Works with your existing booking tool. No extra front-desk hires.
2-way Text-back in 60 seconds (missed calls + DM's or forms)
Booking link / FAQ sent automatically or staff can manually send anything
Custom Reminders + reactivation messages to reduce no-shows and bring back old clients
Optional: 24/7 voice coverage for after-hours + overflow (premium add-on)
Built for busy medspa and aesthetics clinics doing roughly 50–500+ bookings a month in Toronto, Vancouver, Montreal, and Ottawa.
Medflow Brain (guardrails + ROI tracking)
Stop lead leakage and no-shows from silently draining your revenue.
Results
Every missed inquiry is potential missed revenue.
Ask yourself, if a ready-to-book customer is missed and goes somewhere else, how much is my clinic losing?
Or simply search: "how much do med spas lose each month from missed leads"
You get the idea.
Without MedFlow
— money slipping through the cracks
Answer a few quick questions in your head. If you don't like the answers, there's probably money on the table.
“On a busy day, how many calls ring out, go to voicemail, or get picked up late?”
“Out of 10 website inquiries or Instagram DMs, how many actually end up booked?”
“What's your current no-show rate for consults and first-time visits?”
“How many 'I'll call you back' people never come back at all?”
Leads sit in the inbox for hours
CommonDMs, forms, and missed calls stack up while your team is in treatment rooms. Those leads go to competitors.
No one has time to chase no-shows
$$ LostConfirmations and reschedules get handled ad hoc, so empty chairs become normal.
Old patients forget you exist
Past guests sit in your CRM with no structured check-ins.
Reviews only happen when someone remembers
Google reviews trickle in even when the clinic is genuinely busy and loved.
With MedFlow in the background
— leaks turn into booked visits
All of this runs around your existing booking system (Jane, Vagaro, etc), so you get more booked visits from the same staff and marketing budget.
New leads get a text within 30 seconds
Every call, DM, or form gets an instant SMS so fewer ready-to-book patients slip away.
Automatic confirmations and reminders keep no-shows low
Policy-aware flows handle confirmations and reschedules consistently.
Lapsed patients get gentle check-ins
Structured reactivation campaigns turn old lists into extra bookings.
Happy patients get routed to Google Reviews
Feedback-first flows nudge satisfied patients to leave 5-star reviews.
Optional: AI receptionist for after-hours calls
A trained voice agent answers questions and books consults when you're closed.
We're not replacing your booking tool; we're organizing the chaos around it.
Where staff works
Where staff works.
Rules + Guardrails
Rules + guardrails (keeps conversations on track).
Analytics + Proof
Proof + visibility.
SMS-first automations that capture revenue, reduce no-shows, and keep your calendar full.
Hi! Sorry we missed your call. Would you like me to send you the booking link, or do you have a quick question?
Send booking link
Perfect! Here's your booking link: medspa.link/book/123abc
Staff can jump in anytime from the shared inbox (same thread).
Real examples of how leads turn into conversations, conversations turn into bookings, and everything lands in your shared inbox.
The flagship: Turn every missed call into a 2-way SMS conversation
Caller hangs up or VM triggers
"Hi [Name], saw you called..."
Intent captured automatically
Based on service + availability
Sarah M.
Source: Missed Call
Assigned to:
Round-robin (Maria C.)
Hi Sarah! I saw you called a few minutes ago. I'm here to help—what did you need?
2:01 PM
Hi! I wanted to ask about Botox pricing and when you're available this week
2:03 PM
Great! Botox starts at $12/unit. Most clients need 20-40 units. We have openings Wed & Fri. Would you like to book a free consult?
2:03 PM
Yes! Wednesday works
2:04 PM
Perfect! Here's your booking link: [link]. Staff will confirm within 30 min.
2:04 PM
Round-robin to available staff
By service line (Botox → Injector A, Laser → Coordinator)
After-hours goes to "Next Day Queue"
Text or call our demo agent at +1 (647) 493-3554
Experience the full workflow — see how inquiries turn into bookings
See today's performance, AI vs human booking rates, cost per booking, and call summaries at a glance. Examples of different views below.
