Consultation Preparation & Show-Up Protection
From the moment a consultation is booked to the moment the patient walks in, intake, consent, preparation, and confirmation happen automatically, and the clinic knows the day before who is genuinely coming.
- Tier
- Foundational
- Build order
- 2nd of 7 for medical spas
- Shape of it
- 7 steps, 1 handoff to a person
- At launch
- Built against your stages, then proven before it runs alone
The problem this solves
A consultation booked two weeks out has an eleven-day silence in the middle of it. Nothing builds commitment, nothing collects medical history, nothing prepares the provider. Then the patient either does not arrive, or arrives with a clipboard to fill in while a clinician waits.
How it works, step by step
Every wait, threshold and branch below is a value we set with you during the build, against your stages and your language. None of it is a default we impose.
- What starts it
- A timing rule you set
- It hands over to a person
Step 1Trigger
A consultation is booked.
Step 2
Immediately, an intake pack goes out, medical history, current medications, allergies, prior treatments, goals, and the consent documents the clinic requires.
Step 3A person
If intake is not completed within a set window, a reminder goes out. If it is still outstanding closer to the appointment, the front desk gets a task, so a person handles it rather than the patient arriving unprepared.
Step 4
Useful preparation content goes out in the gap, what the consultation involves, what to expect, what to avoid beforehand. Timed to the treatment, not generic.
Step 5Timing
72 hours before: a confirmation with the date, time, provider, and location.
Step 6Timing
24 hours before: a direct question, are you still coming? Yes or no.
- Yesthe provider receives a prepared brief: history, medications, stated goals, prior treatments, and any outstanding consent.
- Nowould you like to reschedule?
- Yesstraight into live availability. No phone tag.
- Nothe slot is released, and System 3 begins immediately.
- No answertreated as at-risk. It appears on the front desk's morning list for a human call, not another automated message.
Step 7
On the day, arrival is checked in and the provider is notified their patient is here.
How it gets built
Built inside what you already run
- Zenoti
- Boulevard
- Aesthetic Record
- Nextech
- Pabau
- or whatever your office already runs on
Nothing to log into and nothing to license. If a system needs a record your platform does not hold, we add the field to your platform rather than starting a second one beside it.
This is the actual build order, in the phases its own steps fall into. It runs in supervised mode first, with you approving what goes out, until you are happy with the tone.
- 1
Agree
Agree the intake pack per treatment category with the clinical owner.
The thresholds, the wording and the names are yours. We write them down with you and get the consequential ones signed off.
- 2
Build
Build the consent flow so completed documents land in the patient's record in the practice-management system, not in a separate silo.
Built inside the software you already run, against your stages and your language.
- 3
Agree
Set the intake chase cadence and the point at which it becomes a human task.
- 4
Agree
Write the preparation content per treatment category.
- 5
Build
Build the 72-hour and 24-hour messages, with the 24-hour one demanding an explicit yes or no.
- 6
Build
Build all three branches, including the no-answer path, which is the one most builds skip.
- 7
Build
Build the provider brief and confirm with a provider that it is genuinely useful, not noise.
- 8
Build
Test the release path end to end, because it is what feeds System 3.
What changes after it goes live
How it runs today
A consultation booked two weeks out has an eleven-day silence in the middle of it. Nothing builds commitment, nothing collects medical history, nothing prepares the provider. Then the patient either does not arrive, or arrives with a clipboard to fill in while a clinician waits.
After this one is live
The eleven-day silence disappears. Providers walk into consultations already knowing the patient's history and goals. Patients arrive prepared rather than filling forms in reception. Most importantly, the clinic finds out the day before that someone is not coming, which converts a dead hour into a recoverable one.
How to measure whether it worked
Your arithmeticRun with your numbers, not ours
Take the clinic's consultation no-show rate, multiply by consultations per month, and value each at the clinic's own consultation-to-treatment conversion times average treatment value. That is the annual cost of the eleven-day silence. Anything this system converts from no-show to attended, or to recovered-and-refilled, comes straight off it.
We agree the baseline before anything is built, and we do not take credit for things that were going to happen anyway. There is no figure on this page claiming what we have produced for somebody else, because there is no verified figure to publish.
What we will not do
This is from the same delivery document as everything above it. It is on the page because a supplier who has not thought about it will not tell you, and you would find out later.
Every system here touches protected health information.
- Signed agreements with every vendor that touches patient data
- Per-channel consent captured and stored per patient
- All message content reviewed against the relevant regulator's advertising rules for medical aesthetics
- A country and state profile for consent, privacy, health data, telecommunications, and mandatory human review, English-speaking markets are not one compliance regime
- No automated system answers a clinical question, ever
Nothing in this document is legal or clinical advice. Every template stating a clinical or commercial term requires review by the clinic's own counsel before it goes live.
Nothing here is legal advice. Rules in this area have moved more than once recently, and every template that states a commercial term or a guarantee goes to your own counsel before it goes live.
Seven systems formedical spas.
We build one at a time and prove it moved before starting the next. The tiers are the dependency order, not a price list.
Tier 1Foundational
Nothing arrives late or unowned. These come first because everything above them assumes they are true.
- 1Multi-Channel Capture & Instant ResponseFastest visible result, lowest clinical risk, earns trust.
- 2Consultation Preparation & Show-Up Protectionyou are hereProtects capacity already paid for.
Tier 2Growth
The recoverable money. These work the pools the foundational systems have made visible for the first time.
Tier 3Flagship
One connected system end to end, plus what the owner reads on a Monday. Only once the pieces are proven individually.
The tiers are the dependency order for medical spas, not a price list. Most firms do not start at the first one, because the order is a default and the call is where it gets changed.
A note on sequencing this trade
Do not build all seven at once.
Each stage is proven against its agreed measure before the next begins.
Back to the medical spas overview for the stage map and where these fit.
Is this the oneyou need first?
Often it is not. On the call we look at what is actually costing you most right now, which is frequently a different system from the one that brought you to this page. If there is nothing worth building yet, we will say so.