Appointment Handling
Every lead answered. More patients booked.
Our trained Patient Experience Specialists respond to your leads within minutes, qualify patients, and book them directly into your calendar, so no inquiry slips through the cracks.
< 5 min
Response to new leads
24/7
Coverage with AI after hours
20+ yrs
Aesthetics experience
0
Leads sent to voicemail
The problem
Leads go cold while your team is busy.
Leads wait hours or days for a callback.
The front desk is busy with patients in the office.
Past patients are never invited back.
Speed to lead matters: the first practice to respond usually wins the booking.
Nina Kalin
Director of Patient Engagement & Lead Appointment Setter
Why ours is different
Meet the Person Answering Your Leads
Most appointment setting services hand your leads to a call center. We hand them to a 20-year aesthetics leader.
Nina has spent more than 20 years in plastic surgery, medical aesthetics, and practice management. She has done every part of the job she's now doing for you: leading consultations, running clinics, and growing revenue in med spas.
At Ideal Image, she led national inbound patient calls and managed clinic operations. She coached teams on CRM follow-up, financing conversations, and turning interest into booked consultations for high-ticket treatment plans.
Before that, as Practice Manager and Marketing Director at Fine Arts Skin & Laser, she grew practice revenue 64% in her first year and another 57% the next. She also drove 150% year-over-year growth in Botox and 80% growth in total facial aesthetics through better consultations and consistent follow-up.
Her career started in plastic surgery at the University of Pittsburgh, where she spent 17 years supporting surgeons and the department's clinical and academic operations. She holds a bachelor's in business and marketing and a master's in information science from Pitt.
So when your patients call, they get someone who knows the difference between Botox and filler, understands what a consultation is worth, and treats your leads like they're coming into her own practice.
20+ years in plastic surgery and medical aesthetics
Led national inbound calls at Ideal Image
150% growth in Botox revenue year over year
64% revenue growth in her first year running a med spa
The difference
A call center vs. an aesthetics leader
Typical appointment setting service
- Call center reps reading a script
- Learns your services from a cheat sheet
- Books appointments
- Doesn't know your industry
Social Glow Collective with Nina
- A 20-year aesthetics leader
- Has performed consultations and run clinics
- Books the right appointments and handles objections
- Has led national inbound calls for one of the largest aesthetic brands in the country
What's included
Your dedicated booking team
Speed to lead
New inbound leads are contacted within 5 minutes during business hours.
Inbound call coverage
When your front desk is busy, calls route to your dedicated specialist instead of voicemail.
Patient reactivation
We reach out to inactive patients and invite them back for treatments and follow-up care.
Specials and promotions
We call qualifying patients about your current offers, updated monthly.
Qualified bookings
Patients are screened using your treatment-specific contraindications before they're booked.
Booked into your system
Appointments go straight into your existing scheduling software, with notes where your team needs them.
Missed appointment recovery
Patients who no-show are contacted to reschedule.
Full visibility
A dashboard with revenue generated, call recordings, call grades, stats, and booking results.
Your dashboard
See every call, every booking, and every dollar.
Your practice gets its own dashboard, so you always know exactly what your appointment team is doing and what it's earning you.
- Revenue generated from booked appointments
- Share your specials and sales so we can promote them to your patients on every call
- Listen to call recordings and read transcripts
- Call grades so you can hear exactly how your leads are handled
- Stats on calls, bookings, and reactivated patients
- Booking results tied to treatments and providers
Practice dashboard
LiveRevenue booked this week
$12,480 Example
After hours
An AI voice agent that answers when you close.
When your office closes, callers rarely leave a voicemail. They just call the next practice. Our AI voice agent picks up instead, answers their questions, and books real appointments while your team is off the clock.
It learns your practice: your treatments, providers, pricing, policies, and preferences, so callers get accurate answers and a booking, not a generic menu.
The personality is customized to your practice, from tone of voice to how it greets patients, and anything it can't handle is routed to your team for the morning.
- Custom personality
- Learns your services
- Books into your calendar
- Replaces your voicemail
Offered on its own or as part of Appointment Handling.
Hear it for yourself
Call our live demo line and experience the voice agent exactly the way your after-hours patients would.
Call 978-652-3334Live demo line
How it works
Four simple steps
- 1
Onboarding
We learn your treatments, pricing, providers, specials, and booking rules.
- 2
Setup
We connect to your scheduling system, set up call routing, and train your after-hours voice agent.
- 3
We get to work
Your specialist handles inbound leads, follow-ups, and reactivation.
- 4
You see results
Track every call and booking in your dashboard.
Who it's for
Built for busy aesthetic practices
Built for med spas and aesthetic practices that want more booked appointments without hiring and training more front desk staff. Available on its own or alongside our social media and content packages.
Bookings this week
ExampleNew text
Do you have anything Friday for Botox?
Booked
Friday 2:00 PM with your injector
AI voice agent
After-hours call answered, consult booked
FAQ
Common questions
Do you work with my scheduling software?
We work with most aesthetic CRMs and EMRs and confirm compatibility during your discovery call.
Who is calling my patients?
A trained Patient Experience Specialist with aesthetics consultation experience, using your approved pricing, talking points, and escalation protocols.
Will you give medical advice?
No. Medical questions are always routed to your practice.
What happens to calls after hours?
Our AI voice agent answers in place of voicemail. It learns your treatments, providers, and preferences, then books appointments straight into your schedule.
Can I test the AI voice agent?
Yes. Call our demo line at 978-652-3334 and experience it exactly the way your patients would.
Can I add this to my current Social Glow Collective package?
Yes, it works as a standalone service or as an add-on.
Content that glows. Calendars that grow.
Let's talk about how many more patients your practice could be booking.