Your ads are working. Your follow-up isn't.
The inquiry came in at 8:40pm. Nobody replied until 11am. She booked somewhere else. Optivant OS closes that gap — and the four others like it — then keeps it closed.
Five leaks, all of them measurable.
The 8pm inquiry
Instagram and Google send you leads outside clinic hours. Whoever answers first usually wins, and it usually isn't you.
Consult no-shows
The most quantifiable loss in the business, and the one most practices absorb as a cost of doing business.
Retreatment nobody chases
Ten to fourteen weeks for neurotoxin. Six to nine months for filler. Everyone knows the cadence. Almost nobody runs it as a system.
Reviews are the whole acquisition channel
And they get asked for when someone remembers, which is not a channel — it's a hobby.
Membership churn you find out about a quarter late
The card declines in March. You notice in June.
What the no-shows are costing you.
Consults that were booked, staffed for, and never happened. Before you count the retreatment cycle those patients would have entered.
A No-Show Killer build is $4,500, once.
An illustrative model using figures you supply. Not a projection or a guarantee of results.
Four systems, translated.
Every inquiry answered in under a minute, at any hour
Instagram DM, web form, missed call, chat. Routed, replied to by SMS and email, booking link attached, before she's opened the next tab.
Consults that actually happen
48-hour, 24-hour and 2-hour reminders. Confirm and reschedule by reply. The calendar updates itself.
Reviews that arrive without asking twice
The request fires on treatment completion. Happy goes to Google. Unhappy comes to you first, privately.
Retreatment that runs on schedule
Neurotoxin at twelve weeks, filler at six months, memberships flagged before the card fails. Nobody has to remember.
The two questions every operator asks.
What about HIPAA?
We build the communication and pipeline layer, and we configure it so protected health information stays out of marketing messages. Appointment logistics and general communication are handled; clinical detail stays in your clinical system. We will walk your medical director through exactly what is stored where.
What about SMS consent?
Compliant opt-in is built into every form we deploy, and messaging registration is part of onboarding rather than an afterthought. Reply STOP works everywhere, automatically.
Run by an operator, not an account manager.
Optivant OS is run by a former COO of a 150,000 square foot life sciences campus with more than 50 tenant companies, and twenty years in commercial banking before that. He has spent his career on the operations and the money, which is why every recommendation here comes with an arithmetic argument rather than a features list.
The full background