Systems for aesthetic clinics
The patient who messages on Instagram and doesn't get a timely reply has already booked at another clinic.
Orkidia answers treatment and pricing questions instantly, separates real patients from window-shoppers, and books straight into your calendar — without your team having to be glued to their phone.
20 min · we look at your operation and what would fit
Orkidia · Aesthetic clinics
System activeLaura M.
Hyaluronic acid
Next action
Propose a time
Instagram from Laura M. replied automatically
20:10
Appointment confirmed with Elena F.
19:44
The diagnosis
Inquiries come in through Instagram DMs, WhatsApp, and the website form, and get lost between the three channels.
A patient asks the price of a treatment, and if there's no reply within minutes, she doesn't write back. The schedule is kept by hand or in a calendar that doesn't talk to anything else.
And post-treatment follow-up — the maintenance reminder, the touch-up notice — depends on someone remembering to send it.
The system
How it works inside.
This isn't a generic software mockup — it's literally the logic every incoming message follows.
New Instagram inquiry from Carla V.
Orkidia · Aesthetic clinics
System activeInquiry
1Carla V.
Botox
Qualified
2Laura M.
Hyaluronic acid
Next action
Propose a time
Noelia P.
Facial cleanse
Booked
1Elena F.
Wed 17:30
Recent activity
Instagram from Laura M. replied automatically
20:10
Appointment confirmed with Elena F.
19:44
Touch-up reminder sent
19:20
Intake
Every message, form, or call enters the system without anyone copying it over by hand.
Classification
The system identifies who it is, what they need, and where they are in the process.
Action
It replies, books, or notifies as needed — instantly, without waiting for someone to see it.
Control
Everything gets logged and stays visible, so the team always knows what's happening and with whom.
The solution
Four modules, one system for your clinic.
Each module works on its own or as part of the full system — start with the one that solves your actual bottleneck.
Every patient's history never gets lost.
Every treatment, every conversation, and every preference lives in a single record, so even if the person at reception changes, nothing gets repeated or forgotten.
Laura M.
Hyaluronic acid · Patient since 2022
Last interaction 2 days ago · Instagram
Next action Propose a time
Instant replies, even at night.
A patient messaging on Instagram at nine at night gets a reply before she goes to sleep — no bookings lost for not answering in time.
How much does lip filler cost?
Depends on the volume. Does Thursday work for a consultation?
Replied in 35s
The patients who didn't book come back.
We win back whoever asked and never booked, and notify patients when it's time for maintenance or a touch-up — without anyone having to call twice.
3 days no booking
Follow-up triggered
Personalized message sent
Patient re-engaged
Appointment reminders send themselves.
Every appointment or touch-up reminder goes out at exactly the right time, with nobody having to remember — fewer no-shows and more returning patients.
Down the road
These modules are the first system, not the only one. If your clinic adds treatments, another location, or a bigger team, the system grows with that reality — adding new pieces on top of what already works, without rebuilding it from scratch.
How we work with you
Here's what working with us would look like for your clinic.
Diagnosis
We look at where patients are slipping through today: Instagram, WhatsApp, a hand-kept schedule.
Design
The system adapts to your treatments and to how your reception team works.
Implementation
Without interrupting the schedule or patient care during rollout.
Follow-through
We fine-tune it with real patient weeks, not in theory.
The filter
We don't work with everyone, and we'd rather say so upfront than later.
We're a fit if
- You already have a flow of customers, but you're losing them for lack of a system
- Your team depends on one specific person remembering to do something
- You want an edge that sticks, not a six-month patch
We're not a fit if
- You're looking for the cheapest tool on the market
- You need results without changing any internal process
- You don't have enough operation yet for a system to actually have something to organize
We work with a limited number of companies per quarter so we can build each system to measure. If you're a fit, let's talk.
This is how we think and how we work, beyond this sector.
See how we workBefore you reach out
What you're probably wondering.
How much does this cost?
How long until it's up and running?
Does my reception team need to know tech?
Let's start
Book a diagnostic call for your clinic.
A 20-minute call to understand your operation and tell you, straight up, whether Orkidia is a fit.
Or book directly
Pick the slot that works best for you.
Or message us directly
Message us on WhatsApp — we schedule calls, we don't cold-call.
Message on WhatsAppWhat happens when you reach out