// MED SPA INTAKE AND BOOKING ORCHESTRATION
GROW WITHOUT GROWING
THE FRONT DESK
Your clinic already paid for the inquiry. What it loses is the hour between a DM landing and someone answering it, and the coordinator hour you add every time volume rises. KodoAI builds the decision-governance layer between your AI receptionist, booking system, patient records and provider approvals, for multi-provider med spas across the US and Canada.
// WHAT THE LAYER COORDINATES FOR YOU
SIX CAPABILITIES.ONE GOVERNED LAYER.
Multi-Channel Capture
Calls, forms, site chat, Instagram DMs and campaign leads become one patient inquiry record instead of five inboxes nobody owns. Consent, contact preference and the source that paid for the lead stay attached.
Treatment Interest Matching
What the caller asked for gets mapped onto what this location can actually deliver: the service menu, the devices in the room and the providers certified to use them. No consult booked that cannot be honored.
Screening Preparation
Your screening questions get asked and recorded before a provider's time is spent. Anything on your flag list goes to a licensed reviewer. The system records answers. It never clears a contraindication.
Deterministic Booking Rules
Provider license, device availability, room, treatment duration, recovery buffer and location all resolve against your approved rules. AI reads the inquiry. The slot follows fixed logic your manager can inspect and change.
Deposit and Confirmation Gating
Hold the slot, take the deposit and send prep instructions only once the required approval is recorded. Nothing is confirmed to a patient before the clinic has confirmed it internally.
No-Show Recovery and Audit
Run the reminder cadence, backfill same-day cancellations from the waitlist, and log every input, rule, flag and override. When a screening answer is missing, the workflow stops and alerts a named owner.
// THE ORCHESTRATION LAYER
EVERY STAGE.ONE CONTROL POINT.
| Stage | What happens | Control point |
|---|---|---|
| Multi-channel capture | Approved channels create or update one patient inquiry record | Consent, contact preference, source and duplicate checks |
| Interest matching | The requested treatment is mapped onto this location's service menu | Offered services, provider certification, device on site |
| Screening preparation | Answers are gathered against the clinic's own screening form | Flagged answers routed to a licensed reviewer |
| Booking | Clinic rules select provider, room, device and duration | Deterministic logic, with exceptions queued |
| Decision | The designated provider or manager reviews fit and screening flags | Human or clinical approval, always |
| Confirmation | Approved bookings take the deposit and send prep instructions | Recorded approval before anything executes |
// THE AGENT PERIMETER
THREE STAGES.ONE PATIENT RECORD.
Everything before your own core system runs as a perimeter of narrow agents, each doing one job on the way to a single clean record. Nothing in this perimeter decides whether a patient is treated.
// INBOUND DEMAND
Channel Capture
// THE FRONT DOORVoice agent
Answers inbound calls live or after hours, captures what the caller wants done in their own words, and opens the record on the spot.
SMS agent
Two-way texting for the callers who will not pick up, plus nudges on consult forms that were left half finished.
Social DM agent
Works the Instagram and Facebook inbox where most aesthetics inquiries now start, instead of leaving it to whoever has a spare minute.
Missed-call recovery
Detects an unanswered or abandoned call and fires a callback or text before the caller works down the rest of their list.
Qualification Layer
// CONVERSATION INTO STRUCTURED FACTSTreatment intent extraction
Turns call, chat and DM narrative into the structured fact set your booking rules are written against: treatment requested, area, prior work, timeline, budget signal.
Screening follow-up
Chases the patient for the screening answers the record still lacks, so nothing reaches the booking rules on a half-filled form.
Identity and Deduplication
// CLEANING THE RECORD BEFORE IT MOVESDeduplication agent
Matches each new inquiry against existing patients across every channel, so a returning client who DMs and then calls stays one record with her treatment history attached.
Bilingual intake agent
Handles non-English inquiries at the point of first contact, rather than parking the caller until a bilingual coordinator is free.
Nurture and rebooking agent: inquiries that stall (no answer on the callback, a consult form abandoned halfway) and treatments due for their next cycle re-enter capture on a scheduled cadence until they book or are marked lost.
One Unified Patient Inquiry Record
Source, consent, contact preference, treatment interest, screening answers and the full channel history in one place, with campaign attribution attached from the first touch through to the invoice.
// PAST THE PERIMETER: THE CLINIC'S CORE SYSTEM
Screening review
Provider decision
Booking and handoff
From here your own protocols and approvals govern every step. The agents prepare the appointment. They never approve the treatment.
// BUILT FOR CLINICS WHERE THE FRONT DESK IS THE CEILING
The strongest fit is a multi-provider clinic spending real money on demand, taking inquiries across phone, forms and social, running treatments that carry screening requirements, and adding coordinator hours every time volume rises.
Injectables and Aesthetics
Neurotoxin and filler inquiries route to a certified injector with the right slot length, so a twenty-minute booking never blocks an hour-long room. The campaign source stays attached from the first DM through to the invoice.
Laser and Body Contouring
Match the request to a device this location actually has and a provider licensed to run it. Enforce recovery buffers, package sessions, and backfill the morning's cancellations from the waitlist before the room goes cold.
Wellness and Hormone Therapy
Lab, medication and history questions get collected before a provider's hour is committed. Recurring visits hit the same approval gate as the first, so a membership book does not quietly drift out of protocol.
Usually the wrong fit for a single-provider studio with one phone line and a booking tool that already handles its own exceptions.
// FIVE PLACES THE BOOK LEAKS
WHERE THE BOOKLEAKS MONEY.
An inquiry lands at 19:20. Nobody sees it until morning, and by then she has booked at the clinic two blocks over. Missed-call recovery texts back within the minute and lets her pick a time herself. It still reaches the front desk before anyone is confirmed.
AFTER-HOURS LOSSEvening and weekend inbound, injectablesMore consults now start in the Instagram inbox than on the phone, and nobody has time to sit in it. The agent answers, extracts the treatment and the area of interest, and hands over one structured inquiry instead of forty unread messages and a guess at who is serious.
SOCIAL INBOXWhere aesthetics demand actually starts, DM-led clinicsThe screening questions are the part an owner will not hand over, and should not. The system asks them, records the answers, and routes anything on the clinic's flag list to a licensed reviewer. It does not decide, and it has never told a patient she was cleared.
SCREENING GATECollected and routed, never judged, provider-gatedA no-show on a laser day is a paid room sitting empty with a provider on the clock. Deposits go out with the confirmation, and when someone cancels the waitlist fills that slot the same morning instead of the following week.
NO-SHOW DRAGPaid room, empty chair, device-heavy daysSomeone calls about filler, fills in the consult form that night, then messages on Saturday. That used to be three records and two coordinators texting the same person. It is one file now, with what she had done last spring sitting in it.
DUPLICATE RECORDSOne patient across three channels, multi-channel intake
Questions,
Answered
// FAQ
What clinic owners ask before a build.
// LET'S TALK
WANT THIS RUNNINGIN YOUR CLINIC?
Every engagement starts with a paid diagnostic and a shadow-mode test before anything touches live booking. You work directly with a senior engineer, not a project manager relaying messages to an offshore team.