An extra pair of hands that already knows your systems.
Your VA is a real person who knows ClinicOS inside out. Recall calls, diary admin, a tidy CRM, updated price lists, review requests and the jobs that never quite get done. If it can be done remotely and it is within reason, your VA can do it.
The jobs your team never has time for.
Your front desk is busy with patients. Your VA picks up everything that sits behind the scenes, inside the systems we have already built for you.
Outbound calls
Recall calls, lapsed patients, rebooking reminders and follow ups after a consultation that did not book.
Your ClinicOS
Contacts, pipelines, tags and calendars kept clean, so your reports actually mean something.
Diary admin
Confirming appointments, moving bookings and filling gaps from the waitlist before the day arrives.
Menus and pricing
Price lists, packages, vouchers and treatment menus updated everywhere they appear.
Content and listings
Uploading approved posts, keeping your Google profile current and updating website text.
Reviews
Sending review requests after treatments and keeping on top of replies so nothing sits unanswered.
Inbox and documents
Sorting the shared inbox, building forms and keeping consent and aftercare documents where they should be.
Research and suppliers
Chasing quotes, comparing suppliers, checking stock and pulling together the information you asked for.
The AI answers. Your VA does the rest.
Every enquiry, in seconds
- Replies to calls, texts, web chat and DMs day and night
- Answers the common questions and books consultations
- Hands over to a person when one is needed
The human touch
- Picks up the phone to patients who have gone quiet
- Handles the admin that needs judgement, not a script
- Works through your list in order of priority, every week
Patients still want to talk to a person. Clinics still need someone to get the jobs done. Together they cover both, without adding another salary to your books.
Ask in Slack. Consider it handled.
You ask
Drop the request into your Slack channel, big or small. Add any detail, logins are already sorted inside your accounts.
We prioritise
Your project manager agrees the order with you, so the jobs that matter most this week are done first.
Your VA does it
The work is done inside your own ClinicOS and accounts, and you get a short note in Slack when it is finished.
Included on Ignite and Scale. More when you need it.
Included hours are for use in that month. Top up hours roll over for as long as your plan stays active. Time is tracked in 15 minute blocks. See full pricing.
Clear on what your VA does, and what they do not.
Within reason, they can do it
If it is a job that can be done remotely and does not need a clinical licence, ask. Most clinics are surprised how much comes off their plate.
No clinical advice
Your VA never gives treatment or medical advice. Anything clinical goes straight back to your practitioners.
No card details
Your VA does not take or handle payment card details. Payments stay with your team and your payment system.
Works inside your accounts
Everything is done in your own ClinicOS and tools, so the work, the notes and the data all stay with you.
The honest answers.
Is my VA a real person?
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Yes. Your VA is a real person on our team who already knows ClinicOS, so there is no training period on your systems. The AI receptionist handles instant replies, your VA handles the work that needs a human.
What can my VA actually do?
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Recall and rebooking calls, diary admin, keeping your CRM clean, updating price lists and menus, uploading approved content, review requests, supplier research and everyday admin. If it can be done remotely and it is within reason, your VA can do it.
How do I ask for something?
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Post it in your Slack channel. Your project manager agrees priorities with you, and your VA works through them in that order and lets you know when each job is done.
Do unused hours roll over?
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The hours included in Ignite and Scale are for use in that month and do not roll over. Top up hours do roll over, for as long as your plan stays active.
Can I buy VA hours on their own?
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Top ups are for clinics on an active plan, and that includes ClinicOS on its own. A 20 hour top up is £799 plus applicable taxes. Your VA works inside the systems we run for you, which is why it needs an active plan.
How is time tracked?
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In 15 minute blocks against each request, so you can see exactly where your hours are going.
Will my VA speak to my patients?
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Yes, for things like recalls, confirmations and follow ups, using the wording you approve. Your VA never gives clinical advice and never takes card details.
We do not just tell you what to do. We do it.
Most coaches hand you a plan and leave you to find someone to build it. You get the strategy from us, and then our team builds the thing, inside your own accounts, on the plan you are already paying for. One team, one monthly number, and nobody to point at when something does not get done.
The coaching
Sessions with Ryan on your offer, your pricing, your consultation and the numbers that decide whether any of it works. Every session recorded, so your team can watch them back.
The building
A senior team who write the copy, make the creative, build the pages, wire up the automations and run the campaigns. You approve the work, we put it live.
It stays yours
Everything is built inside your own ClinicOS account and your own ad accounts, not ours. If you ever walk away, the systems, the data and the campaigns walk with you.
Hand over the list you never get to.
Book a free discovery call. We will look at where your team's time is going and show you what your VA could take off your plate in the first month.
- 45 minute call
- In UK hours
- No obligation
We do not just tell you what to do. We do it.
- A coach who runs his own aesthetics clinic, not a marketer guessing at one
- A senior team who build the work, not just advise on it
- Everything built inside your own accounts, so it stays yours