AI receptionist for med spas: what it answers and what it hands over

What can it handle on a call or a text?

The line is simple. If the right answer is already written down in your practice, the agent can give it. If the answer needs a license or a judgment call, the agent's job is to get the caller to the right person.

What the agent says to a caller who may need urgent help is written by you and your providers, and agreed in the scope.

How does it stay inside approved answers?

The agent works from a set of documents you sign off: services, hours, policies and the price list. It is told to say "I will have someone confirm that" when a question falls outside them. It also tells callers at the start that it is an automated assistant.

We build as if you answer for every word it says. In Moffatt v Air Canada (2024), a British Columbia tribunal held the airline liable for incorrect fare information its website chatbot gave a customer. The airline argued the chatbot was responsible for its own actions, and the tribunal rejected that. It is a Canadian case about an airline, not a US ruling about med spas, but it is the reason prices come from one approved list and nowhere else.

What happens when a call needs a person?

During open hours the agent can transfer the call to your front desk. After hours it takes the caller's name, number and reason, tells them a team member will call back, and sends your team a written summary.

Every call leaves a record against the contact, including the recording and the summary, so nobody has to ask the patient to repeat themselves. Which calls must always reach a person is your decision, and our guide to decisions to keep human in AI workflows is a useful place to start the list.

How do we set one up?

1. Go through real calls and texts. We list the common questions, the booking requests and the calls that must always go to a person.
2. Write the call flow. What the agent says, what it asks, when it books and when it hands over. You approve the flow, the price list and the handover rules in writing.
3. Connect it. Your phone number, scheduling software and contact records, built in your own accounts.
4. Test before any patient hears it. Normal calls, bad lines, people who go off script, and the same clinical question asked five different ways.
5. Launch in stages. For example after-hours calls first, then overflow during the day. Your team is trained and gets the documentation.
6. Review and adjust. We go through call summaries with you and agree the next changes.

Our guide on how to test an AI agent before customers shows what step four looks like. For the service itself see AI receptionist and voice agents. If more of your inquiries arrive in writing than by phone, compare chatbot vs voice agent first.

What about patient information, consent and recordings?

Calls are recorded and transcribed, and a caller may mention their health. A system that touches patient health information needs a HIPAA review. Marketing texts and automated calls need the right consent under US rules. We settle both in the audit and the written scope before anything is built, and your own attorney or compliance adviser makes the final call. Nothing on this page is legal advice.

Recordings, transcripts and summaries sit in accounts held in your name, with access limited by role. Agentryx is a UK company that works with businesses in the UK and US.

What does an AI receptionist for a med spa cost?

We start with a paid audit at $5,000. You receive a written report within 10 working days, and the fee is credited against the build when the build deposit is paid within 14 days of the report.

Scoped builds run from $10,000 to $30,000, and before the audit we give a range, never an exact price. An agent that answers inbound calls and books consultations sits toward the lower part of that range. The price rises with the number of call types, the systems it connects to, and whether it handles texts as well as calls.

Phone minutes and AI usage are billed by the providers and paid from your own accounts. The total depends on your call volume, so we estimate it from your own call numbers during the audit. Ongoing support is optional through Run & Improve at $2,000, $3,500 or $6,000 a month. The build timeline is agreed in the written scope.

When a voice agent is not the right choice

• Your front desk answers nearly every call. If few calls go unanswered and few arrive after hours, voicemail and a prompt call back is enough.
• Your inquiries arrive in writing. If leads come from forms and social messages, fix written follow-up first. See med spa lead follow-up.
• Your callers need a clinical conversation. If the typical call is a detailed treatment question, an agent will hand over nearly every time. A person should answer.
• Nothing is written down yet. Without a current price list and clear policies there is nothing to approve. Write those first.
• You want it to sell. It books consultations. It should not talk a caller into a treatment or offer discounts.

The wider picture, from inquiry to rebooking, is on our med spa automation page.