Every consultation enquiry followed up — until it becomes a booked package.
Instant replies to your Meta and Google ad leads, consult-to-package nurturing and multi-session reminders on WhatsApp — consent-first, with zero outcome promises. Built for Indian skin, hair and cosmetic clinics.
Where aesthetic clinics lose revenue they've already paid for
You spend on ads to generate the enquiry. These are the places it quietly dies after that.
Ad leads answered the next day
Someone fills your Instagram lead form at 9pm. Your team sees it at 11am. By then they've enquired with two other clinics and booked the one that replied first.
Price-shoppers who never get a consult
"Laser hair removal ka price kitna hai?" gets a one-line rate card reply — or none. Without a consult booked, the enquiry was just ad spend with a phone number attached.
Package sessions that quietly drop off
Session 3 of 6 gets postponed, nobody rebooks it, and the package stalls. The patient half-finishes, sees half the result, and tells friends the treatment "didn't work".
Consulted, undecided — then forgotten
The consult went well, the patient said "I'll think about it", and your front desk moved on. That decision window closes in days, and nobody was following up while it did.
Before/after photos on personal phones
Patients WhatsApp photos to a counsellor's personal number, with no consent record and no control over where they end up. One careless forward is a privacy incident.
Happy patients, empty review profile
Patients finish a full package thrilled with the result — and nobody ever asks for the Google review. Meanwhile the clinic two streets away asks every single time.
From ad click to completed package
The follow-up rhythm we configure for dermatology, hair transplant and aesthetic clinics.
Ad lead comes in
A Meta, Instagram or Google lead form submission triggers an instant WhatsApp reply — greeting, clinic intro and two or three consult slot options, while the person is still thinking about it.
Without Orbixel: The lead waits in an inbox until morning — and books a competitor tonight.
Questions answered, consult pitched
The AI handles the usual questions — treatment options, indicative price ranges, location, doctor availability — using answers your clinic approves, and steers every chat toward booking a consultation.
Without Orbixel: Price-shoppers get a rate card and disappear.
Consult booked & confirmed
The slot is locked in, a confirmation goes out, and reminders land the day before and a few hours prior — with a one-tap reschedule option so a conflict doesn't become a no-show.
Without Orbixel: Empty consult slots your doctor's time was blocked for.
Decision-window nurturing
After the consult, a gentle sequence keeps the conversation alive — answers to common doubts, what the package includes, payment options — timed over days, with zero pressure and no discount bait.
Without Orbixel: "I'll think about it" becomes "never heard from them again".
Package sessions stay on track
Session-by-session reminders for laser, PRP, peels or transplant aftercare visits, with automatic rebooking prompts when a session is missed — so packages actually finish.
Without Orbixel: Sessions 3 and 4 of 6 silently never happen.
Counsellor handoff when it matters
When a patient wants to negotiate, discuss EMI plans or talk to a doctor, the chat — with full history — routes to your counsellor. An AI voice callback can reach patients who'd rather talk than type.
Without Orbixel: High-value package decisions stall in an unread chat thread.
Review & re-engagement
After the final session, an automated Google review request goes out. Months later, opted-in patients hear from you at the right season — wedding prep, summer skin care — never as a cold blast.
Without Orbixel: Delighted patients leave no trace, and old leads stay dead.
Ad lead comes in
A Meta, Instagram or Google lead form submission triggers an instant WhatsApp reply — greeting, clinic intro and two or three consult slot options, while the person is still thinking about it.
Without Orbixel: The lead waits in an inbox until morning — and books a competitor tonight.
Questions answered, consult pitched
The AI handles the usual questions — treatment options, indicative price ranges, location, doctor availability — using answers your clinic approves, and steers every chat toward booking a consultation.
Without Orbixel: Price-shoppers get a rate card and disappear.
Consult booked & confirmed
The slot is locked in, a confirmation goes out, and reminders land the day before and a few hours prior — with a one-tap reschedule option so a conflict doesn't become a no-show.
Without Orbixel: Empty consult slots your doctor's time was blocked for.
Decision-window nurturing
After the consult, a gentle sequence keeps the conversation alive — answers to common doubts, what the package includes, payment options — timed over days, with zero pressure and no discount bait.
