Growth & Conversion

Convert Every Inbound Call into a New Patient Appointment

Medical spas lose revenue when calls go unanswered. MedReception's AI answers instantly, qualifies new callers, books them into available slots, and creates new patient records in your EMR—turning phone inquiries into confirmed bookings.

Instant answer: AI picks up every new caller before voicemail
Qualify and segment: Determine service type, availability, and treatment history in real time
Book on first contact: Present open slots, confirm appointment, and send confirmation
Create EMR record: New patient demographics (name, DOB, phone) created automatically
Collect intake details: Treatment preferences, health history, and contact info captured during call and returned as structured summary for staff review
Callback list: Manage high-volume periods by prioritizing appointments your staff can confirm

How it pays back

Convert More First-Time Callers

Most new callers want to book now. Answering immediately with available slots and booking confirmation removes friction. No voicemail tag-and-chase; no booking them elsewhere.

Reduce New Patient No-Shows

When the AI books immediately and sends automated confirmation, patients commit in real time. Your intake summary includes contact info and service booked—staff can proactively reach out to confirm or adjust 24 hours before.

Clean Data Ready for Your Workflow

Name, date of birth, phone, and email are created as a new patient record in your EMR. Intake details (allergies, previous procedures, consent) are captured during the call and returned as a structured summary for your staff to review and file—no autonomous chart writes.

Separate High-Intent Callers From Browsers

The AI qualifies intent (scheduling a treatment vs. asking general questions). High-intent new patients get booked immediately. Price-shopping or information-only callers are handled efficiently without tying up your team.

Instant caller qualification

Separate new patients ready to book from inquiry-only callers

New patient records created in EMR

Demographics (name, DOB, phone) written automatically; intake summary provided for staff review

Intake captured on call

Returned as structured summary for staff review and filing

Frequently asked questions

What happens if a new caller wants to book but all time slots are full?

The AI explains availability, offers a callback slot, or places the caller on a waitlist. Your staff review high-priority new patients first and can proactively reach out with alternative times or recommend related services with sooner availability.

Does the system verify insurance before booking?

No. Insurance information is collected during the call and returned in a structured summary for your staff to verify and file. The AI focuses on qualifying the patient and securing the appointment; your team handles eligibility checks.

Can the AI recommend treatments based on caller description?

Yes. If a caller mentions a concern (fine lines, dark spots, unwanted hair), the AI can recommend relevant services from your menu. For medical or aesthetic safety questions, the AI escalates to your licensed aesthetician or clinician.

How does the system handle treatment packages or discounts?

You configure your pricing, packages, and promotions in the dashboard. The AI can explain packages, mention active promotions, and book accordingly. Discount eligibility or promo code verification happens during staff follow-up if needed.