Key points
- Aesthetics enquiries are mostly price, availability and suitability questions arriving in the evening, and a reply with a price and a consultation slot turns them into bookings.
- In research across 42 US companies, firms that tried to reach an online enquiry within an hour were nearly seven times as likely to qualify it as firms that waited longer.1
- A Commons committee recommended a two-part consent process and a 48-hour cooling-off period, and the government's response sets out GMC guidance that doctors give patients time to reflect.3
- A meta-analysis of 21 studies found patients sent notifications were 23% more likely to attend.5
- wai drafts every reply in the clinic's voice and the team approves it, with anything clinical passed to a clinician.6
Summary
An AI receptionist for an aesthetics clinic should answer price and availability questions within minutes, book a consultation before any treatment, take the deposit the clinic's policy allows, and send aftercare and rebooking messages on the clinician's schedule. It drafts each reply in the clinic's voice for a person at the clinic to approve, and anything about symptoms or suitability goes to a clinician.
A patient who asks about lip filler at ten at night gets a clear price and a consultation time within minutes, drafted by wai and approved by your team. Consent rules are built into every reply.
See it in your clinicThirty minutes on your own patients and doctors.
Request a demoSee an evening filler enquiry arrive on WhatsApp, a reply drafted with your price and a consultation slot, and your team approve it.
| Enquiry | What the draft does | Approved by | Rule to respect |
|---|---|---|---|
| Price of a treatment | Gives the published price, inclusions and next consultation slot | Front desk | No time-limited offers that rush a decision |
| Am I suitable for this | Acknowledges, offers a consultation, summarises the thread | Clinician | Suitability is a clinical judgement |
| Book a treatment | Books the consultation first, or the treatment if consent is on record | Front desk | Reflection time between consent and treatment |
| Deposit | Sends a payment link with the refund terms in plain words | Front desk | Terms clear before payment |
| Aftercare question | Sends the clinician's written aftercare, flags anything unexpected | Clinician for anything unexpected | Symptoms always go to a clinician |
| Rebooking | Offers a slot at the interval the clinician set | Front desk | Interval set by the clinician, not the desk |
| Under 18 or age unclear | Holds the booking and asks for age confirmation | A senior team member | Age restrictions on toxin and fillers |
What the aesthetics desk handles
Most messages to an aesthetics or laser clinic ask about price, availability, suitability, deposits, aftercare or the next appointment. Suitability is the clinical one and goes to a clinician.
The rest arrive on WhatsApp, email, website forms and missed calls, often outside opening hours. An AI receptionist drafts a correct answer to each in seconds from the clinic's own price list and diary, for a person at the clinic to approve.
The price question decides the booking
In a study of 1.25 million online sales leads across 42 US companies, firms that tried to contact a lead within an hour were nearly seven times as likely to qualify it as firms that waited even an hour longer.1 An audit of 2,241 US companies in the same research found that those which replied to a web enquiry within 30 days took 42 hours on average.1
The research covers businesses in general, and the direction fits aesthetics, where patients weigh price and trust at the same moment. A reply with the published price, what is included and the next consultation slot answers both.
Consultation first, treatment second
The FDA tells patients that having filler injected should be considered a medical procedure and advises them to seek a licensed health care provider trained in the procedure.4
In the UK, a House of Commons committee recommended a two-part consent process for non-surgical cosmetic procedures, with a full medical and mental health history and a mandatory 48-hour cooling-off period between consent and the procedure.3 The government's response sets out GMC guidance asking doctors offering cosmetic interventions to give patients time to reflect, to market their services responsibly and to keep commercial interests from affecting patient care.3
The Botulinum Toxin and Cosmetic Fillers (Children) Act 2021 already restricts those treatments for under 18s in England, and of 11,708 responses to the 2025 licensing consultation, 80% said all of the listed procedures should be age-restricted.2 Build these rules into every draft. Book the consultation first, and never offer a time-limited discount to hurry a decision.
