AI front desk for med spas and aesthetic clinics
Every inquiry answered. Every consult booked. In your clinic’s voice.
A system built to reply in under a minute, book the consult with a deposit, and bring past patients back. Built for your clinic, owned by you.
★ 5.0 verified on ClutchFixed scope, quoted in writingYou own the code and data
- Inquiry
- Reply
- Booked
- Follow-up
- Deposit$50, applied to the visitDepositPaid
- Prep instructionsQueuedPrep instructionsSent
- ReminderNot setReminderWed 3:30 pm
Why it matters now
Rebooking is the business
New patients are getting harder to win. The clinics that grow answer fast and bring people back.
- the average med spa visit
- $527
- the average med spa visit
- Industry figure
- of med spa patients are repeat patients
- 73%
- of med spa patients are repeat patients
- Industry figure
- new-guest visits in 2025
- −11%
- new-guest visits in 2025
- Industry figure
- reply time we build to, day or night
- < 60 s
- reply time we build to, day or night
- Our build target
Average visit and repeat patients: AmSpa, 2024 Medical Spa State of the Industry report. New-guest visits: Zenoti 2026 Benchmark Report, Medspa Edition (2025 data from med spas on Zenoti).
In short
Zaibex is a US software studio that builds AI front desks, often called AI receptionists, for independent med spas and aesthetic clinics. It answers texts, web chat, Instagram DMs and missed calls in your clinic’s voice, offers a consult time with a deposit, follows up consults that did not book, and brings past patients back. Clinical questions go to your team. The first build is scoped to be live in three to five weeks, on a fixed quote. You own the code and data.
We are new to med spas, so the clinic scenes on this page are labelled examples. Our proof is the voice agents and platforms we have built in other fields.
By Shahzaib Shoaib, founder and lead engineer · Updated
The inquiry that lands at 6:48 pm is the consult you never hear about.
Every channel, one front desk
The front-desk work, done before anyone asks
Your team stays with the patient in the room. The system handles everything that comes in from outside it.
- Example inboxInstagram DMBotox Thursday?NewReplied 38 sMissed call12:20 pm, no voicemailNewReplied 30 sWeb chatPrice for lip filler?NewReplied 22 sTextCan I move my consult?NewReplied 41 s
Every inquiry answered
Text, web chat, Instagram DMs and missed calls, built to answer in under a minute, day or night.
- Example calendarThursdayNurse Elena10:00Lip filler · Ana11:30Open3:30Open3:30Botox consult · Jess M.$50 deposit paid4:15Laser · package 3 of 6
Consults booked with a deposit
Straight into your calendar, held with a deposit that comes off the visit.
- Example text threadText · four months since last visitHi Maya, it’s Lumen. It has been about four months since your last visit. Elena has two openings this week if you are ready for your next appointment.Oh perfect, what about Thursday?Rebooked · Maya R. · Thu 11:30Deposit held
Follow-up and win-back
Consults that did not buy, touch-ups that are due, patients gone quiet. Each one hears from you.
Built around your practice
Shaped to the kind of clinic you run
Same engine underneath. Your menu, your rules and your patients’ journey on top.
Med spas and injectables
Consults held with a deposit, touch-ups rebooked in the right week.
Laser and skin clinics
Package sessions tracked, and the next one booked before they leave.
Cosmetic dermatology
Cosmetic inquiries sorted from medical ones and sent to the right calendar.
Plastic surgery practices
Long consult journeys, followed up for weeks.
Weight-loss and hormone programs
Check-ins between visits from your approved replies, red flags to the nurse.
Hair restoration
Consults booked, and follow-ups through the months it takes to grow.
What it does all day
A front desk that never goes home
It does not replace your coordinator. It covers the hours, the channels and the follow-ups nobody has time for.
Built to reply in under a minute
Text, web chat, Instagram and missed calls, day or night, in the tone of your own past replies.
Consults held with a deposit
Each consult can be held with a deposit that comes off the visit, so a no-show costs you less.
Thirty days of consult follow-up
The ones who said “let me think about it” hear from you, kindly, at the right moments.
Past patients won back
Touch-up due, membership lapsed, six months quiet. Each gets a real opening, offered live.
Anything clinical goes to a person
It never gives medical or dosing advice. Urgent symptoms page your on-call provider, and the patient is told to call 911 in an emergency. Everything else clinical goes to your nurse.
A monthly revenue report
Inquiries answered, consults booked, deposits taken and revenue rebooked, on one page.
How it starts
Start with the piece that pays first
Each build is fixed in scope and price before we start. We suggest starting with the first one.
- 1Live in 3 to 5 weeks
Consult-to-Rebook System
- Text, web chat, Instagram and missed-call text-back
- Trained on your menu, prices and past replies
- Booking into your calendar with a deposit link
Where we suggest starting
- 2Live in about 3 weeks
Follow-Up and Win-Back
- Thirty days of follow-up for consults that did not buy
- Past-patient reactivation campaign in week one
- Openings offered live, two-way SMS
- 3Live in 4 to 6 weeks
Between-Visit Companion
- Check-ins between visits for weight-loss and hormone programs
- Answers only from your approved replies
- Red flags sent to the nurse, no dosing advice ever
Then it grows into your platform
- Patient app
- Memberships and packages
- Owner dashboard
- Reviews and referrals
- Your own booking flow
Fits what you already run
Which booking software does it work with?
We work with the system you already pay for. Some open their calendars to outside tools and some don’t; the free audit checks yours before we quote.
