Your patients are already reaching out. Make sure every one of them hears back.
Patient Concierge puts every inquiry in one inbox, answers it in seconds, and keeps alerting your team, from front desk to owner, until someone follows up.
- HIPAA-enabled, with a BAA signed before any patient data flows
- Plans from $497 a month, set up for you
- Built for medical, wellness, longevity and med spa clinics
- Source
- Website chat
- Service
- New-patient visit
Demo clinic and patient. Real screens are in the demo.
Leads don't disappear. They go somewhere else.
Most clinics don't have a marketing problem. They have a follow-up problem, and it's invisible until you look for it.
Five inboxes, nobody owns all five
Website forms, chat, texts, social messages and voicemail each live somewhere different, some of them on personal phones.
After hours, nobody answers
A patient who reaches out at night waits until morning. The clinic that answers first is usually the one they book with.
Leads sit, and nobody notices
There's no record of who was contacted, when, or by whom. A lead can go untouched for weeks.
Good. Patient Concierge doesn't replace your front desk. It makes sure nothing slips while they're on the phone, with a patient, or off for the night.
How it works
Every inquiry follows the same path, so no patient depends on someone remembering.
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Capture*
Website form, website chat, texts, email, Facebook, Instagram, TikTok and your Google text button land in one inbox. Every lead is stamped with its source, location and service.
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Answer*
An AI assistant replies in seconds, day or night. It says it's automated in its first message, never gives medical advice and hands anything clinical to your team.
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LeadLock
Your front desk is alerted the moment a lead lands. If nobody answers, the alert climbs to the manager, then the owner, until someone owns it.
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Track
One board, six stages, open leads only: new, contacted, engaged, booked, no-show, undecided. Owners see where every patient stands.
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Follow up
No-shows get a friendly invitation to rebook. Patients who said "I'll think about it" get two weeks of follow-up written for their service.
It's upfront about being automated, answers instantly while your competitors are closed, and hands off to a real person on your team.
* Works on every channel your team connects. Social accounts are linked inside the platform by your team, using your own logins.
LeadLock: someone always owns every lead
If a new lead sits, the alert climbs from front desk to manager to owner. Everyone already alerted is alerted again at each step, so nobody wants the next person pulled in.
- Immediately
- Front desk
The lead lands. Your front desk gets a text, an email and an in-app alert.
- 30 minutes
- Front desk
Still unanswered. The front desk is alerted again.
- 1 hour
- Front desk
- Manager
The manager is pulled in. The front desk sees that happen.
- 2 hours
- Front desk
- Manager
- Owner
The owner is pulled in. Everyone stays in the loop until someone answers.
Alerts go out by text, email and in-app notification at every step. The clock runs during your office hours. After-hours leads get the AI reply right away, and their clock starts when you open. Escalation stops the moment someone moves the lead forward.
Six stages, open leads only, and alerts that come to your staff. It works even on days nobody opens the board.
Two sides of the same moment
What your patient sees on her phone, and what your team sees on the board.
Your patient: Maria messages your website chat asking about a new-patient visit. Your office closed hours ago.
Your team: A lead card appears on the board: website chat, new-patient visit, your location.
Your patient: She gets a reply in seconds from your automated assistant, which says who it is and that the team will reach out in the morning.
Your team: The AI conversation is attached to her record, so whoever picks it up has the whole story.
Your patient: Nothing yet. She is still deciding where to go.
Your team: Office hours start. LeadLock alerts the front desk, and the clock starts running.
Your patient: Your front desk texts her. Your clinic's name comes first, with no health details on her lock screen.
Your team: The card moves to Contact Attempted, then Engaged. Escalation stops.
Your patient: She books, by phone, in your EHR like always.
Your team: The card moves to Booked. If she misses the visit, rebooking messages start on their own.
Works alongside your EHR
Keep booking where you book today. Patient Concierge handles everything before and around the booking.
There's no EHR migration and no double entry of clinical records. Your EHR stays the clinical record; Patient Concierge manages the inquiry, the follow-up and the reasons to come back.
Built for healthcare from the first text
Clinic owners worry about HIPAA, texting rules and AI. Here's what's in place on every plan.
HIPAA-enabled account
Encryption, enforced two-step login and audit logging. Patient conversations live here, not on personal phones.
A signed BAA
We sign a Business Associate Agreement with every clinic before any patient data flows.
Carrier-registered texting
Your texting number is registered with US carriers, so messages reach patients instead of spam filters.
Consent and opt-out
Patients opt in on your forms, and one reply of STOP takes them out of every automated message.
No health details in texts
Automated texts open with your clinic's name and never name a condition, medication or treatment.
AI that discloses itself
The assistant tells patients it's automated and hands clinical questions to your team.
Three promises
- We never use your clinic's name or patient data in our marketing.
- Nothing sends without your approval.
- Every alert is tested monthly.
Automated texts never contain health details, your number is carrier-registered, and we sign a BAA before any patient data flows.
One saved patient pays for the month. Every patient after that is profit.
Three plans, published prices, no sales pitch required. Each plan includes everything in the one before it.
Plus a one-time setup fee, usage at published rates and sales tax. Three or more locations? Book a call.
We set it up. You don't configure anything.
Every plan is white-glove: built, tested and handed to your team ready to use.
We build your account
From a proven template, with your locations, staff, routing and alert contacts loaded.
We connect your channels
Website form and chat installed, texting number registered, and social accounts linked by your team with your own logins.
You approve every message
You sign the BAA and approve the AI greeting and every automated message before anything sends.
We test every alert live, then train your team
Every alert on every channel, before go-live and again every month. Then a walkthrough for your staff.
Questions clinic owners ask
We already have a receptionist. Why do we need this?
It doesn't replace her. It makes sure nothing slips while she's on the phone, with a patient, or off for the night. The AI answers first, and LeadLock makes sure a person on your team follows up.
Is texting patients HIPAA-safe?
Automated texts never contain health details and always open with your clinic's name. Your texting number is registered with the carriers, patients opt in and can opt out with one reply, and we sign a Business Associate Agreement (BAA) with every clinic before any patient data flows.
We book appointments in our EHR. Does that change?
No. Keep booking where you book today. Patient Concierge handles everything before and around the booking: the inquiry, the reply, the follow-up and the reminders to come back. There's no EHR migration and no double entry of clinical records.
What else will I pay besides the subscription?
Usage (texts, calls, email and AI) is billed separately at our published usage rates, and sales tax is added. That's it.
Does it work for multiple locations?
Yes, on every tier. Each location gets its own routing, so its leads go to its own front desk, manager and owner, and owners see per-location and combined numbers. One or two locations can buy online; three or more, book a call.
If one patient a month slips through, you're already paying for Patient Concierge. You just aren't getting it.
See it working on a demo clinic, or pick a plan today.