Respond to every missed inquiry in under 60 seconds.
Turn replies into booked consults (or clean handoff).
Works with any existing tools (Jane/Vagaro/Cal). No EMR access.
See response time, booked outcomes, and handoffs in your shared inbox.
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)
Get results in 7–14 days. No long-term commitment required.
Example: “Hi Sarah! Been a while since your last Botox visit. Ready for a refresh? 20% off this month for returning clients.”
Stop lead leakage and no-shows from silently draining your revenue.
Results
If you miss 10 inquiries/week and 2 would have booked, that's ~$2,400/month lost.
We plug the leaks first. Then we optimize.
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.
Add on: 24/7 ai voice coverage (advanced and realistic)
Configurable FAQ + booking. No medical advice, handles escalations.
Result: More revenue to your clinic!
We're not replacing your booking tool; we're organizing the chaos around it.
Your staff stays in Jane/Vagaro/Cal. Medflow just catches and organizes conversations so bookings don't slip.
Shared Inbox
All messages live here. Staff can take over any conversation instantly.
Brain + Guardrails
Automatic routing, intent detection, and compliance-safe messaging.
Ops Dashboard
See what's working. Track response SLA, recovered leads, and booked consults.
What you get weekly: Response SLA, recovered leads, booked consults, no-show saves.
Timeline + Inbox thread + Outcome. Watch how missed inquiries turn into booked consults or clean handoffs.
Lapsed client → gentle check-in → rebooked visit
No appointment in 3+ months
"Miss you! Ready for a refresh?"
Lead replies → tagged "reactivated"
Previous service pre-filled
Linda P.
Source: Reactivation Campaign (Q4)
Assigned to:
VIP Coordinator (Jessica T.)
Hi Linda! It's been a while since your last filler appointment. Ready for a refresh? We have a new promo this month! 💉
10:00 AM
Oh yes! What's the promo?
10:15 AM
20% off filler for returning clients! Valid through end of month. Want to book?
10:15 AM
Absolutely! Next week?
10:17 AM
Perfect! Here's your booking link (your profile is already pre-filled): [link]. Jessica will confirm within 30 min.
10:17 AM
Text or call our demo agent at +1 (343) 308-6660
Experience the full workflow — see how inquiries turn into bookings
SMS-first automations that capture revenue, reduce no-shows, and keep your calendar full.
90+ day lapsed list → check-in → rebook
48h/24h/2h → confirm/reschedule → fewer no-shows
Missed call → SMS in 60s → recovered booking
Form/DM → qualify → route to staff
These are the defaults. We can swap in your clinic's exact flows.
If we can't show the numbers, it doesn't count.
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 your phone goes to voicemail after 5pm, you're losing high-intent calls.
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 (343) 308-6660
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 for minimal PHI / no clinical notes / configurable retention / consent-first messaging. We'll sign an agreement appropriate to your jurisdiction and toolchain.
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. AI never gives medical advice.
All data is encrypted in transit and at rest. Configurable retention periods based on your clinic's policies. We work with Canadian infrastructure where possible.
Our automation handles scheduling and basic FAQs only. Any clinical question is immediately escalated to your team. The system never attempts to provide 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.
Before:
Missed call → voicemail → never returned
After:
Missed call → text in 60s → 2-way thread → booked / staff handoff
What you get:
Carrier/usage costs:
SMS + carrier fees are billed at cost. We cap spend unless you approve more (no surprise bills).
Best for clinics spending on ads that want every inquiry answered.
Book NowEverything in Core, plus reminders, reschedule flows, reactivation campaigns, and review automation.
Best for clinics with a lapsed client list and repeat services.
Includes up to 2,500 inbound threads/month. If you exceed it, we pause non-critical follow-ups until you approve a top-up.
Carrier/usage costs: SMS + voice minutes billed at cost. We cap spend unless you approve more.
Best for clinics with volume and repeat clients to protect retention.
Book NowWhen 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 ($400) + Starter Voice ($300)
→ $700/mo + pass-through
Growth ($600) + Standard Voice ($650)
→ $1,250/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).
Call (+1) 343 324 5201 or email medflow@buonosystems.com