PatientNow AI Phone Answering

The calls an aesthetic front desk fields in a day

A typical morning at a med spa or plastic surgery office mixes very different callers. A first-time patient wants to know whether lip filler would suit her. A regular wants her neurotoxin appointment moved to Friday. Someone from last month's consult is ready to schedule surgery. A sales rep wants the office manager. Each one reaches the same phone, often while the person who answers it is checking in a patient or ringing up a skincare product.

Practices miss about 30 to 50 percent of calls, and in elective care the missed caller rarely leaves a message. She calls the next practice in her search results. For a PatientNow practice that has invested in marketing and a lead pipeline, the phone is often the leakiest step in the whole process.

What Katie does on the first ring

Katie, the MedReception AI receptionist, answers immediately, around the clock, including when every line is already busy. She asks what the caller needs, collects the details your team would ask for, and follows the rules your practice sets about which calls go straight to a person.

Every call ends in a structured summary: who called, why, what they need and how urgent it is. Your coordinators read it and act on it in PatientNow, instead of replaying a voicemail and guessing at a callback number.

• New consult requests, with the treatment the caller is asking about
• Existing patients moving, confirming or cancelling an appointment
• Questions about hours, location, parking and any pricing you have approved
• Post-treatment concerns, routed to clinical staff under your escalation rules
• Vendor, rep and billing calls, sorted so they do not interrupt patient care

Where PatientNow fits

MedReception AI is live with practices on PatientNow, the platform many med spas, aesthetic clinics and plastic surgery groups already run their day on. Katie does not ask your team to adopt a new place to work. The summaries are written for the people who manage leads, consults and appointments in PatientNow, so the next step happens where it always has.

You decide the visit types Katie talks about and how long each one takes, so a lip filler touch-up and a surgical consult are never treated as the same request.

Lines Katie does not cross

Katie never gives medical advice and never makes clinical decisions. She does not tell a caller whether she is a candidate for a procedure, does not approve or change a prescription, and does not change anything in a chart on her own. A caller describing swelling, pain or a reaction after treatment goes to clinical staff under the escalation rules you set.

She also stays out of payments. Callers who want to pay a deposit or a balance are directed to your billing line or payment link rather than reading a card number to an AI.

From signup to live

Most practices launch in about one week. The PatientNow connection usually takes one to three days, and registering your number for patient text messages takes about five days, which is what sets the pace. HIPAA compliance is verified by Compliancy Group, and a Business Associate Agreement comes with your account.