AI Receptionist for Med Spas That Answers 24/7 and Books Consultations
Heyfon answers calls and WhatsApp enquiries, handles your practice-approved pricing and treatment questions, and books consultations straight into your calendar. Your front desk stays covered while your team is in treatment.
See how Heyfon works
A short product walkthrough. Heyfon answers the enquiry, handles your approved FAQs, checks availability and books the consultation.
From treatment enquiry to booked consultation
A typical after-hours enquiry, handled end to end while the clinic is closed.
9:03 PM
Enquiry comes in
A prospective client calls after seeing your ad. The clinic closed at 6 and nobody is at the desk.
9:04 PM
Approved questions answered
Heyfon answers from the pricing and treatment information you approved: what the treatment involves, what it costs, what to expect at a consultation.
9:05 PM
Enquiry qualified
It captures the treatment of interest, whether they are a returning client and how soon they want to be seen.
9:06 PM
Availability checked and booked
Heyfon checks live calendar availability, respects your notice period and books the consultation.
9:06 PM
Confirmation sent
The client gets an SMS or WhatsApp confirmation before they put the phone down.
You open tomorrow with a booked consultation and the full enquiry recorded, instead of a voicemail that was never left.
Illustrative example of a configured Heyfon assistant, not a recording of a specific customer.
The Challenge
Staff cannot answer while they are with clients
Calls keep arriving during consultations and treatments. When nobody picks up, that prospective client often just calls the next clinic.
After-hours and weekend enquiries
Clients research and book outside working hours. Your desk is unstaffed and voicemail loses most of them.
Repetitive questions consume the front desk
Pricing, availability, preparation and rescheduling questions interrupt the team throughout the day.
Follow-up slips when the clinic is busy
Enquiries that need a callback wait until someone has a free moment, by which point the client has often booked elsewhere.
How Heyfon Helps
24/7 call answering
Every call answered on the first ring, including evenings, weekends and while your team is in treatment.
Practice-approved FAQs
Teach Heyfon your approved answers on pricing, availability and preparation. It answers from your information, not its own.
Consultation booking
Books, reschedules and cancels against live calendar availability, respecting your notice periods.
Escalation to your team
Anything needing clinical judgement is routed to your clinicians instead of being answered by the assistant.
Multilingual conversations
Serve clients in 50+ languages without hiring separate multilingual reception cover.
Confirmations and reminders
Automatic SMS, WhatsApp or email confirmations and appointment reminders to reduce no-shows.
Real Use Cases
After-hours treatment enquiry
A prospective client sees your ad in the evening and calls. Heyfon answers your approved pricing questions and books a consultation for the morning.
Call arrives during a treatment
A new client calls while your team is with someone. Heyfon answers, handles the routine questions and books their first appointment.
Rescheduling without interrupting the desk
An existing client needs to move an appointment. Heyfon finds the next suitable slot and updates the calendar.
Appointment reminder
The day before, Heyfon sends the confirmation and any preparation information you have approved for that treatment.
A caller who prefers another language
The conversation continues in the language the client is most comfortable in, and the confirmation is sent in the same language.
Frequently Asked Questions
How does an AI receptionist work for a med spa?+−
Heyfon answers your clinic's calls and WhatsApp enquiries with a natural conversation. It answers routine questions from the information you have approved, captures the treatment of interest, books the consultation into your calendar and sends the confirmation.
Can Heyfon answer calls after hours and at weekends?+−
Yes. Heyfon answers 24/7, which is when a large share of aesthetic enquiries arrive. It books straight into your calendar so the consultation is confirmed before you open.
Can it book, reschedule and cancel appointments?+−
Yes. Heyfon works against your live calendar availability and respects your opening hours, notice periods and double-booking rules.
Can it answer questions about treatment pricing?+−
Yes, from the price list and service menu you give it. Heyfon quotes your approved pricing rather than estimating, and you control exactly what it is allowed to say.
What happens when someone asks a medical or clinical question?+−
Heyfon handles practice-approved information and routine front-desk questions. It does not provide medical advice, diagnose, or assess whether a treatment is suitable for someone. Questions that need clinical judgement are routed or escalated to your team instead of being answered by the assistant.
Can Heyfon speak multiple languages?+−
Yes. Heyfon supports 50+ languages, including Arabic, and callers can switch language mid-conversation.
Can Heyfon handle WhatsApp enquiries?+−
Yes. Heyfon works across phone, WhatsApp and a website voice or chat widget, so enquiries from any of those channels reach the same assistant.
How does Heyfon learn about my clinic?+−
You import your website, upload your price list and documents and add the questions clients actually ask. Heyfon also flags questions it could not answer, so you can close the gaps over time.
How long does setup take?+−
Most clinics are live the same day. You teach the assistant, connect your calendar, test it yourself, then point your number at it. No engineers and no call scripting.
Never lose a med spa booking
Call yourself and hear exactly what a client hears at 9pm. No signup, no card, no sales call first.