Software for aesthetic medicine clinics and med spas: the schedule fills itself.

One built around how an aesthetic clinic works: treatments with very different durations, packages, check-ups and touch-ups that come back every few months, before-and-after photos and a consent form per treatment. Standard programs come with those workflows already fixed; ClinicPilot is designed and installed to order for each clinic, with its own treatment menu and pricing by area. It costs $580/month with 2 users and $980/month with 5, plus $2,000 for setup, and it’s live in 5–7 days.

Yes. Each practitioner has their own schedule and each treatment room its own, and the AI gives every treatment its real duration and its room, with no overlaps between professionals. The $980/month plan includes 5 users, and larger clinics or those with several locations go with a custom project.

Yes. You define the package (e.g., 5 laser sessions), it’s sold from the quote, and each session is deducted automatically once the appointment is confirmed. The balance stays visible on the patient record and at checkout.

Yes. The medical record is organized by episode and every treatment supports documents and images: the before photo at the assessment and the after photo at the check-up, always on the same patient timeline.

Yes. Every procedure has its informed consent form attached; it’s generated the moment the appointment is booked and the patient signs it from their phone or a tablet, with a complete audit trail.

Yes. Every treatment has its own check-up window (for example, toxin at 5–6 months) and the AI contacts the patient as the date approaches and offers them a slot. It’s recurring bookings that come in on their own, with no one making calls.

5 to 7 days from the analysis to being live and running, with patient migration included and without ever stopping the practice.

Every clinic has its own installation on a server dedicated only to it, or on its own infrastructure: that is where your patients’ photos and facial maps live. For U.S. clinics, dedicated servers are hosted in the United States, HIPAA-ready and covered by a signed Business Associate Agreement; clinics in the European Union are hosted in Germany, under the GDPR. You don’t share a platform with thousands of clinics, so a global provider’s system-wide outage doesn’t affect you: your installation is independent and has its own backups. And your data is always exportable, so it’s never held hostage.

Yes. You can export the information raw, exactly as it is, or request it already classified data point by data point —treatment, area, product, units, follow-ups and touch-ups— to build your clinic’s database and use it in your studies. For research it can be exported de-identified — in line with HIPAA for U.S. clinics, and with the GDPR for clinics in the EU.

On the custom-project plan, yes. The clinic’s email, WhatsApp and Google Drive are integrated into the system, and a custom agent is built that reasons with Claude, GPT and Gemini: it sorts email, handles patients over WhatsApp, books assessments and touch-ups and prepares quotes by area, carrying out the whole task and only notifying you when a decision is actually needed. You define where that line sits: nothing reaches a patient without the level of review you decide, and the agent handles administration, never clinical judgment. That agent reasons with external services, so the data for each task leaves the server: the API is contracted in the clinic’s own name, under a data-processing agreement and sharing only the minimum data needed for each task, and the medical record stays on your own dedicated server — in the United States for U.S. clinics. The $580 and $980 plans have an in-house AI agent that helps the admin team book appointments, check the schedule and resolve questions: it runs inside the installation itself and doesn’t take any data out of the server.