Built for UK Aesthetic Clinics
Cut the admin load, reduce no‑shows, and convert more initial enquiries into attended appointments — without adding reception hours.
No obligation · 15 minutes · UK clinics only
Three operational headaches we address with automation.
New enquiries sent outside clinic hours often go unanswered until the next morning. An automated first response keeps the conversation going and prompts a booking step.
A structured reminder cadence — timed and worded specifically for aesthetic clinic patients — gives people a clear, low-friction way to confirm, reschedule, or cancel in advance.
Follow-up sequences for new enquiries, post-treatment rebooking prompts, and lapsed patient reactivation all run automatically — so the team focuses on treatments, not chasing replies.
The five workflow sequences we build and tune for aesthetic clinics.
When a new enquiry arrives — via contact form, email, or social message — an immediate, personalised response goes out. It acknowledges the enquiry, sets an expectation for follow-up, and often includes a direct booking link or availability question. No manual action needed during or outside clinic hours.
Once a booking is made, a confirmation goes out immediately. A structured reminder sequence follows — typically a multi-day and same-day message — with a clear option to confirm, reschedule, or cancel. We tune timing and channel (SMS, email, or WhatsApp) based on the treatment type and patient profile.
When a patient misses or cancels a treatment appointment at short notice, a short friendly follow-up goes out to offer a rebook at no extra effort from your team. The timing and wording are set to be helpful rather than transactional — designed to keep the patient on a treatment path rather than let them drift.
After a treatment, a brief check-in message goes out asking how they are getting on and, where appropriate, suggesting their next recommended appointment or seasonal treatment. This also creates a natural moment to invite a Google review — without pressure.
Patients who have not booked for a defined period — typically 8 to 12 weeks depending on treatment type — receive a reactivation message. A simple, low-key nudge that reminds them you are there and makes rebooking easy. This stays within your communication preferences and GDPR consent records.
All sequences are set up around your existing booking software and communication channels. We don't replace your systems — we connect to them.
A fully managed ongoing service for aesthetic clinics that want their booking, follow-up, and patient nurture systems running and improving month after month — without managing it themselves.
We check that automations are firing correctly, message delivery is clean, and no sequences have broken due to software updates or setting changes.
Based on response and open data, we adjust message wording, send timing, and channel choice to improve confirmation and engagement rates over time.
A concise monthly summary of the key numbers: enquiries handled, confirmation rates, sequences triggered. Plain language, no dashboards to log into.
Every quarter, a short session to review what's working, update sequences for seasonal or service changes, and add any new workflow the clinic needs.
Pricing is discussed on the audit call and tailored to your clinic size and existing setup.
Three stages from first conversation to live, running automation.
A 15-minute call to understand your current enquiry and booking flow, which tools you already use, and where the main friction points are. No preparation needed from you.
We map the workflow, write the templates, configure the sequences, and connect to your booking software. You review and approve before anything goes live. Typically 10–14 working days.
The system runs. You get a KPI snapshot each month. We monitor, optimise copy and timing, and make quarterly adjustments as your clinic grows or changes.
One straightforward monthly retainer — no setup fees, no hidden costs.
Fully managed monthly service
A fully managed ongoing service for aesthetic clinics that want their booking, follow-up, and patient nurture systems running and improving month after month — without managing it themselves.
Pricing is discussed on the audit call and tailored to your clinic size and existing setup.
Book a Free Clinic AuditYes. We only work within your existing patient communication consent — we don't introduce new data collection. Messages are sent via your clinic's own tools or tools you control (your CRM, your SMS provider, your email account). We document the data flows during the audit and can produce a short data processing note for your records. We don't store or process clinical data ourselves.
Most likely, yes — though it depends on which system you use and what it exposes via API or integration. Common aesthetic clinic booking platforms (e.g. Phorest, Fresha, Cliniko, Acuity, Calendly, or even a simple Google Calendar setup) all have integration paths. The audit call is the right place to confirm this before any commitment. If your software doesn't support direct integration, we can often work around it using email parsing or manual import steps.
Not much. The audit call covers most of it — your current tools, who handles enquiries, how appointments are confirmed, and where the drop-off tends to happen. After the call, we'll typically need login access to your booking or CRM platform, a sample of the message style you're happy with (or we'll draft from scratch), and your approval before anything goes live. You don't need any technical knowledge.
We work with you to get the automation live as quickly as possible. A straightforward setup (one booking system, standard email/SMS channels, timely access and approvals from your side) typically takes around 10–14 working days from the start of the engagement. More complex setups — multiple locations, multiple practitioners with different preferences — take longer. We'll give you an honest timeline after the audit.
Both SMS and email are standard. Some clinics also use WhatsApp Business for certain sequences. The channel mix depends on your patient base and what consent you hold. SMS tends to get higher open rates for same-day reminders; email is better for longer confirmation flows and post-visit follow-up. We'll recommend a channel approach during the audit based on your situation, and you can override any of it.
This page is focused on aesthetic clinics because the treatment cycle, no-show patterns, and patient communication needs are specific enough that a tailored approach makes sense. We also work with other private healthcare and wellness practices — see our other healthcare automation page. For non-healthcare businesses, the full services page covers the wider range of what we do.
We don't publish a fixed price list because the right scope varies depending on which tools you already use, how complex your workflows are, and how many sequences need building. The audit call is free and no-obligation. After it, we'll send a clear scope and fee proposal. There are no hidden costs — we'll tell you upfront if there are any third-party tool subscriptions needed alongside our work.
We'll look at your current enquiry and booking flow, identify the most useful automation step for your clinic, and tell you honestly whether it's worth pursuing. No sales pitch, no obligation.
We'll be in touch within one working day to arrange a time that suits you.
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