The shared concierge system
Never wonder
what happens next.
cAIre is the shared concierge system for modern clinics and their patients. One journey for the patient. One operating view for the clinic. Reception, nurses, doctors and owners all working from the same record — so everyone knows what happens next.
Med spa · Cosmetic surgery · Wellness · HIPAA-aware
See how it works
Follow one patient. Watch both sides.
This is Sarah. She enquired at midnight, had surgery six weeks later, and is still in cAIre's care three years on. Pick a stage to see what she sees, and what the clinic sees, at the same moment.
Sarah lands on the clinic website at 11:42pm. She doesn't fill in a form. She has a short conversation. By morning, the clinic has a qualified lead with a structured summary — and Sarah has a consultation booked.
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.
The patient gets guided. The clinic gets coordinated. Both sides are operating from the same journey — the same record, the same stage, the same next step. That is what makes a concierge feel like a concierge, not a chatbot bolted on to a CRM.
Both sides. Same record.
One patient. Two concierge views.
Same journey. Same stage. Different lens. The patient sees what they need to do. The clinic sees what they need to know — and who owns it.
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.
Reception, nurses, doctors and owners each see the same patient through the lens of their job. One record. Four operating views. Nobody asks "what's the status?" — the status is on screen.
Reception
Who needs calling back.
Today's enquiries, qualified by AI, ordered by urgency. The script is already drafted. No more 'who was that woman who called Tuesday'.
Nurse
Who needs checking.
Day 1, 3, 7 recovery answers. Red flags surfaced before the patient panics. Photos and symptoms in one thread, not three WhatsApps.
Doctor
Who needs briefing.
The theatre brief. What the patient wanted. What changed. What matters today. Two minutes of reading, not twenty of chart-hunting.
Owner
Where patients get stuck.
Retention, reviews, repeat bookings, hours saved. The money the journey is leaking — and where the concierge is plugging it.
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 happens next. Plus a concierge button that answers in plain English and pulls a human in the moment it should.
See the patient lobbyWhat the clinic sees
A desk, not a spreadsheet.
Discovery queue, concierge desk, lifetime cadence. Every patient, every stage, owned by name. Nothing falls through.
See the clinic deskWhat runs underneath
Stage-aware automations.
Consultation prep. T-7 and T-1 pre-treatment. Day 1, 3, 7, 14 recovery checks. Lifetime cadence. Scheduled deterministically against the journey, not blasted from a template.
See the pathwaysInside the product
The surfaces your team and your patients actually use.
These are accurate mock-ups of what's live today. Click "Open the live demo" at the bottom of this section to walk through a seeded clinic — read-only, 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.
The surgeon is busy. The patient is nervous. Front of house is overloaded. Nobody owns the journey end to end — so it falls through the cracks.
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 that hands you a qualified lead
- —One brief, ready before the consultation
- —Day-of guidance for both sides
- —Recovery answers grounded in your protocols
- —Red-flag escalation to a human, in real time
- —Auto follow-up at 3, 6 and 12 months
The journey
Seven stages. One concierge.
cAIre orchestrates the entire patient journey from the first moment of curiosity to the rebooking reminder five years on. Every stage is handled. Every patient feels known.
01
Discovery
An assistant, not a contact form.
Visitors land on the clinic site and have a short, calm conversation. cAIre understands their goal, timeline and budget — and hands the clinic a qualified lead with a structured summary, not a name and phone number.
- ·AI intake on every clinic site
- ·Structured lead summary
- ·Embeddable booking widget
02
Consultation
The patient arrives prepared. The clinician arrives briefed.
Goals, photos, history and risk collected ahead of time. A one-page patient brief in the clinic portal. Dual-signed consultation summary advances the journey — or the clinician can 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.
A formal procedure agreement sits between consultation and treatment — procedure, inclusions, pricing and policies in plain English. Patient signs. Clinician signs. The journey only advances when both names are on the page.
- ·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 surfaces automatically: who's coming in, what they're having, what they need to know before they arrive. The doctor's brief can be AI-drafted from the signed agreement. The patient gets 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.
"Can I sleep on my side?" "Is this bruising normal?" cAIre answers from your clinic's own protocols, escalates when symptoms cross a threshold, and gives the patient one Recovery Score and one priority each day.
- ·AI recovery concierge
- ·Red-flag escalation
- ·Recovery Score & daily check-ins
06
Results
Where most clinics disappear.
Progress photos, milestone tracking, outcome scoring and celebration moments. The patient sees themselves get better. The clinic owns the proof.
- ·Progress milestones
- ·Outcome tracking (expanding)
07
Lifetime
The journey never ends.
Botox typically lasts three to four months. GLP-1 patients need a maintenance plan. Surgery patients need an annual review. cAIre remembers — and brings them back at exactly the right moment.
- ·Auto-scheduled follow-ups
- ·Rebooking, maintenance, annual review
For the patient
Never wonder what happens next.
The patient has one calm guide. They know what to do today. They know when to worry and when not to. They never have to chase the clinic, retell their story, or guess if a symptom is normal.
"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 operating view your team has been working without.
cAIre coordinates the front door, the journey and the lifetime relationship around one shared record. Reception knows who to call. Nurses know who to check. Doctors arrive briefed. Owners see where money is leaking and where it is being recovered.
- —Patients retained. Reviews generated.
- —Follow-ups completed without staff time.
- —Procedures not lost. Repeat bookings recovered.
- —Outcomes you can prove. A brand patients tell friends about.
Results
The numbers a concierge service is judged by.
Ranges below are what clinics typically see once a cAIre concierge owns the journey. We publish named case studies as founding clinics complete a full cohort.
Enquiry → consultation
+18 to +34%
AI intake qualifies and books while interest is hot.
No-show rate
−40 to −60%
T-7 and T-1 briefings; the 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 — the 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 protected health information from day one.
Row-level isolation per clinic. Encrypted at rest and in transit. Full audit trail. BAA-ready posture. Patients see only their own record; staff see only their clinic's patients.
Founding clinics
Now welcoming a small circle of med spas, cosmetic surgeons and wellness clinics.
White-glove onboarding. Custom pathways built with your team. Quarterly product reviews with the founders.