Appointment Copilot — Med Spa Intake System
For Med Spas & Injectables Clinics

Your intake layer.
Running without you.

The patient who trusts you with her face and comes back — she's been researching for months before she DMs anyone. She clicks your ad — Meta starts showing her competitor ads. The clock's running. She needs the right response right away. Appointment Copilot handles that window — in your voice, across every channel, without your team holding first contact together.

Watch the walkthrough below before scrolling.

Covers what AC does, how it works, what it costs, and what happens after checkout.
What it looks like in practice
appointment copilot · unified inbox · saturday 10:47 pm
Inquiries
Claire W.
10:47 pm
"Hi — how much do you charge for filler?"
Rachel T.
11:22 pm
"What's your cheapest Botox price? Just looking for the best deal"
Claire W. · Instagram DM Responded in 43 seconds
Claire
Hi — how much do you charge for filler?
Appointment Copilot · 10:47 pm
It really depends on what you're looking to change — the amount and placement vary a lot by area and by what you're starting with. Can I ask what's been on your mind? That'll help me point you toward the right thing.
Claire
I've been thinking about my cheeks and under-eyes for a while — I want something that looks natural, not overdone
Appointment Copilot · 10:49 pm
That's actually what [injector name] specialises in — results that look like you, not like work. The under-eye area in particular needs a careful read before anything is recommended. The best starting point is a consultation where she can assess what's actually going on and map out what would work for your face specifically. What does your schedule look like this week?
Claire
Wednesday afternoon works
Consultation booked — Saturday night. Claire opened with a price question — that's how she filtered practices. The response that asked about her goals instead of quoting kept her on the list. A price quote would have confirmed she'd chosen wrong.
Rachel T. · Google Chat Responded in 41 seconds
Rachel
What's your cheapest Botox price? Just looking for the best deal in the area
Appointment Copilot · 11:22 pm
Can I ask what's been bothering you most? Forehead lines, brow heaviness, and crow's feet look similar but treat differently — and Botox placed in the wrong spot can look obvious.
Rachel
Just my forehead. What would that run me?
Appointment Copilot · 11:24 pm
Treating the forehead alone — without looking at the brow — is one of the most common reasons people end up with a heavy or unnatural result. Our injector would want to see the full picture first before recommending anything. All your questions get answered there, including what it would cost.
Rachel
Ok, thanks
AC led with clinical intent. Rachel moved on. No consult slot used, no team time spent. Some patients open with a price question and mean it. Some are testing. AC handles both the same way — and lets her choose what happens next.

One full-face patient that books instead of going quiet covers the first few months.

$2,500
then $997 / month
First 30 days included before first monthly charge

Install Appointment Copilot →

Secure checkout via Stripe  ·  Onboarding form right after  ·  Ready to go live typically within 14 days

Nothing goes live without your review and approval  ·  No long-term contract

AC is not clinical. It handles intake and scheduling only — no treatment recommendations, no clinical judgment of any kind. Everything clinical stays with your providers. Every response it sends is one you’ve already reviewed and approved.
It doesn’t replace the consultation — it protects it. Price-first inquiries and low-intent leads rarely make it to your calendar. Your injector’s time goes to patients who already understand what they’re getting.
What It Does

First contact. Every channel.
Every hour.

When someone messages your practice, Appointment Copilot replies instantly — day or night. Loyalty patients get a structured response that answers their questions and offers a consult slot. Price-first inquiries tend to drop off before they reach your calendar. Your team sees every conversation, reviews everything, and steps in when needed — but first contact no longer depends on who’s available at that moment.

Instagram DMs
Immediate reply to every inquiry — day, night, and weekends — before they look elsewhere.
Facebook Messages
Consistent first contact across every inbound channel, no gaps in coverage.
Missed Calls & SMS
Automated acknowledgment and intake initiation for every missed call and text inquiry.
How It Works

Configured to your practice.
Runs without you.

1
Configuration
We connect your channels and build your intake flows
After checkout you complete a short onboarding form — which services to prioritize, how bookings should route, what your qualification criteria are. Our team configures everything. No technical setup on your end.
2
Review
You read through every flow before anything goes live
We send you the configured flows for approval. You confirm the voice matches your practice, the qualification logic is right, and the booking routing is correct. Nothing activates without your sign-off.
3
Activation
The intake layer goes live across your channels
Every inbound inquiry gets an immediate, structured response. Leads are pre-qualified before they reach your team. Qualified leads are offered a booking slot. Everything is timestamped and reviewable in a unified inbox.
4
Ongoing
We refine as your practice changes — your team stays in the room
As your services shift, we update the qualification criteria. If seasonal patterns change how leads behave, we tune the flows. Your team sees everything at any point — they just aren’t the ones holding first contact together.
What This Is

Infrastructure.
Not marketing.

