The systems
behind your
front desk.The systems behind
your front desk.
It starts with an AI receptionist that answers every call. Everything after it plugs into the same system.It starts with the phone: an AI receptionist answers every call and books it into your calendar. Everything after it plugs into the same system and the software you already use. We build it, and we run it.
- 1Get foundLocal SEO and a website
- 2Answered and bookedStart hereWhere we startThe AI receptionist
- 3Show upConfirmations, waitlist, intake
- 4Come backRebooking, recall, reviews
- 5Behind the deskYour tools, connected
- 6Know how it's goingA monthly report
From the first search
to the next visit.
Everything we build follows your client through the business, on one system.Everything we build follows your client through the business. Each piece plugs into the same system, so nothing gets copied by hand.
- Stage 1
Get found
Show up first when the neighborhood searches.Show up first when the neighborhood searches, and look like the business you are.
- Local SEOYour Google profile, local pages and reviews, tuned to show up first.
- A professional websiteFast on every phone and built to book appointments.
- Local SEOYour Google Business Profile, local pages and reviews tuned so you show up first when the neighborhood searches for what you do.
- A professional websiteDesigned around your brand and services, fast on every phone, and built to turn visitors into booked appointments.
- Stage 2
Answered and booked
Every caller gets an answer. This is where we start.Every caller gets an answer, and every answer can end in a booking. This is where we start.
Overnight at your front deskSent to you at 7:00 AM- 7:42 PMBotox, Thu 4:15Botox, Thursday 4:15BookedBooked
- 8:16 PMPrice questionPrice question, laser hair removalAnsweredAnswered
- 9:03 PMFiller consultFiller consult, Saturday 10:30BookedBooked
- 6:51 AMLate for 9:00Running late for 9:00MovedMoved to 9:30
- AI voice receptionistStart hereWhere we startAnswers every call, day or night, and books it into your calendar.
- Text-back for hang-upsA caller who hangs up early still gets a way to book.
- Instant replies to DMs, forms and ad leadsAnswered within minutes, and the warm ones booked.
- AI voice receptionistStart hereWhere we startAnswers every call, day or night, books straight into your calendar, texts a confirmation, and sends you every transcript. Bilingual where your market needs it.
- Text-back for hang-upsA caller who hangs up before the receptionist picks up still gets a text with a way to book.
- Instant replies to DMs, forms and ad leadsMessages from Instagram, your website and your ads get an answer within minutes, and the warm ones get booked.
- Stage 3
Show up
A booked visit becomes a kept visit.A booked visit becomes a kept visit.
- Confirmations and remindersOne-tap replies, so cancellations surface early.
- Waitlist and cancellation fillsOpen slots offered to clients who wanted in sooner.
- Intake forms before the visitDone before the client walks in.
- No-show recoveryA friendly text and a way to rebook, the same day.
- Confirmations and remindersText confirmations with a one-tap reply, so cancellations surface early instead of at the door.
- Waitlist and cancellation fillsWhen a slot opens, the clients who wanted to come in sooner get offered it first.
- Intake forms before the visitHistory, consent and insurance forms go out ahead of the first visit, so everything is done when the client walks in.
- No-show recoveryA missed visit gets a friendly text and a link to rebook, the same day.
- Stage 4
Come back
The next visit gets booked before they forget.The next visit gets booked before they forget.
- Rebook remindersTimed to each service.
- Care plans, recall and treatment seriesA nudge before anyone drifts.
- Post-consult follow-upThe quote, financing and a booking link.
- Memberships and win-backRenewals on time, lapsed clients invited back.
- Review requestsOnly from repeat clients, at most once a quarter. Concerns come to you first.
- Rebook remindersA nudge timed to each service, so the next cut, cleaning or treatment lands on the calendar.
- Care plans, recall and treatment seriesClients who fall behind a care plan, a recall or a series hear from you before they drift.
- Post-consult follow-upConsults that didn't book get the quote, financing options and a booking link.
- Memberships and win-backMemberships renewed on time, packages used, and lapsed clients invited back.
- Review requestsAsked at the right moment, only of clients with two or more visits, and at most once a quarter. Happy clients go to Google. Concerns come to you first.
- Stage 5
Behind the desk
Your tools, working as one system.Your calendar, practice software, phones, forms and texts, working as one system.
- Custom AI tools and workflow automationInformation moves between your tools on its own.
- Built for your industryInsurance verification, refill requests, referral follow-up, good faith exams and consent.
- Custom AI tools and workflow automationBuilt around how your business actually runs. Information moves between your tools on its own, so nobody copies it by hand.
- Insurance verificationFor dental offices: eligibility and benefits checked before each appointment, with copays and problems flagged.
- Refill requestsFor veterinary practices: refill requests taken, checked and routed to the right person.
- Referral follow-upFor physical therapy clinics: every referral contacted and booked before it goes cold.
- Good faith exams and consentFor med spas: exams routed to your medical director, and consent captured and filed before the visit.
- Stage 6
Know how it's going
A plain report, not another dashboard.A plain report, not another dashboard to check.
- Monthly reportCalls answered, appointments booked, revenue recovered.
- Weekly review and alertsWhat slipped, and a heads-up when something stops working.
- Monthly reportCalls answered, appointments booked and revenue recovered, every month.
- Weekly reviewA short look each week at what slipped and what changed.
- AlertsIf something stops working, we hear about it first, and so do you.
Hosting and maintenance for everything we build
The receptionist, your tools and your website all run on infrastructure we host and watch. We fix what breaks, keep everything current, and change it as your business grows.
Hi, this is Xenia. How can I help?
Every call answered.
Every visit confirmed.
Every client
brought back.
Book a 15-minute call. We'll look at how your calls, bookings, and follow-ups work today, and you'll leave with what to build first, a scope, and a number.