The shared concierge system
Never wonder
what happens next.
One record. Both sides. Everyone knows what happens next.
Med spa · Cosmetic surgery · Wellness · HIPAA-aware
See how it works
Follow one patient. Watch both sides.
Sarah enquired at midnight. Surgery six weeks later. Still in care three years on. Pick a stage to see both sides.
Sarah lands at 11:42pm. No form. One conversation. By morning, the clinic has a qualified lead — and Sarah has a booking.
Patient sees
Sarah, 11:42pm
On the clinic website
Concierge
Hi — I'm the concierge here. What brought you in tonight?
Clinic sees
Next morning
Clinic desk — Discovery queue
The North Star
One concierge system. Both sides of care.
One record. One stage. One next step. A real concierge — not a chatbot taped to a CRM.
Both sides. Same record.
One patient. Two concierge views.
Patient sees what to do. Clinic sees what to know. Same record, different lens.
Patient sees
Arrive at 9:30. Bring photo ID.
Mia will meet you at reception. Wear something loose. You'll be home by lunchtime. We'll check in tomorrow morning.
- What happens next
- What to do today
- Who owns me
- When to worry
- How to ask for help
Clinic sees
Sarah Chen. 9:30. Rhinoplasty consult.
Nervous about anaesthesia. Wants a natural result, not a "done" look. Mia owns arrival. Dr Smith briefed at 9:15.
- Who needs action
- Who owns each patient
- What the doctor needs to know
- What has been escalated
- Who should be brought back
One journey. Different concierge views.
The clinic side is a concierge too.
One record. Four views. No one asks "what's the status?"
Reception
Who needs calling back.
Enquiries qualified and ordered by urgency. Script drafted. No more 'who called Tuesday'.
Nurse
Who needs checking.
Recovery checks on day 1, 3, 7. Red flags before panic. One thread, not three WhatsApps.
Doctor
Who needs briefing.
Theatre brief: what they wanted, what changed, what matters. Two minutes, not twenty.
Owner
Where patients get stuck.
See where money leaks and where it's recovered. Retention, reviews, repeat bookings.
We do what we say
Three surfaces. One promise. All shipped.
What the patient sees
A lobby, not an inbox.
What happened, what matters, what's next. One button to a human when it counts.
See the patient lobbyWhat the clinic sees
A desk, not a spreadsheet.
Every patient, every stage, owned by name. Nothing falls through.
See the clinic deskWhat runs underneath
Stage-aware automations.
Scheduled to the journey. Not blasted from a template.
See the pathwaysInside the product
Built for your team and your patients.
Live mock-ups. Open the demo below — no signup.
Clinic view · Journey board
7 stages
Discovery
12
Consultation
4
Agreement
2
2 awaiting signature
Treatment
3
Recovery
6
Results
5
Lifetime
41
Stage 03 · Agreement
Rhinoplasty — Sarah Chen
- Procedure fee
- £8,400
- Anaesthesia
- £950
- Theatre & overnight
- £1,250
- Total
- £10,600
Patient
Signed
Sarah Chen · 14 Jun
Clinician
Awaiting
Dr Patel
Journey only advances when both names are on the page.
Staff · My tasks
You own 6 patients today
Overdue · 1d
James Okafor — Consultation brief
Today
Sarah Chen — Co-sign agreement
Tomorrow
Mia Holt — Day-before brief
This week
3 recovery check-ins
Owner + due date per stage. Reminders go to the person responsible.
Patient · Lobby
Good morning, Sarah.
Your procedure
12 days to go
Tuesday 24 June · 9:30 · arrive 60 min early
- Stage: Agreement — please sign your procedure agreement
- Your concierge: Mia Holt
- Day-before brief unlocks 23 June
- Ask the concierge anything — replies in under 2 minutes
Clinics promise white-glove care. Most deliver phone tag.
Surgeon busy. Patient nervous. Front desk overloaded. Nobody owns the journey — so it breaks.
Today
The patient experience clinics actually deliver.