Without Orbixel: "I'll think about it" becomes "never heard from them again".
Package sessions stay on track
Session-by-session reminders for laser, PRP, peels or transplant aftercare visits, with automatic rebooking prompts when a session is missed — so packages actually finish.
Without Orbixel: Sessions 3 and 4 of 6 silently never happen.
Counsellor handoff when it matters
When a patient wants to negotiate, discuss EMI plans or talk to a doctor, the chat — with full history — routes to your counsellor. An AI voice callback can reach patients who'd rather talk than type.
Without Orbixel: High-value package decisions stall in an unread chat thread.
Review & re-engagement
After the final session, an automated Google review request goes out. Months later, opted-in patients hear from you at the right season — wedding prep, summer skin care — never as a cold blast.
Without Orbixel: Delighted patients leave no trace, and old leads stay dead.
Why aesthetic clinics need a different follow-up rhythm
A skin or hair clinic doesn't sell appointments — it sells decisions. Nobody impulse-buys a hair transplant or a six-session laser package. The patient researches, compares prices, asks friends, sits on it, and usually says yes to whichever clinic stayed helpfully present without being pushy. That's a follow-up problem, not a lead-generation problem — and it's exactly what we configure for.
Consult-to-package decision windows
The days right after a consultation are when packages get decided. We build a timed nurture sequence for that window — answering doubts, explaining what's included, covering payment options — so your clinic is present while the patient decides, without a counsellor manually chasing every file.
Session-series reminders with rebooking
Laser, PRP, chemical peels, GFC — the revenue is in finishing the series, and so is the result. Each session gets its own reminder, and a missed session triggers a rebooking conversation automatically instead of a gap your front desk never notices.
Consent-first photo handling
Before/after and progress photos move through your clinic's official WhatsApp channel — never a counsellor's personal phone. Photos are stored only with recorded patient consent, under clinic control, and are never broadcast or reused in marketing without explicit permission.
Counsellor handoff for price & EMI talks
The AI handles logistics and approved answers; it never negotiates. The moment a patient wants to discuss pricing flexibility, EMI plans or clinical details, the conversation routes to your counsellor or doctor with the full chat history attached.
Campaign-to-consult attribution
Every lead is tagged to the ad and campaign it came from, so you can finally see which Instagram campaign produces consults and packages — not just cheap leads that never pick up the phone.
Seasonal re-engagement, opt-in only
Wedding season, summer, Diwali — aesthetic demand is seasonal, and your past enquirers are your warmest audience. We re-engage only patients who opted in, with relevant, infrequent messages — and an opt-out that's honoured instantly.
What consult follow-ups and session reminders look like
Examples only — every template is written around your business and approved by your team before it goes live.
Within 1 minute of a Meta / Instagram ad lead
Hi {{name}}, thanks for your enquiry at {{clinic name}}! 🙏 Dr. {{surname}} and our team would be happy to assess your concern in person. We have consultation slots tomorrow at 11:30am or 5:00pm, or Saturday morning. Which works for you? Consultation fee: ₹{{fee}} (adjusted against any package you take).
WhatsApp ✓✓
Day before session 3 of 6 (Hinglish variant)
Namaste {{name}} ji, aapki laser session 3 of 6 kal 4:30pm ko scheduled hai. 🗓️ Kripya session se 24 ghante pehle area shave kar lein aur sun exposure avoid karein. Agar time change karna ho toh bas yahan reply karein — hum reschedule kar denge. — {{clinic name}}
WhatsApp ✓✓
4 days after consult, patient still undecided
Hi {{name}}, it was lovely meeting you at {{clinic name}} last week. No rush at all — just wanted to share that Dr. {{surname}}'s notes from your consult are ready, and we're happy to answer any questions about the plan, sessions or payment options (including EMI). Whenever you're ready, we're here. 🙂
WhatsApp ✓✓
3 days after the final package session
Hi {{name}}, congratulations on completing your {{treatment}} package with us! 🎉 We hope you're happy with your experience at {{clinic name}}. If you have a moment, a Google review would mean a lot to our small team: {{review link}}. Thank you for trusting us with your care.
