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Inbox: a simple word for a complicated problem

Every channel simplified. Every enquiry in one inbox.

Inbox is where enquiries from email, WhatsApp, social, contact forms and referrals enter a structured clinic workflow. We take the noise of a busy clinic and organise it into a smooth operational workflow.

Explore Inbox workflows See the Treatment Event model
The problem

The problem is not enquiry volume. It is lost context.

Most aesthetic clinics do not lose enquiries because nobody cares. They lose them because the enquiry system is scattered. One person replies on WhatsApp. Another checks Instagram. A website form lands in an inbox. A referral arrives as a forwarded email. Someone makes a note to call back later, then the day moves on. The clinic may be busy, but it is not fully in control of its pipeline. That is where revenue leakage starts.

01 Channel sprawl

Messages scattered across channels

Patient conversations sit across WhatsApp, Instagram, email, forms and personal devices, making it hard to see what is waiting.

02 Ownership

No clear owner or next action

A lead may look active, but nobody knows who owns the reply, whether it has been qualified or what needs to happen next.

03 Continuity

Consultation context lost before booking

Treatment interest, concerns, photographs and expectations are often separated from the consultation workflow before the patient is even assessed.

How Inbox works

A calm operational flow, from first message to consultation.

Every enquiry visible, organised and ready for the right next step. A Treatment Event is only created after consultation, with informed consent and a clinical plan.

  1. Receive
    Email, WhatsApp, social, contact forms and referrals flow into one structured inbox.
  2. Qualify
    Your team can see context, intent, suitability and follow-up status before deciding the next step.
  3. Follow up
    See which leads are waiting, overdue, nurturing, lost, ghosted or ready to progress.
  4. Consult
    Move suitable enquiries into a structured consultation view with context preserved.
  5. Move forward
    Suitable enquiries move into the clinic workflow, from consultation to final Treatment Event. You always know where your patient is and what their next step should be.
What Inbox includes

One workflow for every enquiry, with the structure clinics need.

Inbox is not a chat tool with a clinical sticker on it. Every feature is shaped by how aesthetic clinics actually triage, follow up and convert.

Unified enquiry capture

Website forms, WhatsApp, email, social messages and referrals enter one visible inbox instead of separate staff workflows.

Lead status

Separate new, contacted, nurture, qualified, not suitable, lost, ghosted and converted leads.

Conversation history

Keep messages connected to the lead so the team can see what was asked, answered and promised.

Source tracking

Understand whether demand is coming from search, social, referral, website forms, campaigns or returning patients.

Follow-up visibility

See which enquiries need attention before they go quiet, and which leads have already been handled.

Referral handling

Treat referrals as lead workflow first, while keeping documents and attachments linked as supporting evidence.

AI draft replies

Prepare suggested replies for human review, without blindly sending clinical or commercial messages.

Conversion path

Move the right lead towards consultation, patient creation and the Treatment Event through a controlled workflow.

Where Inbox sits in AestuteOS

Inbox starts the journey. It does not shortcut the clinical record.

AestuteOS does not create a Treatment Event just because someone sends a message or submits a form. The enquiry is captured as a lead first, worked properly, qualified and moved towards consultation. Only the proper conversion flow creates the patient and Treatment Event.

Capture Inbound enquiry Channel: form, WhatsApp, social, referral
CRM Lead Owner: front of house or clinic manager
Clinical Consultation Owner: practitioner
Record Patient Owner: AestuteOS patient record
Source of truth Treatment Event Owner: practitioner, with consent and stock
Common questions

Inbox, in plain answers.

Bring every enquiry into one clinic workflow.

Inbox gives the clinic one place to see what arrived, who owns it, what needs attention and which enquiries are ready to move towards consultation.

Explore Inbox workflows Back to the operating map