Aesthetics and aesthetic medicine
A virtual assistant for aesthetic clinics, on WhatsApp and on the phone.
In aesthetics, the first message is almost always "how much is it?", and it arrives at night or on a Sunday. Loominary's virtual assistant, an AI agent built for each clinic, replies on the clinic's WhatsApp, explains what the clinic has set out about prices and assessment appointments, and books the assessment in the calendar. It also answers the phone, in European Portuguese.
- Replies within seconds
- Assessments booked in the calendar
- GDPR compliant
By Jorge Ferreira, founder of Loominary · LinkedIn·
Your aesthetic clinic
online
- Sunday
Hi! I saw your ad on Instagram. How much is the facial rejuvenation treatment?
22:05Hi, this is Maria, the clinic's virtual assistant. The price depends on the plan, which the doctor sets out at the assessment appointment. I have Tuesday at 7 pm or Saturday at 11 am. Would you like to book?
22:05Saturday at 11, please.
22:06Booked: Saturday, 11 am, assessment appointment. Here is the address. If you have any questions before then, just write.
22:06
Someone asking for a price is comparing clinics
The person asking about a treatment price at night, on WhatsApp, has probably sent the same question to other clinics. They book with whichever one replies first and explains best. If the answer only arrives the next day, after the front desk has dealt with the morning's patients, the conversation has gone cold.
The same happens with campaigns, at a visible cost. An Instagram ad with a "Send message" button opens a conversation on the clinic's WhatsApp. If nobody replies, the clinic paid for the click and got no booking.
How it works
What the agent does with an aesthetic clinic's messages
Price requests
It replies with whatever the clinic decides: the price, a range, or an explanation that the price is set at the assessment appointment. It never makes up a figure.
Assessment appointments
It offers real open slots, books in the clinic's calendar and sends a confirmation with the address. The day before, a reminder that asks for a reply.
Messages from campaigns
Anyone who taps "Send message" on an ad lands on the clinic's WhatsApp and gets a reply straight away, even in the middle of the night. Instagram can be connected as a channel of its own, if that is where the messages come in.
Handover to the team
Questions about contraindications, expected results or a treatment already done go to the team. The agent introduces itself as a virtual assistant from the start.
Real results
A clinic with aesthetics in Cascais
MLClinic, in Cascais, does dentistry and aesthetics. With the agent answering the phone and WhatsApp, the same team reached these numbers in the first month.
MLClinic
Dental and aesthetic medicine · Cascais
+22
appointments a month
recovered appointments that used to be lost
-70%
front-desk phone workload
less time on the phone, more time with patients
0
missed calls
every call answered, 24 hours a day
What it doesn't do
It doesn't tell anyone whether they are a candidate for a treatment, doesn't promise results and doesn't give discounts the clinic hasn't approved. It doesn't send promotions to people who haven't consented to receive them. And it doesn't replace the front desk: it answers what used to be left waiting.
GDPR and the EU AI Act
Replying to someone who wrote in and reminding them of a booked assessment doesn't need marketing consent. Campaigns and promotions do. Loominary is the clinic's data processor, under a data processing agreement, and data is encrypted. The EU AI Act requires that people know they are talking to an AI, and the agent says so in its first message. More detail in our guide to WhatsApp and the GDPR (in Portuguese).
Set up in 1 to 2 weeks
During setup we decide with you what the agent says about each treatment and each price. Then we connect it to WhatsApp, the phone and the calendar the clinic already uses; if that's iMed, the iMed integration page shows how it works. Each channel has its own page: WhatsApp assistant and virtual assistant.
Other clinics
Also for other specialties and channels
Dental clinics
Toothache on a Saturday, implant assessments, cleanings, quote requests and no-shows.
Physiotherapy
Many sessions per patient, constant rescheduling and questions about insurance and agreements.
The clinic's WhatsApp
Replies, bookings and reminders on the clinic's own number, at any hour of the day.
Phone and WhatsApp
A virtual receptionist that answers when the front desk is busy or closed.
Frequently asked questions
Questions from aesthetic clinics
Does the agent give treatment prices?
It says whatever the clinic wants: fixed prices, ranges, or only that the price is set at the assessment. It is all decided during setup and changes whenever the clinic wants.
Does it reply to messages coming from Instagram campaigns?
If the ad leads to WhatsApp, yes, like any other message. If the messages come in through Instagram Direct, that channel can be connected too; we look at it during the assessment.
Does it give advice about treatments?
No. It explains what the clinic has set up about each treatment and books the assessment appointment. Clinical questions stay with the team.
Can it send promotions to patients?
Only to people who have consented to receive them. Reminders for booked assessments don't need that consent, but the patient must know the clinic uses WhatsApp.
How much does it cost?
It is built to measure for each clinic, so there is no price list. The model is a one-off implementation fee plus a fixed monthly fee, with no per-call or per-message charge from Loominary. WhatsApp messages the clinic sends on its own initiative, such as reminders, carry Meta's rate and are paid to Meta. The amount varies with the channels (phone, WhatsApp and email), the integrations with the management software and the number of locations, and is presented in the free 15-minute assessment.
How can I see it working?
Request a demo. We talk to you on WhatsApp or Jorge calls you, and we show the agent replying and booking in a sample clinic.
How many price requests go unanswered at the weekend?
In 15 minutes we look at your clinic's WhatsApp and calls and do the maths.