- —Contact form, then radio silence
- —Phone tag with reception
- —PDFs sent before, lost after
- —WhatsApp threads at 11pm
- —Voicemails the surgeon never hears
- —Patients ghosted after results
With cAIre
The experience patients thought they were getting.
- —AI intake → qualified lead
- —Pre-consult brief, ready on arrival
- —Day-of guidance, both sides
- —Recovery answers from your protocols
- —Red flags → human, in real time
- —Auto follow-up at 3, 6, 12 months
The journey
Seven stages. One concierge.
From first enquiry to five-year rebooking. Every stage handled. Every patient known.
01
Discovery
An assistant, not a contact form.
A calm conversation on your site. cAIre hands you a qualified lead — not just a name and number.
- ·AI intake on every clinic site
- ·Structured lead summary
- ·Embeddable booking widget
02
Consultation
The patient arrives prepared. The clinician arrives briefed.
Photos, history, risk — collected upfront. One-page brief. Dual-signed. Or reject with a reason.
- ·Patient invite & onboarding
- ·Pre-op brief
- ·Dual-signature consult
- ·Rejection workflow
03
Agreement
Procedure agreed, priced and signed before treatment is booked.
Procedure, inclusions, pricing, policies — in plain English. Both sign. Journey advances only then.
- ·Procedure agreement card
- ·Inclusions & pricing
- ·Dual signature
- ·AI-drafted from intake
04
Treatment
Both sides walk in knowing exactly what's next.
Day-of brief auto-surfaces. Who, what, and what they need to know. Doctor's brief drafted from the agreement. Patient stays calm.
- ·Day-of brief for clinic
- ·Day-of guidance for patient
- ·AI-drafted doctor brief
05
Recovery
The questions that used to need a phone call.
Answers from your protocols. Escalates when it matters. One Recovery Score, one priority per day.
- ·AI recovery concierge
- ·Red-flag escalation
- ·Recovery Score & daily check-ins
06
Results
Where most clinics disappear.
Photos, milestones, scores. Patient sees progress. Clinic owns the proof.
- ·Progress milestones
- ·Outcome tracking (expanding)
07
Lifetime
The journey never ends.
cAIre remembers when patients are due — and brings them back at the right moment.
- ·Auto-scheduled follow-ups
- ·Rebooking, maintenance, annual review
For the patient
Never wonder what happens next.
One calm guide. What to do today. When to worry — and when not to. No chasing, no retelling, no guessing.
"I felt looked after from the first message to a year after my surgery. It's the calmest medical experience I've ever had."
Patient · breast augmentation
For the clinic
The view your team has been missing.
One shared record. Reception knows who to call. Nurses know who to check. Doctors arrive briefed. Owners see where money leaks — and where it's recovered.
- —Patients retained. Reviews generated.
- —Follow-ups done without staff time.
- —Procedures not lost. Repeat bookings recovered.
- —Outcomes you can prove. A brand worth talking about.
Results
Numbers that matter.
What clinics typically see once cAIre owns the journey. Named case studies coming as founding clinics complete their first cohort.
Enquiry → consultation
+18 to +34%
AI qualifies and books while interest is hot.
No-show rate
−40 to −60%
T-7 and T-1 briefings. Patient knows exactly what to do.
Pre-op compliance
>90%
Day-before checklist signed, not buried in a PDF.
Recovery check-in completion
>80%
Day 1, 3, 7, 14 prompts grounded in your protocol.
Lifetime re-booking
+15 to +25%
3, 6, 12 month cadence. Relationship doesn't lapse.
Coordinator hours saved
10–18 hrs / 100 patients
Concierge does the chasing. Your team does the care.
Security & HIPAA
Built for PHI from day one.
Row-level isolation. Encrypted at rest and in transit. Full audit trail. BAA-ready. Patients see their record. Staff see their clinic.
Founding clinics
Welcoming a small circle of founding clinics.
White-glove onboarding. Custom pathways. Quarterly reviews with the founders.