AI receptionist for med spas and clinics

The consult requestafter close.

An AI receptionist for med spas and clinics answers the call after the front desk has gone home, books the consult into your calendar and sends the summary. It says it is automated, speaks in your clinic's words, and hands off to a person when your rules say so.

ProxMedia is an AI marketing agency in Denver. We install the AI systems that answer calls and book jobs for service businesses, and we build the websites, local SEO, Google profile and Meta ads behind them.

Book a free audit Hear it answer a call

After-close callThu 7:35 PM

Wants a consult next week.

"Thanks for calling. I'm an automated assistant and I can book a consultation. Which treatment are you calling about, and do mornings or afternoons work better?"

Example conversation, names made up. Not customer results.

What it does

What does an AI receptionist do for a med spa or clinic?

An AI receptionist for a clinic answers every call the front desk cannot take, asks which service the caller wants and when, collects a name and a callback number, and books the consult into your calendar. It announces that it is automated, follows your hours, and sends the front desk a summary after every call. It does not ask medical questions.

New-patient consult requests booked after close and over lunch.
Reschedules and cancellations taken without a callback the next morning.
Pricing and treatment questions answered only from the lines you approved, everything else handed off.

Who it is forClinics where the front desk is also the treatment room, the checkout and the phone.

Good to knowIt books and messages. It never gives medical advice, takes a medical history or discusses a patient's records.

Front desk summary7:38 PM

Consult Tue 10:30 AM

New patient, interested in a consult for injectables, prefers mornings. Caller Jenna K., callback number on file.

Summary emailed to the front desk

Example conversation, names made up. Not customer results.

The calls

Which clinic calls does it handle, and which go to a person?

The AI receptionist books the routine clinic calls on its own and hands anything clinical to a person. You set the rules in the audit, in plain words, and the script never leaves them.

Which clinic calls the AI receptionist handles and who receives them
Call type	What the AI receptionist does	Who gets it
New consult request	Takes the service of interest, a name and a callback number, books the first slot you allow	Front desk by summary
Reschedule or cancel	Moves or cancels the appointment under your notice rule	Front desk by summary
Pricing or membership question	Answers only from your approved lines, otherwise takes a message	Front desk
A question about a treatment, a reaction or aftercare	Takes a message and marks it urgent if the caller says so; gives no medical guidance	Clinical staff, same day
Existing patient asking about records or results	Takes a message with a callback number; discusses nothing	Clinical staff
Vendor, billing, anything else	Takes a message	Office

Clinical ruleYours

Any reaction or aftercare question:

take a message, mark it urgent, send it to the clinical lead now. Example rule. You write it in your words.

Example interface, not customer results.

Booking

Does it book into Zenoti, Boulevard or Vagaro?

The AI receptionist books into your calendar, with the providers, rooms and buffers you allow. If you run Zenoti, Boulevard, Vagaro or a scheduling tool of your own, we scope that connection in the audit rather than promise it on a page, so the quote matches what gets built.

Your calendar, your providers, your consult lengths.
The booking and the caller's details land where the front desk already looks.
You keep your number. Calls forward to the AI after close or on overflow.

Who it is forClinics already on practice software, and clinics still booking by phone and a shared calendar.

Good to knowNothing changes on the patient's side. They call the number on your Instagram.

Example booking confirmationA Denver med spa

Consult Fri 2:00 PM

New patient, laser hair removal consult. Prefers afternoons.

Example conversation, names made up. Not customer results.

The script

What does it say to callers, and who approves the wording?

The AI receptionist opens by saying it is automated, then asks only what the front desk would ask: which service, which day, which name and number. You approve every line before it goes live. It never names a price, a treatment outcome or a medical detail you have not approved.

Your clinic's name, hours, providers and the services you actually offer.
An approved answer for the questions you get every day: consult fees, deposits, cancellation policy.
A handoff rule for anything clinical, with the caller's details passed along.

Who it is forOwners who want the phone answered in their clinic's voice, not a call center's.

Good to knowChange the wording any time. Pause the whole thing with a text.

Example greetingYour words

"Thanks for calling Cherry Creek Aesthetics.