Deposits that respect the reflection period
A consultation deposit protects the clinician's time. Take a treatment deposit only after consent, once the patient has had time to reflect.
Put the refund terms in plain words in the first message that mentions money. See clinic deposits and payment links for what consumer law expects of a fair deposit term.
Aftercare and the rebooking cycle
Toxin, skin and laser courses depend on the patient returning at the interval the clinician sets. A BMJ Open meta-analysis of 21 studies found that patients sent notifications were 23% more likely to attend clinic, and that no-shows fell from 21% to 15%.5
Aftercare messages follow the clinician's own written instructions, sent at the right hour after treatment. Any reply that mentions swelling, pain, a change in vision or anything unexpected goes straight to a clinician with the thread attached.
How wai runs the aesthetics desk
wai Admin keeps each patient's WhatsApp, email, web and phone messages in one thread on one record. It drafts the reply in the clinic's voice, answers missed calls with a drafted text, and handles booking, reminders, deposits and waitlist backfill, with nothing sent until the team approves it.6
The same record carries the consultation note, consent and photographs for the clinician, where the AI scribe for aesthetics picks up, so the patient never repeats themselves.
Where to start
Write down the five questions your desk answers most, with the exact price, inclusions and consultation length for each. Decide which treatments need a consultation before booking, your minimum age check, and the gap between consultation and treatment your clinicians want.
Then set who approves each message type and run drafted replies for two weeks. Measure time from enquiry to first reply, the share of enquiries that book a consultation, and the share of treated patients who rebook within the interval their clinician set.
Bring a week of your own aesthetics enquiries and see the drafts and the consultation-first booking on your price list.
Frequently asked questions
Does the AI receptionist talk to patients on its own?
No. wai drafts each reply in the clinic's voice and a person at the clinic approves it before it sends.6 Suitability and aftercare concerns go to a clinician.
Can it quote prices for injectables and laser?
Yes, from the clinic's own published price list. The draft gives the price, what is included and the next consultation slot, and the team approves it.
How should an aesthetics clinic handle cooling-off before treatment?
Book the consultation first and the treatment afterwards. A House of Commons committee recommended a 48-hour cooling-off period between consent and a non-surgical cosmetic procedure, and GMC guidance asks doctors to give patients time to reflect.3 Set the gap your clinicians want and build it into booking.
Should we take a deposit for a consultation?
Many clinics do, to protect clinician time. Keep it small, state the refund terms before payment and take any treatment deposit only after consent.
What happens when a patient replies about swelling or pain after treatment?
It goes straight to a clinician with the full thread attached. The front desk does not answer symptom questions.
Does it work for med spas and laser clinics in the US?
Yes. The same drafting and approval model applies, and the FDA advises patients that filler is a medical procedure to be done by a trained, licensed provider.4 Each clinic follows its own state's rules on who may treat.
How does it help with rebooking?
It drafts a reminder at the interval the clinician set for each course, with a slot already held. In a meta-analysis of 21 studies, patients sent notifications were 23% more likely to attend.5
Sources
- 1Harvard Business Review, Oldroyd, McElheran and Elkington, 2011The Short Life of Online Sales LeadsRead 14 October 2026Read source
- 2Department of Health and Social Care, 2025The licensing of non-surgical cosmetic procedures in England, consultation responseRead 14 October 2026Read source
- 3Department of Health and Social Care, 2023Government response to the Health and Social Care Committee report on the impact of body image on mental and physical health (CP 782)Read 14 October 2026Read source
- 4US Food and Drug AdministrationDermal Fillers (Soft Tissue Fillers)Read 14 October 2026Read source
- 5BMJ Open, Robotham and colleagues, 2016Using digital notifications to improve attendance in clinic, systematic review and meta-analysisRead 14 October 2026Read source
- 6wai, 2026wai Admin, the front desk and back officeRead 14 October 2026Read source
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