WhatsApp ✓✓
The system behind it
Five modules, configured around your workflow — use one or all of them.
Keep the tools you already use
We connect via APIs, webhooks or exports where the tool allows it. Names are trademarks of their owners; no partnership implied.
Built for how your industry is regulated
The rules below may apply to your business. We configure workflows with them in mind — this is not legal advice.
No outcome promises, ever
Results vary by individual, and our message templates reflect that. The AI never gives medical advice and never makes claims about treatment results — clinical claims come only from your doctors, in conversations the AI hands off.
ASCI advertising self-regulation — may apply
Advertising Standards Council of India guidelines on cosmetic and aesthetic claims may apply to your ads and messages. We keep all message copy within the claims your clinic approves, and nothing goes out that you haven't signed off.
DPDP Act 2023 — may apply
Patient contact details and photos are personal data. We build consent-first flows: recorded opt-ins, purpose-limited use, and deletion on request. Before/after photos are stored only with explicit patient consent.
WhatsApp Business policy
All messaging runs on the official WhatsApp Business Platform with approved templates and opt-in contacts only — which also protects your clinic's number from being reported and blocked.
This is general information, not legal advice. Your clinic's specific obligations depend on the services you offer and the claims you make — we configure messaging to your approved policies.
From first call to live system in about a week
Free audit
We review how enquiries are handled today and show you exactly where people drop off.
Workflow blueprint
A one-page map of your journeys — messages, timings, routing rules — agreed before we build.
Build & go-live
Standard setups are live in about 7 days. Done for you, tested with your team.
Optimise monthly
We review transcripts and drop-off points every month and tune the workflows.
AI Automation + CRM system from ₹41,999
One-time setup. No per-seat fees.
- One-time setup: WhatsApp AI agent, AI CRM and workflows configured for your business
- Monthly running fee based on your message/call volume — typically ₹3,000–₹8,000/month
- Paid 2-week pilot at ₹15,000 — credited toward setup if you proceed
Frequently Asked Questions
Within about a minute of the lead form submission, any hour of the day. The reply greets the person, answers the first obvious questions and offers real consultation slots. That speed matters because aesthetic enquirers typically contact two or three clinics — the first helpful reply usually gets the consult booking.
With price guidance your clinic approves in advance — typically a range, plus the reason a proper quote needs a consultation. The goal is never to win the price argument in chat; it's to convert the question into a booked consult, where your doctor and counsellor take over. Messages are honest about ranges varying after assessment.
Yes — this is one of the main reasons aesthetic clinics come to us. Each patient's package is tracked session by session, reminders go out before every visit with your clinic's prep instructions, and a missed session automatically triggers a rebooking conversation. Your front desk stops maintaining rebooking lists by hand.
Photos come through your clinic's official WhatsApp channel, not a staff member's personal number, and are stored only with recorded patient consent. They are never broadcast, never reused in marketing without explicit permission, and access to conversation history is role-based. Your clinic controls the data and can export or delete it.
No. Our templates make no outcome promises — results vary by individual, and the copy says so where relevant. The AI never gives medical advice; clinical questions are routed to your doctors. All message wording is approved by your clinic before anything goes live.
Yes. We're not a clinic management system and we don't replace yours. Orbixel handles the conversations, reminders and follow-ups that happen around your software, connecting via API or exports where the tool allows it. Practo listings and bookings continue exactly as they do today.
Standard setups go live in about 7 days — we configure everything for you. Pricing starts at ₹41,999 one-time setup, plus a monthly running fee that depends on message and call volume, typically ₹3,000–₹8,000 per month. If you'd rather test first, a paid 2-week pilot is ₹15,000, credited toward the setup fee if you proceed.
Yes — a single, well-timed request after a completed package or a visit the patient was happy with, with a direct link to your Google profile. No nagging sequences and no fake or incentivised reviews. Consistent, honest asking is what steadily builds a review profile.
Have a different workflow in mind?
Related pages & tools
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Get a free WhatsApp workflow audit — we'll review how your clinic handles enquiries today and show you exactly where consults and packages are slipping away.