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Channels & apps
Every channel your clinic uses to reach patients — email, SMS, WhatsApp, AI booking, AI voice, CRM and reviews — runs off one patient record. When something happens in one channel, every other channel already knows.
How it actually works
This is the whole idea. One event on the patient record, and every channel responds in sequence — without anyone opening a second tab.
The missed call is written to the caller's record, or a new lead is created if they're unknown.
"Sorry we missed you — reply here and we'll get you booked." Sent from your clinic number.
The AI qualifies the enquiry, answers pricing questions and offers real slots from the live diary.
Anything the AI can't close becomes a task with the full transcript attached.
Website chat, Instagram DM, Facebook message, WhatsApp or SMS — all answered in your clinic's tone.
Treatment interest, suitability questions and budget captured, then a slot offered from the live diary.
Payment link and consent form go out in the same thread, before they've gone to sleep.
Your team opens the diary to a booked, paid, consented appointment they never touched.
Branded confirmation with practitioner, location, price and what to expect on the day.
Deposit or instalment link sent straight to their phone, paid into your own Stripe account.
Pre-treatment prep and the digital consent form, so nothing gets signed on a clipboard.
Confirm or reschedule by reply. Cancellations release the slot to your waiting list automatically.
Treatment-specific aftercare sent to the thread they already use, so it doesn't get lost in email.
An outbound check-in call, transcribed and sentiment-scored onto the patient record.
Timed to when the result is visible, sent across Google, Trustpilot and Facebook at once.
Timed to the treatment's own interval, not a generic 30-day drip.
"We're still holding your slot" — often enough to turn a late arrival into a kept appointment.
The appointment is marked, the deposit policy applied, and the slot offered to your waiting list.
A one-tap rebooking link, rather than a receptionist working through a call-back list.
If they still haven't rebooked, they drop into the win-back sequence automatically.
Every flow above is editable — timings, wording and channel order are yours to change.
Native channels
No syncing between platforms. No patient data living in three places. Seven channels, one record, one login.
A built-in editor with aesthetic-specific templates, so campaigns don't need a designer. Segment by treatment history, last visit, spend and demographics, and let send-time optimisation decide when each patient is most likely to open.
Explore two-way email →Missed-call text-backs inside 30 seconds, deposit payment links at the moment of booking, and pre-treatment prep and aftercare that go out on their own. Replies come back into the shared inbox rather than a handset in a drawer.
Explore two-way SMS →Two-way WhatsApp across the whole team, with AI-suggested replies, automated reminder sequences, consent form delivery, deposit links and post-treatment follow-ups. One shared inbox everyone can see and action — not a phone that goes home with whoever was on reception.
"For clients who want a real single source of truth, we layer in SMS and WhatsApp. We can offer a complete sales and marketing setup that actually drives growth."
Patricia Pezzano · APT Injection Training · 20 years in aesthetic medicineResponds instantly across your website, Instagram DMs, Facebook messages, WhatsApp and SMS, around the clock. It qualifies the lead, handles the obvious objections, answers your FAQs and books the appointment — in your clinic's voice, from your live diary.
Explore AI features →Appointment confirmations, lead follow-ups inside the first minute, and post-treatment check-ins. Every call is transcribed, sentiment-scored and logged to the patient record, so a conversation that happened by phone doesn't vanish from the file.
See the calling setup →Built for aesthetic practices rather than adapted from generic sales software. Full treatment history, before-and-after photos with timestamped consent, lifetime value, referral tracking, loyalty points, custom fields, and rebooking scores for every contact in the database.
"Having the right systems in place is essential for running a professional clinic. This platform allows my team to focus on patients, while the software handles the rest."
Prof. Dario Bertossi · Medical professional & conference speaker, MilanThe trigger is the treatment's own timeline, not a fixed number of days — so patients are asked when they're happiest with the outcome. Requests go to Google, Trustpilot and Facebook together, and every incoming review is monitored from one dashboard.
Explore feedback management →Choosing between them
Most clinics switch everything on and then wonder why patients feel over-messaged. This is the split that works.
| Job | Best channel | Why | Consent needed |
|---|---|---|---|
| Appointment reminders | SMS | Read within minutes, no app required, works on any handset. | Service message — no marketing consent |
| Ongoing conversations | Threaded, supports photos and PDFs, and patients answer on it readily. | Patient must message first, or an approved template | |
| Campaigns and offers | Room for imagery and detail, and far cheaper per contact at volume. | Marketing consent required | |
| Out-of-hours enquiries | AI booking bot | Nobody is at reception, and an unanswered enquiry books elsewhere. | Standard privacy notice |
| Lead follow-up | AI voice agent | A call inside the first minute converts far better than one the next day. | Marketing consent for cold leads |
| Review requests | SMS or email | One tap to the review page, timed to peak result. | Service message if tied to their treatment |
| Win-backs | Email, then SMS | Start with the cheap channel, escalate only for high-value lapsed patients. | Marketing consent required |
Consent guidance reflects UK GDPR and PECR. Requirements differ in other markets — ask us about your jurisdiction.
App integrations
You don't have to rip anything out. When a patient books, pays or clicks anywhere in your stack, ClinicSoftware knows — and the right follow-up happens.
Automatic meeting links for online consultations, sent by SMS and email, logged to the activity feed.
PaymentsDeposit collection, payment links and instalment plans, paid directly into your own Stripe account.
Workflow automationConnect to 5,000+ apps and trigger automations from any event anywhere in your stack.
Messaging & voiceBring your own Twilio account for WhatsApp, two-way SMS and calling from your clinic number.
Email marketingAuto-sync new subscribers with consent-only mode, custom field mapping and CSV export.
AnalyticsSee which channels and campaigns produce your highest-value patients, with full attribution.
Social mediaAuto-respond to Instagram and Facebook DMs, qualify the lead and book the appointment in minutes.
DeveloperFull API access and webhook support for any custom integration your clinic or agency needs.
AI connectors
Not generic AI bolted on afterwards. Each feature is built around how aesthetic clinics actually operate — your treatments, your patient journey, your tone.
Personalised, branded treatment plans generated in a couple of minutes, covering Sculptra, toxins, skinboosters, threads and the rest of your menu — with follow-up sequences built in.
Outbound confirmations, lead follow-ups and post-treatment check-ins. Natural on the call, and every conversation transcribed, sentiment-scored and filed to the record.
Eight complete flows out of the box — missed-call text-back, reminders, rebooking, review requests and win-backs. Set up once, then left alone.
The part nobody markets
Which means the boring things matter more than the clever ones.
Consent recorded per patient and per channel, with opt-outs honoured across all of them. Read more
Marketing and service messages are treated differently, so reminders keep sending when someone opts out of offers.
Deposits and payment links run through compliant processing. See our compliance
GDPR-compliant hosting with role-based access control across every channel. Hosting details
Questions
Book a one-to-one demo. We'll look at where your clinic is losing enquiries right now, and show you which channels to switch on first — in that order.
No credit card · No obligation · Personal 1-to-1 session