Case Studies
MedSpa group: intake-to-booking agent cut response time 92%
A South Florida MedSpa group was losing high-intent leads overnight because inbound inquiries piled up until front-desk staff started shifts. We built an agent that qualifies, books, and pre-populates the chart 24/7.
The challenge
Inbound inquiries via web, Instagram DMs, and phone were reaching a shared inbox that only got worked during business hours. Analysis showed that leads that received a response inside 15 minutes booked at 4x the rate of leads that waited more than 6 hours. With a 60% share of inquiries arriving evenings and weekends, the practice was losing an estimated $18K–$30K per month in preventable no-conversions.
Our approach
We shipped an intake agent in the Agentic Workflow Sprint format. It listens on all three channels, qualifies the inquiry against service, insurance, and scheduling constraints, offers matching slot options, books directly into the PMS, and creates the chart entry. When it hits its escalation criteria (clinical questions, complex cases, VIP flags), it hands off cleanly to a named human. Every conversation is logged with an audit trail the practice manager reviews weekly.
The outcome
Live in production in 8 weeks. Response time on new inquiries dropped from a median of 4h 20m to 20 seconds. Booked-consultation rate on inbound leads lifted 34% in the first full month. Front-desk staff time reclaimed for in-clinic patient service.