AI Retention Engine
Nobody cancels a relationship with a clinic — they just stop booking. The retention engine notices, reaches out at the right moment, and turns lapsed patients back into filled slots.
Built for aesthetic clinics and medical practices · Runs on the patient data you already have · Live in ~4 weeks
Watches
It tracks treatment intervals per patient and per service, so a filler patient at month five and a facial patient at week seven are both caught at the right moment — not on a blanket 90-day rule.
Reaches out
Messages reference what they actually had done and when it's due, in your clinic's voice, over the channel they respond to. No database-wide discount emails.
Rebooks
The message carries live availability, so re-engagement finishes as a booking rather than a conversation your front desk has to chase.
Backfills
When someone cancels, it works the waitlist automatically instead of leaving an injector idle for an hour.
Generic reminder tools fire on a fixed interval. Retention works when the timing matches the treatment cycle and the individual patient's history.
We integrate with your practice management system so the outreach knows what they had, who did it, and what comes next.
The default play is relevance and timing, not price. Discounting is a lever you choose to pull, not the only message the system knows.
Every rebooking is attributed, so you know what the system returned rather than guessing at 'engagement'.
Week 1
We map treatment cycles, define what 'lapsed' means per service, and agree the tone and channels for outreach.
Week 2–3
We connect your practice management system, build the sequences, and dry-run them against your historical data before a single patient hears from it.
Week 4
It starts with your lapsed list, then runs continuously. You get a monthly report of bookings and revenue it recovered.
5×
cheaper to rebook a patient than acquire one
$1,200+
typical lifetime value of one patient
90 days
how long a lapse usually goes unnoticed
You already paid to acquire every one of these patients. Recovering a fraction of them is the cheapest revenue in the practice.
A good fit
Not a fit
We'll size the opportunity from your own numbers on a free 30-minute call.
It needs treatment history to work — that's what makes the outreach relevant rather than spam. We scope access to the minimum the system needs, encrypt it in transit and at rest, and log every access. We'll walk your compliance lead through the architecture first.
The failure mode we design against is over-messaging. Frequency caps, quiet periods and one-tap opt-out are built in, and the timing is tied to their treatment cycle so the message lands when it's genuinely useful.
No — that's the trap. The default sequences lead with timing and relevance. You can add offers, but the system doesn't need them to work, and leaning on them trains patients to wait for the next one.
We integrate with the practice management tools clinics actually run — Boulevard, Zenoti, Mindbody, Vagaro, Mangomint, Jane App, Aesthetic Record, PatientNow and others with an API.
Every rebooking traced back to a retention message is attributed, and you get a monthly report showing bookings recovered and revenue against the cost of the system.
It's scoped within an AI Build ($15K–$75K depending on integrations), often alongside the AI Receptionist. The AI Audit will tell you whether retention or the front desk is your bigger leak.
Not because they're unhappy. Because nobody asked.