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Speed to lead: under 90 seconds, every time
The first minutes after an enquiry decide a lot. Someone who just asked about a treatment is still shopping. They tend to book with whoever answers first. A front desk mid-treatment cannot pick up in those minutes. AlphaSync reaches every new lead in under 90 seconds, starting with voice.
Why a lead that waits is a consult lost
A patient filling in a form at 8pm is not browsing. They want an answer tonight, and they usually write to two or three practices in the same sitting. Whoever replies first gets read first.
That is the mechanism, and it is not about impatience. The window opens when the patient hits send and it closes quickly. An enquiry left until morning is not a warm lead; it is a question already answered somewhere else.
For scale: the American Society of Plastic Surgeons puts the average patient cost of botulinum toxin type A at $435.
Where the leads actually leak
- Web forms. A confirmation goes out, then the enquiry waits for a spare minute. That is usually tomorrow.
- Direct messages. Messages sit in an inbox checked between patients. They rarely reach a record.
- After-hours calls. A call at 7:40pm reaches voicemail. Most people hang up, so the practice never learns.
- The consult request nobody called back. A patient asks to be called. It goes on a note, and the note gets buried.
Each gap looks small on its own. Each one repeats every week.
What the system does
Every new enquiry gets the same treatment. That holds whether it lands mid-morning on a Tuesday or late on a Sunday.
Voice first
The voice agent calls the lead in under 90 seconds. It handles the opening conversation and offers open times.
Text and email behind it
If the call goes unanswered, a text goes out. Email follows for anyone who would rather read.
A schedule, not one attempt
Attempts repeat across the day. The gaps widen, so nobody feels chased.
- The sequence stops the moment a person at the practice takes over.
- Each attempt is logged against the lead, with the channel and the time.
- A reply on any channel lands in the same record, so the thread stays whole.
- The lead hears from a named practice, not a generic no-reply address.
Where the proof would go
Most pages in this category fill this space with logos and numbers. We have none to show. We publish no client results and no response rates. What exists today is the live system. On a growth session you can watch it take a real call. You can also watch it run a follow-up sequence against a test lead. Judge it on that.
What it costs. Implementation starts at $10,000, then $3,000/month. That covers the build for one to five locations. It also covers the monthly run of all three pillars.
The first 90 seconds
The clock starts when the enquiry arrives, not when somebody notices it. Under 90 seconds means the first attempt is out before the patient closes the tab.
- Inside 90 seconds. A call from your practice number. The voice agent says it is an AI assistant and asks what they are interested in.
- In the same window, if the call goes unanswered. A text from the same number, naming the enquiry and offering two times.
- A few minutes later. An email with the same two times and a link to book.
- Across the day. Further call attempts, with wider gaps so nobody feels chased.
Qualification is a conversation, not a form. The agent asks what the enquiry is about and whether they have been in before. It asks which location suits them and when they want to come in. Your practice chooses those questions.
It checks your calendar and offers times that exist, inside your rules on treatment length, injector and location. The booking goes into the schedule your team already runs. What we connect to is on the integrations page.
Anything clinical ends the automated part. A question about a medication, a condition, a reaction or whether a treatment suits them is not answered. The agent takes a message and flags it. That holds on a call and in a text.
When the lead replies
A reply does not land in a queue. It lands in the record the system already holds, beside the enquiry and every attempt so far.
- They book. The agent offers times and writes the appointment into the practice calendar.
- They ask for a person. The agent hands over, and the desk gets the name, number, question and times already offered.
- They ask something clinical. The agent stops and takes a message. A person makes the call back.
Quiet hours are set with you at implementation, per location if you run more than one. A reply at 11pm is not lost. It is picked up at the start of your next open window.
A person can take the thread over at any point. Once the front desk replies from the practice number, the sequence stops.
After hours, weekends and holidays
The 90-second standard does not check the clock. An enquiry at nine on a Sunday gets the same first attempt as one on a Tuesday morning. There is no rota and no lunch break.
Holiday cover is set per location, and whoever owns the schedule signs it off. Closure dates go in during implementation and you can change them yourself afterwards.
If a call reaches nobody, the fallback is the text, then the email, then another attempt later.
A callback request goes to the number you nominate. It appears in the next summary, and an alert can go out at the moment it is asked for.
What it deliberately does not do
This list is short on purpose. It is built into the configuration, not promised in a policy document.
- No clinical advice. Not on products, not on dosages, not on aftercare.
- No diagnosis. It does not say what a concern is or what somebody needs.
- No autonomous chart changes. It does not edit a patient record; what it captures goes to your team.
- No medical detail in outbound messages. A text names the enquiry and offers times, not a medication, a condition or a treatment plan.
- No pretending to be a person. It says it is an AI assistant in its first sentence, on a call and in a text.
The handoff rules sit behind all five. They are what makes the rest safe to automate.
How the practice sees it working
You get a working record, not a wall of vanity numbers.
- Every enquiry, with its timeline. When it arrived, when the first attempt went out, which channel, and what happened next.
- Where each one ended. Booked, handed to the desk, still with the patient, or closed because they asked to stop.
- First-response time. The gap between the enquiry and the first attempt, so you can check the 90-second target yourself.
- Source. Form, call, message or reactivation work, so you can see which earns its place. Reactivation replies and rebookings are on the patient reactivation page.
- Per location. The same figures split by site when you run more than one.
Every conversation has a transcript, and tuning what reads badly is part of the monthly work. Call handling detail is on the AI receptionist page.
We publish no industry averages and no client results. These are your own numbers.
See the first attempt happen
The system is live. On a growth session you watch a new enquiry get its first attempt, and we go through the report for your practice. Forty-five minutes, free, and nothing scripted.