A phone system built for clinics where one missed call is a lost consultation.
Dialerportal gives aesthetic clinics a Cloud PBX that routes new consultation calls straight to your patient coordinator, confirms high-value treatment slots by SMS so chairs don't sit empty, and keeps every filler, laser and body contouring inquiry logged discreetly against the client record.
Everything a clinic front desk needs between consultation and aftercare
A consultation caller comparing three clinics rarely calls back. These Cloud PBX tools make sure the call is answered, the deposit slot is confirmed, and the post-treatment follow-up actually happens.
Route consultations away from the busy front desk
Cover the hours clients actually call
Two-way SMS to protect expensive treatment slots
Discretion built into how calls are handled
Aftercare messages that reach a real person
Package and pricing inquiries logged in your CRM
See which hours are costing you consultations
From your current clinic line to live in hours
Port the number on your Google listing and your treatment brochures, set your routing, and take consultation calls the same week.
Port your clinic number
Keep the number printed on your treatment brochures, aftercare cards and Google Business Profile. Number porting moves it across with no gap in service, and you can add local DIDs or a toll-free line for a second location.
Map your call flow
Decide what a new consultation caller hears, who picks up aftercare, and where evening and weekend calls go. Set ring groups for coordinators, injectors and reception, plus business-hours rules around your treatment schedule.
Turn on reminders and CRM sync
Connect your CRM so calls and SMS log against each client, then set up confirmation and reminder texts for consultations, deposit-backed treatment slots and follow-up appointments.
Go live and tune it
Staff answer from the browser softphone at the front desk and the mobile app between rooms, usually within hours of setup. Review missed-call reports after the first fortnight and adjust routing where consultations are slipping.
The consultation calls nobody in the clinic is free to answer
Your Cloud PBX routes calls to the coordinators, injectors and reception staff who are there to pick up. The AI voice agent covers what is left over: the 9pm price question, the overflow on the day a promotion goes out, the reschedule that lands while both consult rooms are occupied. It talks, books and takes messages. It does not give medical advice.
Takes the evening and weekend research call
Injectable, laser and body contouring inquiries arrive long after the last treatment room is cleaned down, usually from someone comparing your clinic against two others on their phone. The agent answers in natural conversation at any hour and handles the questions that come first: what an area or package costs, how many sessions are included, how much downtime to plan for, and which device or brand you use.
Qualifies the caller before it books the chair
It asks which treatment the caller is interested in, whether they have been to the clinic before, and which location or injector they want, then books a consultation into a free slot. Your coordinator starts the morning with the consultation already on the calendar and the caller's stated interest written down, instead of a voicemail asking about prices with no name attached.
Stays firmly out of clinical territory
The agent does not assess whether someone is a candidate for a treatment, comment on medications or contraindications, or say what is normal after an injection. A caller reporting swelling, severe pain, blanching, vision changes or anything that sounds like a complication is handed to your on-call nurse or injector, or told to seek emergency care, never talked through it on the phone.
Protects the deposit slot and knows when to hand over
A client who needs to move a ninety-minute laser or contouring appointment can confirm or reschedule with the agent at midnight, which frees the slot early enough to offer to a waitlisted client. When the caller wants a person, or is asking about a treatment plan already underway, it warm transfers to your coordinator during opening hours. The call and its outcome log to the client record in your CRM like any other call.
The tools behind your aesthetic clinics phone system
Aesthetic Clinics run on the same Dialerportal platform that powers cloud PBX, VoIP and call centers for businesses worldwide.
Phone systems for other industries
Aesthetic clinic phone system, your questions
What clinic owners and practice managers ask before moving the treatment room and front desk lines to the cloud.
It is a Cloud PBX built for clinics selling consultations and treatment packages rather than transactional appointments. You get an IVR that sends new consultation callers to your patient coordinator, ring groups for injectors and reception, two-way SMS for treatment slot confirmations, voicemail-to-email for aftercare, CRM sync and call analytics. It runs from a browser and mobile app, starts at $19 per seat per month, and is month to month with no contracts.
Confirmation and reminder texts go out ahead of the appointment over A2P 10DLC registered SMS, and clients can reply in a thread your coordinator monitors. When someone cancels a ninety-minute laser or body contouring slot with notice, your team sees it in time to offer the slot to a waitlisted client. Missed-call reports also show which reschedule attempts never reached a person, which is a common hidden cause of empty chairs.
Yes. You choose which lines and extensions are recorded, and access to recordings and voicemail is set per user, so a receptionist does not automatically hear consultations handled by a nurse or the clinic owner. Outbound calls display your clinic number rather than a staff member's personal cell, so injectors can call clients back from home or between rooms without exposing a private number.
Business-hours routing decides that for you. Evening and weekend callers can reach an AI voice agent that captures the treatment they are interested in and their callback details, or a recorded message with a voicemail box that lands in your coordinator's inbox by email. Either way the inquiry is in writing the next morning instead of disappearing to whichever clinic answers first.
Dialerportal integrates with HubSpot, Salesforce, Pipedrive, Zoho and GoHighLevel. Calls, recordings and SMS threads log against the client record automatically, so a coordinator quoting a package can see the caller's earlier inquiries and what was quoted last time. Click-to-call lets them dial follow-ups directly from the CRM, which keeps consultation follow-up from depending on sticky notes at the front desk.
Setup takes hours, not weeks. There is no hardware in the treatment rooms: staff answer from a browser softphone at reception and the mobile app elsewhere in the clinic, and number porting keeps the number your marketing already points at. Cloud PBX starts at $19 per seat per month on a month to month plan, and US-based support answers in about 30 seconds if you get stuck.
It answers the calls nobody in the clinic is free to take: evening and weekend inquiries about pricing, downtime and how many sessions a package includes, overflow when both coordinators are in consults, and reschedules on deposit-backed slots. It can qualify the caller, book or move a consultation, take a message, and warm transfer to a person during clinic hours. It does not give medical advice or judge whether someone is a candidate for a treatment, and anything clinical goes to your nurse or injector. Every call logs to the CRM.
Stop losing consultations to voicemail
See how quickly your clinic can be routing consultation calls, confirming treatment slots and checking in on aftercare, or talk to a human at 1-888-488-8138.