Not a lead generation tool. AC does not run ads, create content, or drive traffic. It handles intake and scheduling — what happens after the inquiry arrives.
Not a chatbot. A configured intake system built around your services, your qualification criteria, and your brand voice. The responses that go out sound like your practice — because they were built from your onboarding answers and reviewed by you before anything went live.
Not a replacement for your team. Your front desk stays in control. Every interaction is logged and reviewable. First contact just becomes reliable and consistent — not dependent on who’s available when the DM comes in at 10pm.
The intake layer between your marketing and your calendar that most premium practices still don’t have — and most of their competitors don’t either.
The reason loyalty patients book instead of going quiet. When a premium patient messages at 11pm and gets a structured, warm response immediately — she books. When she gets silence until morning, she’s already booked somewhere else.
The reason the first-response window matters more in aesthetics than in any other self-pay vertical. The patient considering an injectable or laser procedure is making a decision about something permanent and visible. She cannot undo it. That’s not caution — it’s rational. It means the signals your practice sends between her first message and her first appointment carry more weight here than almost anywhere else. She has already decided most of what she thinks about you before she contacts you. Your first response either confirms what she found — or ends a conversation she’s been having in her head for months.
What’s Included

Setup, coverage, and
everything in between.

Full channel configuration
Instagram, Facebook, missed calls, and SMS — connected and configured to your qualification criteria and booking flow. Built to your practice, not a generic template.
Pre-qualification intake framework
Structured questions that filter price shoppers and tire kickers before they reach your team — without offending leads worth keeping. Calibrated to your services and standards.
After-hours lead capture
Every inquiry that arrives overnight, on weekends, or during busy treatment hours gets an immediate structured response. No loyalty patient sits unanswered until morning while your competitor replies first.
No-show prevention sequence
48hr / 24hr / 2hr pre-appointment sequence that builds anticipation and reduces cancellations — without your front desk managing it manually for every appointment.
Ghost recovery sequences
Separate automated follow-up for inquiry ghosts, post-consult ghosts, and lapsed patients — each written for where that lead actually is, not a one-size-fits-all reactivation blast.
Unified inbox and full interaction log
Every interaction timestamped and reviewable. You see exactly what happened with every lead — without listening live or intervening in first contact.
Ongoing refinement and support
As your practice changes — new services, seasonal shifts, updated pricing — we tune the flows. Included in the monthly fee, not billed separately.
A Note on Fit

Built for practices
already generating inquiries.

Good fit
Med spas and injectables clinics with consistent inbound volume from paid or organic marketing
Practices where front desk inconsistency — after-hours gaps, slow reply times, uneven qualification — is the main intake leak
Owners who want more loyalty patients and fewer price shoppers — and want that problem solved without adding to their team’s workload
Self-pay aesthetic clinics with 5–20 staff
Not the right fit
Practices still building traffic — AC amplifies conversion, it doesn’t create inquiry volume
Primarily insurance-based practices
Owners looking for outbound outreach or aggressive sales scripts
Practices wanting a generic off-the-shelf chatbot widget

If you want a team-run system instead: the Revenue Recovery System ($97) gives your team the response protocols, pricing pivots, and follow-up sequences to run themselves. The Right Patient Practice ($397) is the full practice standard — six documents covering every patient touchpoint from first inquiry through post-treatment follow-up, each written to hand directly to the person who runs it. Both are team-run. AC is the same standard running without anyone holding it together.

What Happens Next

From checkout to live —
without the back-and-forth.

1
Complete checkout You’ll see a short onboarding form immediately after purchase. That’s where you tell us which services to prioritize, where bookings should route, and any qualification criteria specific to your practice.
2
We configure everything internally Our team builds your intake flows based on your onboarding responses. This takes a few business days. No calls required, no back-and-forth.
3
You review before anything goes live We send you the complete flow for review. You confirm the voice, the qualification logic, and the booking routing. Nothing activates without your approval.
4
AC goes live — your 30-day trial begins From activation, the intake layer runs across your channels. Ongoing billing of $997/month begins after the 30-day trial. No long-term contract.

The loyalty patients are already
messaging you.
They’re just booking somewhere else first.

$2,500 setup. $997/month after a 30-day trial. No long-term contract. Nothing goes live without your approval.

Install Appointment Copilot →

Works with your existing calendar, phone, and DM setup  ·  Nothing to migrate

A Note on Calls

The video above covers what AC does, how it works, what it costs, and exactly what happens after checkout. Most people who watch it have what they need to decide. If you have a specific question about your practice setup that the video didn’t answer — channel configuration, calendar compatibility, onboarding timeline — there’s a 15-minute call available below.

Schedule a clarification call →