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For aesthetic clinicsThe doctor has time for the patient. The clinic’s paperwork, dates and numbers look after themselves
We have described 22 solutions covering the whole patient journey: from an Instagram message at 10:40 p.m., through the questionnaire, consents and photos before the treatment, to product batches, doctor payouts and a finance agent the owner talks to in Teams. Each one is a separate, small deployment on Microsoft 365, which most clinics already have.
One rule across every solution
Medical decisions belong to the doctor. A robot can take everything else off the team.
The robot does not decide eligibility for treatment, judge contraindications, answer health questions or assess photos and results. It takes retyping, date-watching and document-hunting off people, so the doctor and reception have time for the patient.
What automation takes over
- Retyping details, forms and batch numbers
- Watching dates: visits, series, follow-ups and expiry
- Finding consents, photos and documents
- Calculating takings, packages and doctor payouts
- Reports for the owner without spreadsheets
At a glance
Cut for a clinic, not for a corporation
We described every solution on a model clinic with three treatment rooms and five doctors and cosmetologists. The figures in the descriptions are illustrative, and the calculator on each page lets you enter your own.
Stage 1 · First contact and preparation
Before the patient sits in the chair
A clinic loses most patients before it ever sees them: in an unanswered call, in a message nobody replied to, in paperwork missing at the chair.
A question about the price of lip contouring arrives at 10:40 p.m. and waits until morning, and the patient has asked three clinics. AI drafts a reply from your price list and free consultation slots, reception approves it with one click, and health questions always end with an invitation to a consultation.
See the solution Customer serviceMissed calls returnedReception is with a patient, the phone rings for the third time, and the caller books wherever someone answered. Two minutes after a missed call an SMS with a booking link goes out, and the number waits in a call-back queue in Teams until someone ticks off the conversation.
See the solution Sales & marketingAppointments confirmed, freed slots refilledA laser appointment cancelled at the last minute means an empty room and an expensive device standing idle. The robot offers the freed slot to people on the waiting list, and the first to click gets it.
See the solution Customer servicePre-treatment questionnaire and preparationA questionnaire on your template arrives online two days before the visit, together with pre-treatment instructions written by your doctors. The doctor walks into the room prepared, and the decision on eligibility stays with him alone.
See the solution Legal & complianceTreatment consents complete before the procedureAfter booking, the patient receives the consent that fits her treatment for electronic signature, and reception sees the list of gaps a day ahead. A missing page no longer comes to light at the chair.
See the solution Operations & qualityReception on a tablet instead of a clipboardThe patient checks in with her phone number, confirms her details and signs consents on screen, and the robot saves everything to the system. Reception retypes not a single field, and the treatment room knows the paperwork is complete.
See the solutionStage 2 · Treatment and care
Treatment, aftercare and the next visit
This is where it is decided whether the patient comes back. Records must be flawless, and aftercare cannot depend on whether someone remembered.
A photo from the clinic tablet reaches the patient record by visit code, and nothing stays on the device. At the follow-up the doctor has before and after side by side, and only photos with separate consent can be published.
See the solution Legal & complianceProduct batches linked to each treatmentThe assistant photographs the label, and the robot reads the batch and expiry date and stores them with the visit. When a manufacturer issues a batch notice, the patient list is ready in minutes, and the doctor decides on next steps.
See the solution Customer serviceAftercare and the follow-up visitInstructions for the specific treatment arrive by SMS and email, the follow-up is offered according to the clinic’s protocol, and a few days later the patient gets a short question about how she feels. Every sign of concern goes straight to the doctor in Teams.
See the solution Sales & marketingTreatment series reminded on timeThe doctor records the series plan at the first treatment, and the robot offers the next sessions at the dates in the plan. An interrupted series does not vanish in silence; it reaches reception as a call to make.
See the solution Customer serviceGoogle reviews after every visitEvery patient receives the same polite request for a review after her visit, with no filtering of who gets it. Critical comments also go to the manager, so someone calls and sorts the matter out.
See the solution Finance & accountingTreatment packages settled to the endA five-treatment package sold in March, three used, two hanging. Every package has a session register, the patient is reminded of unused sessions, and the owner sees the prepayment balance.
See the solutionStage 3 · Behind the scenes
Products, deadlines and the schedule
The patient does not see this until something fails: an expired vial, an overdue laser service, a doctor nobody covered for.
Usage comes off stock straight from treatments, what expires first goes first, and the order waits for approval in Teams. The fridge temperature is watched around the clock, with an alert to the person on call.
See the solution Legal & complianceThe clinic’s deadlines under controlAutoclave validation, laser servicing, the liability policy and staff check-ups in one register with advance reminders. The supporting documents sit with each item, ready to show.
