatory position.
What happens to an urgent request?
Urgency is one of the 3 immediate-transfer cases defined in the rules, along with a clinical question and an unanticipated request. The assistant does not assess severity: it collects the essential details and passes the call on according to the rules you wrote. Outside opening hours, the emergency route indicated by the clinic is communicated without interpretation.
Where can you check what was said?
The call log is available to authorised staff and records the outcome, a summary and a transcript of the minutes used, from 600 to 3000 a month depending on the plan. It is where you check whether an answer respected the rules, and it is where the corrections of the monthly review come from. Access and permissions are assigned by role, so whoever should not see a conversation does not see it.
Next step
Is this the right fit for aesthetic clinics?
A first assessment clarifies priorities, activities, responsibilities and costs.