Dashboard Preview
View full interactive dashboard on desktop
Avg reply time
All channels
No-show rate
Reactivated Rev
from dormant patients
New Reviews
Full dashboard includes:
💻 Switch to desktop or tablet for the full interactive experience
Calls are handled by a voice receptionist, and everything lands in your shared inbox—recording, transcript, tags, and outcome.
If it can't confidently book, it routes to staff with context.
No clinical advice. Pricing/availability rules only.
Every call shows up as a conversation + lead in shared inbox.
"Hi, I want Botox pricing and soonest appointment"
Intent: booking + pricing
Booking attempted
Contact
Sarah Mitchell
Tags
Outcome
Booked: Wed 4:00pm
Pipeline
New Lead → Booked Consult
Attachments
Call our demo agent at +1 (647) 493-3554
Try booking a mock consult (Botox / filler / microneedling) — you'll hear the receptionist in action
See how everything works together in under 2 minutes
Privacy-first and CASL-aware
Designed to support Canadian clinic privacy requirements. We minimize data: no treatment notes, only booking logistics and consented messaging.
We only store logistics data: name, phone, appointment time, service type. All clinical notes, treatment records, and medical history stay in your EMR/booking system where they belong.
We don't access or store clinical information. Our system handles appointment logistics, follow-ups, and reminders — not clinical data.
All data is encrypted in transit and at rest. We can configure data handling based on your clinic's requirements and work with Canadian infrastructure where possible.
Our AI voice agent is trained to handle scheduling and basic FAQs only. Any clinical question is immediately escalated to your team — the AI never attempts medical advice.
Our booking forms include explicit opt-ins for SMS. We separate transactional updates from marketing blasts.
We route feedback intelligently. Happy patients go to Google; unhappy ones come to you internally. No "review gating" tricks.
We minimize and control what data leaves your booking system. No access to clinical records required.
We never ask for EMR access to get started.
Medflow works alongside your existing systems — we don't replace them or require deep integration into clinical records.
Go live in days. We plug into your current booking system and prove response + capture fast.
Everything you need to know about the product and integration.
Have a question not listed here? Contact our support team
Clear setup fees + predictable monthly retainers. Prices in CAD.
Monthly = Package + (Optional Voice Add-On)
Our Guarantee:
First 7 days are free. If we don't capture and respond to eligible missed inquiries within 60 seconds (SLA), you don't pay.
In our strategy call, we'll discuss: How many potentially missed leads for my clinic saved by MedFlow amount to the cost of purchase? That's our value.
Missed calls, forms, and DMs turn into 2-way SMS threads in your shared inbox.
Caps included:
1 location · 1 calendar · 3 workflows · 1,000 conversations/mo
Pass-Through Fees:
If you ever go over, we can add a top-up for you. Top-ups available.
Best for clinics spending on ads that want every inquiry answered.
Book Audit CallEverything in Core, plus reminders, reschedule flows, reactivation campaigns, and review automation.
Caps included:
1 location · 1 calendar · 6 workflows · 2,500 conversations/mo · 2 reactivation segments
Pass-Through Fees:
If you ever go over, we can add a top-up for you. Top-ups available.
Best for clinics with volume and repeat clients to protect retention.
Book Audit CallWhen pricing changes: Multi-location, multiple calendars/providers, or custom integrations require an add-on or change order.
Add this to any package · After-hours + overflow calls turn into booked consults or clean handoffs.
Minutes = combined talk-time + AI processing · Overage billed at $0.50/min
Starter
300 minutes included
Good for: Testing after-hours coverage
Standard
600 minutes included
Good for: Full after-hours + overflow
Extended
1,000 minutes included
Good for: High-volume multi-location
All bundles include:
Example monthly totals (Package + Voice):
Core ($850) + Starter Voice ($800)
→ $1,650/mo + pass-through
Growth ($1,450) + Standard Voice ($1,600)
→ $3,050/mo + pass-through
1. All prices in CAD + applicable taxes. Fixed pricing includes stated caps; additional locations, providers, workflows, or volume require add-ons (see details above).
2. "Eligible inquiry" (for SLA) = inbound missed call, web form, or DM during defined business hours. Excludes spam, wrong numbers, or out-of-scope inquiries.
3. Voice Receptionist scope: booking + intake + handoff only. No clinical advice, no treatment recommendations, no pricing quotes. Minutes = talk-time + AI processing (typically 1.2–1.5x actual call duration).