AI automation for clinics and aesthetics centers
Clinic leads arrive through WhatsApp, Instagram, and web forms — and go cold within hours if no one responds. Xenturia connects your lead capture channels with the CRM and scheduling system, automating first contact, reminders, and follow-up, with the team in control of every important interaction.
Evaluate my lead capture flowThe problem in clinics and aesthetics
Reception handles WhatsApp, calls, social media, and the waiting room at the same time. Leads that arrive outside office hours or when the team is busy don't get a fast response. The CRM falls behind. Appointment reminders are manual and inconsistent. The result is a mix of lost opportunities and administrative burden on the team.
How Xenturia helps clinics and aesthetics centers
We connect WhatsApp Business API, the CRM, and the scheduling system in a coordinated flow. An AI agent manages incoming inquiries: answers frequently asked questions (rates, availability, basic preparation), logs leads in the CRM, and transfers to the team with full context when personalized attention is needed. Appointment reminders and post-service follow-up execute automatically according to rules the team defines.
Example workflow
- 1Lead writes on WhatsApp asking about a treatment or consultation.
- 2Agent responds with basic information (service, duration, public rate) and general availability.
- 3If the lead shows interest, agent suggests time slots or transfers to team with full conversation history.
- 4Receptionist confirms the appointment; agent logs automatically in CRM.
- 5Agent sends appointment reminder 24 hours before, without manual intervention.
- 6Post-service: agent drafts a follow-up message for team review before sending.
Typical integrations
Human control and oversight
No message containing medical information, diagnosis, special conditions, or discounts goes out without team review. The agent qualifies and pre-handles — the medical and administrative team makes the important decisions and has visibility into every conversation.
Operational benefits
- Faster first contact without overloading the reception team
- Fewer missed appointments from lack of reminders
- CRM updated without duplicated manual work
- Real visibility into how many leads convert to booked appointments
- Medical team focuses on care, not administration
- More consistent post-service follow-up
Related service
Frequently asked questions
Does it work with the scheduling system we already use?
Generally yes. We work with Google Calendar, Calendly, and common scheduling systems in the health sector. If you use specialized software, we evaluate the integration before starting.
Can the agent provide medical information or specific treatment details?
The agent handles general questions: what the service includes, duration, basic preparation, availability, and public rates. Any specific medical question or health condition is escalated to the professional team.
How long does implementation take?
For a basic lead capture and follow-up flow, 2–4 weeks. This includes CRM setup, WhatsApp connection, and agent training with your clinic's services.
Do we need to change our management software?
No. The goal is to connect what you already have. If your scheduling system has an API or can export data, we work with that without migration.
What happens if a client asks for a discount or special condition?
The agent escalates to the team. Special prices, packages, or off-rate conditions always require human approval before communicating to the client.
Evaluate your patient lead capture flow
We review how leads arrive and are lost today, and show you what to automate first in your clinic or aesthetics center.