👩‍⚕️ HIPAA-Compliant Digital Office for MedSpas & Wellness Practices

You focus on
the client.
We run the system
behind it.

A HIPAA-compliant Digital Office that captures every inquiry, understands client intent, books consultations, and moves each client through your pipeline automatically.

Every inquiry captured
HIPAA-compliant client handling
Client always informed
FOUR PHASES. ONE SYSTEM.
01
Inquiry Handling
02
Consultation to Treatment Plan
03
Treatment Management
04
Retention & Re-Engagement
↓
The Digital Office runs in four connected phases. We'll walk through them in order below.
Every stage removes coordination from your plate —
your team sees the same pipeline, your client is never left wondering.
PHASE 1 — INQUIRY HANDLING
HOW EVERY INQUIRY IS ROUTED
📞
CALL
💬
SMS
✉️
EMAIL
📲
WEB/DM
↓
AI FRONT DESK
CAPTURE & QUALIFY
Understands intent · Tags service type · Filters spam
↓
CRM DECISION LOGIC
NEXT ACTION TRIGGERED
👩‍⚕️
STAFF NOTIFIED
Right person alerted based on service type
📱
CLIENT CONFIRMED
Inquiry confirmed · Next steps sent

You are no longer monitoring phones or coordinating responses.
The system handles communication and routing automatically.
→ Qualified inquiry moves to consultation booking and follow-up.

PHASE 2 — CONSULTATION TO TREATMENT PLAN
Booking Pipeline

From first inquiry
to committed client.

Once the inquiry is qualified, the system moves it through a defined consultation pipeline.
You handle the consultation.
The system handles booking, reminders, follow-up, and next actions through treatment plan and deposit.

HOW CONSULTATIONS CONVERT
📅
Consultation Booked
Booking link sent · Calendar updated · Confirmation triggered
→ reminder sequence activates automatically
↓
🔔
Reminders & Confirmation Sent
SMS + email reminders · No-show rate reduced · Client arrives prepared
→ follow-up sequence activates if no response
↓
🤝
Consultation Completed
Service discussed · Treatment plan presented · Client informed
→ system prepares treatment plan follow-up
↓
✍️
Client Commits · Deposit Received
Treatment plan accepted · System updates state
→ client management phase activates automatically

Consultation converts → system updates client state → pipeline advances → treatment phase activates automatically.
No manual handoff.
→ Committed client moves into scheduling and treatment delivery.

PHASE 3 — TREATMENT MANAGEMENT
Treatment Execution

From treatment booked
to payment received.

Once the client commits, the system moves them into active treatment management. The team receives the appointment details, the client is updated at each stage, and the client pipeline stays visible to the entire practice in real time.

HOW TREATMENT STAYS COORDINATED
📋
Treatment Scheduled
Appointment set · Staff briefed · Calendar updated
→ pre-treatment instructions sent automatically
↓
🔔
Reminders Sent · Client Prepared
Confirmation + prep instructions delivered · No-shows reduced
→ pipeline advances · status visible to entire team
↓
✨
Treatment In Progress
Live pipeline status · Team aligned · Client record updated
→ post-treatment follow-up queued
↓
✅
Treatment Completed
Session closed · Aftercare instructions sent · Invoice queued
→ payment sequence triggers without manual input
↓
💰
Payment Received
Revenue recorded · Session closed · Sequence activates
→ client lifecycle state updates · nurture begins

Treatment closes → relationship does not. System transitions client into long-term lifecycle automatically.
→ Review requests, rebooking reminders, and campaigns continue automatically.

PHASE 4 — RETENTION & RE-ENGAGEMENT
Post-Treatment System

Treatment complete.
System continues automatically.

Every completed treatment automatically enters a post-session sequence. Review requests, rebooking reminders, and long-term follow-up continue without anyone having to remember. That drives repeat bookings and lowers the cost of filling your calendar.

HOW FOLLOW-UP CONTINUES
⭐
Review Requested
Automatically requested after treatment completion
↓
🔁
Rebooking Reminder Scheduled
Timed follow-up based on treatment cycle
↓
📬
Added to Seasonal Campaign
Long-term nurture active · Reducing marketing spend

Digital Office unifies client journey and treatment lifecycle into one operating system.
Every stage is connected. Every action is triggered. Every update is shared.
The system reads the client, updates their state, decides what happens next, and triggers the next action automatically.

Live deployment
✓ Mental Wellness Consulting
Detox-MD

Detox-MD
Mental Wellness Consulting

Powered by ChatbotFarm Digital Office

A wellness consulting practice running all inbound through a dedicated system. Owner focuses on client sessions. System handles intake, booking, and follow-up. Every inquiry captured, qualified, and routed automatically — pipeline visible from their phone. No front desk. No missed consultations.

100%
Inquiries captured
24/7
0
Front desk staff
on payroll
1
System handling intake,
booking, and follow-up
Every
Client tracked from first
inquiry to completed session
What the Digital Office replaces

What it would take
to build this yourself.

What wellness practices typically pay to assemble this separately.

👤 Front Desk / Receptionist
$3,200 – $4,500 / mo
📅 Booking Coordinator
$2,500 – $3,500 / mo
🔄 Follow-Up Coordinator
$2,000 – $3,000 / mo
📋 CRM & Client Management
$300 – $800 / mo
📲 SMS & Email Automation
$200 – $500 / mo
⭐ Reputation Management
$150 – $300 / mo
📊 Call Tracking & Recording
$100 – $250 / mo
🔁 Re-engagement & Retention
$200 – $400 / mo
If you hired all of this separately
$8,650 – $13,250 / mo
✓ All of the above is built into the Digital Office. You do not need to hire or buy these separately.

This is the operating infrastructure behind your practice — built, configured, and managed for you.

See what it costs to deploy it below.

Map your office

Get your Digital Office running.

Same system. Two ways to deploy it.

Most Popular
Digital Office — Your Practice
One system.
Every part of your practice.
$2,600
/month
+ $75,000 one-time build
Replaces $8,650–$13,250/mo in staff and tools
What runs automatically
01Every inquiry captured, understood, and routed — no missed calls, no manual intake
02Consultations booked, confirmed, and followed up — without you coordinating
03Treatments scheduled, tracked, and closed — team sees the same pipeline
04Every completed treatment continues — reviews, rebooking, and re-engagement run automatically
✓Runs under your brand — you own all data
✓HIPAA-compliant intake and follow-up
Brand Lease — Ready to Run
Pre-built system.
Launch faster.
Lower upfront cost
Monthly model — faster to launch
A dedicated wellness number for your market included
What runs automatically
✓Same system, already configured
✓Wellness-specific vanity number included
✓System pre-configured for wellness intake
✓Ready to launch in days — not months
✓Numbers available across wellness and aesthetics markets
Explore Brand Lease →

Browse available numbers by specialty and market

Not sure which fits your practice? The 30-minute call is where we walk you through both.

Get your Digital Office running

You focus on treatment.
We run the system
behind it.

30 minutes. We map where your process is breaking and show you what your Digital Office should look like.

1Select your industry
→
2Book a call
→
3We listen and propose a solution
→
4You approve the setup
✓ No pitch. Just the plan.
✓ No build until architecture approved.
✓ You own all client data.
✓ HIPAA-compliant client workflows built in.