See the solution HR & peopleThe schedule for doctors, rooms and devicesThere is one laser, the doctor sees patients on Tuesdays and Thursdays, and the cosmetologist needs cover. The schedule watches people, rooms and devices at once, and cover is offered without calling round everyone.
See the solutionStage 4 · Money and numbers
The clinic’s money under control
A clinic’s revenue is created in several systems at once. Robots reconcile them every night, and in the morning the owner sees one picture instead of five.
A Mother’s Day voucher sold online, printed twice, redeemed once, probably. Every voucher has a unique code, reception verifies it in a second, and the accountant gets a monthly summary of sold, redeemed and expired ones.
See the solution Finance & accountingDaily takings reconciled every morningThe till, the terminal, the clinic system, package prepayments and instalments are five truths about the same day. Every night the robot reconciles all sources, closes matching days without a word and reports only the differences in Teams in the morning.
See the solution Finance & accountingProduct invoices to the accountant without the binderInvoices from wholesalers and suppliers arrive by email and on paper, and on the fifth of the month the accountant asks about the missing ones. The robot gathers them in one place, reads the key fields and sends the office a complete package.
See the solution Finance & accountingDoctor payouts per treatmentEach doctor’s payout rules written down once, and the statement calculates itself from treatments and actual product cost. The doctor sees every line with its rule, and the owner only resolves comments and approves.
See the solution Management & planningThe owner’s morning report in one messageAt 7:30 one message in Teams: yesterday’s visits and takings, today’s free slots, the account balance, invoices due and products running low. Instead of logging into three systems and calling reception.
See the solution Management & planningRoom and device utilisation every weekOnce a week the owner sees room and device utilisation hour by hour. It shows where the laser stands idle and where hours are short, before the decision on another doctor or device is made.
See the solutionFinance agent in Teams
The owner asks about numbers as she would ask a person. The answer arrives within a minute, with its source.
An AI agent in Microsoft Teams has read access to the clinic system, the books in the accounting system such as Comarch Optima or iFirma, the bank and the registers kept by the robots. It answers in conversation, builds reports on request and sends the key numbers by itself every morning.
The limits are firm: the agent reads and reports, books and pays nothing, sees no medical records or patient names, and leaves tax matters to the accountant.
Illustrative example · figures made up for the conversation
Where to start
Five steps in the order that pays back fastest
Confirmed appointments and the waiting list
The fastest visible money: every refilled slot is a treatment that would otherwise have been lost.
Questionnaire, preparation and consents before the visit
A calmer reception, a doctor who walks in prepared, and visits that start on time.
Missed calls and one inbox
More booked consultations from the same traffic, without adding a reception post.
Product batches linked to treatments
Order that pays off in stock, in doctor payouts and in the owner’s numbers.
The finance agent with the morning report
Last, because it gives most once it has data from the robots above.
Each step is a separate deployment measured in weeks. You can stop after the first and add the next once the first is working.
Data and security
Health data needs more than a promise
A clinic processes special-category data, so the data scope of every solution is minimal and agreed with you, and medical records stay where you keep them today.
- Data stays in your Microsoft 365 tenant
- The robots run in the EU region of UiPath Automation Cloud
- Every entry, message and agent answer has an audit trail
- Care communication kept apart from marketing, each on its own consent
- The clinic writes the content about its services, not the robot
The clinic website
A website that does more than look good: it takes the patient further
We also build company websites on subscription: we design, launch and run the site, and you request changes by ordinary email. When you are ready, we connect it to the solutions on this page, for example the consultation form to the reception queue, or online voucher sales.
- Design and launch in the clinic’s colours
- Content changes by ordinary email, with a preview before publishing
- Hosting, SSL certificate, backups and monitoring included
- No setup fee, billed monthly
Common questions
Questions we hear from clinic owners
No. We connect to the system you use through an export or an interface, where the system provides one. The scope depends on the system, and we check it at the start, before we build anything.
No. Eligibility for treatment, assessing contraindications, photos and results, and answering health questions belong to the doctor alone. The robot organises data and watches dates, and passes every sign of concern to the doctor.
The solutions on this page are quick-win deployments: one usually takes a few weeks, including a two-week parallel run. Most of the time goes into decisions on the clinic’s side, such as consent templates or payout rules.
We prepare a quote after a short conversation and a look at your systems, separately for each solution. Every description has an economic model of the model clinic and a calculator where you can enter your own figures before we even talk.
Yes, and we usually recommend it: one solution, a parallel run, first results, and only then the next. Later deployments go faster because they reuse the same connections and registers.
Pick the one solution that hurts most today. We will add the rest once the first is working.
Tell us about your clinic in a quarter of an hour: how many rooms, which clinic system, what takes the most time today. We will send back a proposal for the first deployment and the arithmetic on your numbers.
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