ClinicEngines runs the whole thing for you: greets the client, answers their questions, offers times that are actually free, and puts the appointment in your calendar — then handles the reschedules and cancellations too.
Six things that happen in every clinic, every week — and exactly what your assistant does about them, with nobody at the desk.
11:48pm and the desk is closed. The client still gets a straight answer in seconds — and an offer to book while they’re still interested.
A client messages your WhatsApp and gets a warm answer in seconds — 24/7, no waiting.
It answers treatments, pricing, hours and policies — strictly from your clinic's own information.
It reads your live calendar and only ever offers times that are genuinely open.
The appointment lands in your calendar with a reference — no one has to confirm it afterwards.
Nights, weekends, holidays — every message answered instantly.
A confirmed appointment with a reference number, not a message for someone to action later.
A taken time simply isn't offered. The next client gets real alternatives in the same breath.
Clients move or cancel their own appointment in the chat. A move edits the same booking; a cancellation frees the slot and stays on your record.
Out-of-hours and closed-day requests are declined politely, with open times offered instead.
Too close to the appointment to change by chat? It stops and brings your team in — the rule is yours to set.
Every time it offers comes from your calendar. If the calendar can't be reached, it promises nothing and says so.
Replies naturally in the language the client writes in — including casual, misspelt Arabic.
24 hours before with a one-tap confirm, 3 hours before as a final nudge — including appointments your team booked by phone or at the desk.
Written into your calendar immediately, early enough to sell again — and offered on to another client.
Two nudges at most, only during opening hours, and never to someone who already has an appointment.
Your team hears about qualified leads and human requests instantly, plus one 9am summary each morning.
Your clinic system, EMR or calendar — and WhatsApp, Instagram, Messenger or your website on the front.
Connects your team the instant a client wants a real person, then steps aside.
No more clients slipping away because nobody replied in time — or because the slot they wanted was never offered.
First replies, reschedules and cancellations stop landing on your team. They only get what actually needs a human.
No clashes, no phantom appointments, and a record of every cancellation — so the diary reflects reality.
No — it takes the repetitive half: first contact, questions, booking, and the small reschedules and cancellations that eat the day. Your team keeps the judgement calls, and every rule the assistant follows is one you set.
Never. Prices and policies come only from the information you give it. Times come only from your live calendar — it physically cannot offer a slot that isn't open.
No. Availability is checked against the calendar at the moment of booking, so the second client is told the time has gone and offered genuine alternatives straight away.
It stops promising times and tells the client plainly that it can't hold a slot right now — rather than taking a booking that doesn't exist. Prices, treatments and hours keep being answered as normal.
Yes, straight in the chat. A change edits the same appointment rather than creating a new one, and a cancellation frees the slot while staying on your record — so you can still see who cancelled and when. Changes too close to the appointment are passed to your team instead.
It works with what you already run. Booking is built as a swappable connector rather than a hard-wired integration, so we connect to your clinic system, EMR or calendar — Google, Outlook, or whatever your scheduler uses. If your platform has an API we connect to it directly; if it doesn't, we run on a calendar your team already shares. And if you change clinic software next year, only the connector is swapped — the assistant, your knowledge base and your history are untouched.
Yes. WhatsApp is the main channel, and Instagram DM, Facebook Messenger and a website chat widget are each available as add-ons. It's the same assistant behind all of them — same knowledge, same calendar, same rules — so a client can start in an Instagram DM and end up in your diary the same way they would on WhatsApp.
A reminder goes out 24 hours before with a one-tap confirm, and a second one 3 hours before. A one-tap cancel writes into your calendar immediately, so the slot is genuinely free early enough to sell — and the assistant offers it on to someone else. It covers appointments your team booked by phone or at the desk, not only the ones the assistant made. It never sends the same reminder twice, never sends one late, and if your calendar is unreachable it stays silent rather than confirming something it can't check.
No — restraint is deliberately built in. There are two nudges at most, and the ladder stops the moment the client replies. Follow-ups only go out while the clinic is open, never at night, and anyone who already has an appointment booked is suppressed entirely, so sales copy never lands next to an appointment reminder.
In its own isolated PostgreSQL database for your clinic — never pooled with another clinic's. It's a standard database, so your clients, conversations and appointments are exportable at any time. Every query is parameterised, so a hostile message is stored as plain text and never executed.
It's done-for-you. We connect it to your clinic's WhatsApp and load your treatments, prices and hours. The first month runs as a no-risk pilot.
It connects your team instantly and steps aside, so no one is ever stuck talking to a bot.
Booking is only the first of them. The other two are what turn a booked appointment into a client who actually walks in, and a quiet enquiry into a booking.
Answers, offers real times from your live calendar, books, reschedules and cancels — with a reference number and no double bookings.
A reminder 24 hours before with one-tap confirm, another 3 hours before, one-tap cancel that frees the slot instantly — and the freed slot offered on to someone else. It covers appointments your team booked by phone or at the desk too.
Two well-timed nudges for leads who go quiet, and it stops the moment they reply. Never outside your opening hours, and never to someone who already has an appointment booked.
An alert that fires too often gets muted, and a muted alert is worth nothing. So the assistant is deliberately quiet: it interrupts your team exactly three times, and each one is something a human can act on immediately.
Not when someone new messages you — when they hand over a phone number. Someone asking the price of Botox and disappearing isn't news worth interrupting your team for. Someone who left their number is a lead you can ring back.
It arrives the instant someone asks for a real person — and it arrives with the last thing they wrote, so whoever picks it up already knows what they're walking into instead of opening a cold thread.
Not a rolling 24-hour window — a fixed 9am send in your clinic's own timezone, covering the whole of the previous calendar day. Your team opens WhatsApp with their coffee and sees yesterday closed off, the same way every day.
Every alerting system fails the same way: it fires on everything, the team turns notifications off within a fortnight, and the whole thing quietly stops working. The restraint here is engineered in — a lead is announced once and never again, a human request can't be duplicated, and the daily summary lands at a fixed hour on a fixed day boundary. Your team learns that when it buzzes, it matters.
The assistant isn't tied to one messaging app or one clinic system. Channels plug into the front of it; your calendar or clinic software plugs into the back. Adding either later doesn't mean rebuilding anything.
Booking, reminders and cancellations in one thread.
Where most med spa enquiries actually begin.
Same Meta platform, so it comes cheaply after Instagram.
Same assistant on your own site, no platform fees.
A 30-second demo shows exactly how it would talk to your clients. First month is a no-risk pilot.
The first message is pre-filled — just hit send to start the demo.