Booking and practice software
- Boulevard
- Zenoti
- Vagaro
- Mangomint
- Aesthetic Record
- Jane
- Mindbody
- Square Appointments
Channels and payments
- Instagram DMs
- Text and SMS
- Web chat
- Missed calls
- Facebook Messenger
- Stripe deposits
Not on the list? Bring it to the free audit. What your system allows decides what we build.
Careful with patient data
- Patient data stays in accounts you own, not ours.
- Where patient health data is involved, we use vendors that offer a BAA, and tell you which channels cannot.
- It never gives medical or dosing advice. Urgent symptoms page your on-call provider, and the patient is told to call 911 in an emergency. Everything else clinical goes to your nurse.
- It tells patients it is the clinic’s assistant, up front.
- Win-back texts go only to patients who opted in, with STOP to opt out.
- Every conversation logged, searchable and yours to export.
- You own the code. If you leave, it leaves with you.
Why a custom build
AI receptionist vs a custom AI front desk
Your booking software may already include one. It answers. It does not bring patients back.
| Built for your clinic | Off-the-shelf receptionist | |
|---|---|---|
| What it does | Answers, books, follows up, wins back and reports revenue | Answers and books |
| Channels | Text, web chat, Instagram DMs and missed-call text-back; phone answering as an add-on | Usually phone and chat |
| Sounds like | Your clinic, learned from your own past replies | Usually generic replies |
| After the consult | Thirty days of follow-up, then win-back | Often little or none |
| Reporting | Revenue booked and rebooked, every month | Calls and messages handled |
| Who owns it | You: the code, the data and the accounts | Usually rented, month by month |
Compared October 2026, in general terms.
What we can show you
New to clinics. Not new to this work.
No clinic logos here yet. These three show how we build.
Case studyResultPal: the full platform we built for author Dr. Pelè, in production in about three months
Case studyA voice and avatar hiring agent that ran an 800+ candidate funnel, from first call to shortlist- ★★★★★“What impressed me most was his responsiveness, initiative, and exceptional listening skills.”Pelè Ugboajah · Founder & CEO, ResultPalVerified review · Clutch5.0 from Dr. Pelè, founder of ResultPal, on building his platform →
Questions
Med spa AI front desk: your questions
When we’re not the right fit. If you get only a handful of inquiries a week, your team can answer them. If your booking system already takes deposits and you have a coordinator on in the evenings, you may not need this. We will tell you so on the free call.
Is this an AI receptionist?
Yes, and then it keeps going. It answers texts, web chat, Instagram DMs and missed calls like a receptionist. Then it books the consult with a deposit, follows up the people who did not buy, brings past patients back and reports the revenue each month. An AI receptionist on its own stops at the answer.
Is this an answering service?
No. An answering service takes a message and passes it on, often billed by the minute. This replies in your clinic’s voice, offers a real consult time, holds it with a deposit and follows up later. Texts, web chat, Instagram DMs and missed-call text-back come first. Phone answering can be added.
Which channels does it cover?
Text, web chat, Instagram DMs, Facebook Messenger and missed-call text-back to start, after hours and on weekends too. Voice answering can be added. It is built to reply in under a minute, at any hour.
What happens when we miss a call?
It texts the caller back, built to reply in under a minute, day or night, in your clinic’s voice. It asks what they need, offers a consult time from your calendar and holds it with a deposit link. Anything clinical goes to your nurse.
Does it help with no-shows?
It is built to. Each consult can be held with a deposit that comes off the visit, so a no-show costs you less. After booking it sends the prep instructions and a reminder before the visit.
Will it give medical advice?
No. It answers booking, pricing and prep questions from your menu and approved replies. Urgent symptoms page your on-call provider, and the patient is told to call 911 in an emergency. Everything else clinical, including side effects and dosing, goes to your nurse.
Is it HIPAA compliant?
The parts that handle patient health data run on vendors that sign a BAA, in accounts you own. Some channels can’t: Instagram and Facebook don’t sign one, so keep clinical details off DMs. We tell you which channel is which before we build.
Will patients know it’s AI?
Yes. It tells patients it is the clinic’s assistant, up front, before anything else.
Does it work with our booking software?
It books into the system you already pay for, where that system allows it: Boulevard, Zenoti, Vagaro, Mangomint, Aesthetic Record, Jane, Mindbody or Square Appointments. Some open their calendars to outside tools and some don’t, so the free audit checks yours before we quote.
How long does it take, and what does it cost?
The first build is scoped to be live in three to five weeks. Every build gets one fixed price in writing, after a free call and a free audit, and the number in the plan is the number you pay. Texting, calls and AI use run in accounts in your name, so you pay those vendors directly. There are no seat fees and no revenue share.
Will it sound like a bot?
It learns your clinic’s tone from your own past replies, your menu and your policies. You read and approve its replies before it talks to a single patient.
Who owns it?
You do. The code, the data and the accounts are yours. If you ever stop working with us, the system stays with you.
Going deeper: what an AI receptionist costs to build and run, how an AI receptionist compares with a person, and a front desk ROI calculator for your own numbers.
Free to start
Bring us your menu. We'll bring the system.
Three steps. The first two are free. The third is quoted fixed, in writing, before we start.
- ✓Your menu and prices✓Your booking software✓Where inquiries go quiet01
Free call
We learn how your clinic runs and where inquiries go quiet.
- Your build planWrittenBuild firstThenLater02
Free AI audit
A written plan: what to build first, and why.
- Fixed quote, in writingAgreedWeeks 1 to 5Live03
Fixed-scope build
Quoted fixed, in writing, before we start. Scoped to be live in three to five weeks.