I'm an automated assistant and I can book a consultation or get a message to the team. Which treatment are you calling about?"

Example conversation, names made up. Not customer results.

Timing and cost

How long until it is live, and what does it cost?

An AI receptionist for a clinic is live in about two weeks after we get access to your number and calendar. The cost is a setup and a monthly, both in writing after a 30-minute audit, because the scope decides the price.

Week one: your hours, services, providers, clinical handoff rules and approved answers.
Week two: test calls with you, then the forwarding switch.
Front desk alerts go by email, and by text once your business number clears carrier registration, which we set up with you.

Who it is forClinics that lose the 7 PM consult call to voicemail and never hear from that patient again.

Good to knowNo price on this page. The audit comes first and the quote follows it in writing.

How the quote works →

In writing, after the auditYour quote

A setup and a monthly.

What stays yours: your number, your calendar, your data, every approved line.

Example interface, not customer results.

The numbers

What do the numbers say about clinic phones?

In a September 2025 Zenoti survey of 1,107 US med spa clients, 83 percent said calling is usually the easiest way to change an appointment, and 79 percent said they had skipped booking because it was too hard to reach someone or book online.

That is a software vendor's survey, and it is not your clinic. It does say that online booking has not replaced the phone for the people you want to book, and that an unanswered line costs bookings they were ready to make.

Source: Zenoti, "What medspa clients expect for 2026", survey of 1,107 US respondents, September 2025.

Read the note on new patient inquiries →

US med spa clients, Sept 2025Sourced

Calling is easiest to change an appointment83%

Skipped booking because reaching someone was too hard79%

Zenoti survey, 1,107 respondents.

The rest of the system

The phone is one of seven.

The AI receptionist is the first fix for most med spas and clinics. The lead replies, the review requests, the website and the ads sit on the same page.

Every system

Lead replies, review requests, reactivation, reporting and the website that books, in one list.

See the AI systems →

Med spa website design

The site the call lands on: fast on a phone, the booking path where the caller can find it.

See the website work →

Your math

Your calls, your close rate, your average job. The number is yours, not ours.

Open the calculator →

How it starts

Three steps.

Book the audit

A 30-minute audit

We go through your phones, your jobs and what you pay for now. We find the places leads slip through, then scope the right first fix.

No pitch on the first call.

Installed in your words

Your hours, services, area and tone. You approve every message before it runs. The first install is live in about two weeks.

Your number, your calendar, your data.

It runs, you get the summaries

Calls answered, jobs booked and reviews asked. You see what ran and pause anything with a text.

Change the wording whenever you need to.

Service areas

Denver first. Front Range too.

Based in Denver. Primary service area is Denver, Aurora, Littleton, Castle Rock, and Lone Tree, and we build for clients across the Front Range, from Greeley and Loveland to Fort Collins.

DenverAuroraLittletonCastle RockLone TreeCherry CreekGreeleyLovelandJohnstownFort Collins

Straight answers

What it says, what it books and what stays yours.

Updated October 29, 2026

Does the AI receptionist answer medical questions?

No. It books consults and takes messages. A question about a treatment, a reaction or aftercare becomes an urgent message to your clinical staff. It never gives medical guidance or discusses records.

Can it take a deposit or a card?

Not on the call. It books the consult and tells the caller what to expect, in the words you approved. Deposits stay in the system you already use.

Can it text the patient a confirmation?

Confirmations go by email today. Text delivery switches on once your business number clears carrier registration, which we set up with you.

Do I have to change my phone number?

No. You keep your number. Calls forward to the AI receptionist after close, on overflow, or whenever you choose.

Does it work with Zenoti, Boulevard or Vagaro?

It books into your calendar. If you run Zenoti, Boulevard, Vagaro or another scheduler, we scope that connection in the audit so the quote matches what gets built.

Book a free audit

Thirty minutes on your phones, your bookings and your after-close calls.

30 minutes.
No pitch on the first call.
You see the three places jobs leak.

Rather talk now? (720) 814-2371 or isaiah@proxmedia.co. You talk to Isaiah, the person doing the work.