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Getting Started
5 articles · Setup & onboarding
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AI Engagement
5 articles · Conversations & channels
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Smart Scheduling
5 articles · Calendar & bookings
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Client Retention
5 articles · Follow-ups & loyalty
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Billing & Plans
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Getting StartedOnboarding
Getting started with MedVibe AI takes less than 30 minutes. After signing up, your dedicated onboarding specialist will guide you through three simple steps:
  • Connect your WhatsApp Business account
  • Sync your existing calendar (Google Calendar, Outlook, or Apple Calendar)
  • Configure your clinic profile, treatment list, and AI brand voice
From there, your AI is live and handling inquiries automatically. Need help? Chat with our onboarding team on WhatsApp.
Most clinics are fully live within 24–48 hours. The initial setup call takes about 30 minutes, followed by a brief AI training period where we configure your treatment menu, pricing, FAQs, and brand voice. You’ll have a chance to review and approve all AI responses before going live.
No — MedVibe AI is designed to work alongside your existing software, not replace it. We connect to your current calendar and booking systems via native integrations. You keep what you already use, and MedVibe AI adds the AI layer on top.
MedVibe AI integrates natively with:
  • Google Calendar, Apple Calendar, Microsoft Outlook (two-way sync)
  • WhatsApp Business API
  • Mindbody and Jane App (practice management)
  • Google Business Profile (for review management)
Additional integrations are available via our API. Visit our Integrations page for the full list.
Yes! Our comprehensive Onboarding Guide walks you through every step of the setup process with screenshots and video walkthroughs. If you prefer a guided experience, book a free onboarding call with our team directly on WhatsApp.
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AI EngagementConversations
When a patient messages your clinic via WhatsApp, MedVibe AI reads the message, identifies the patient’s intent (e.g., treatment inquiry, pricing question, booking request), and responds using your clinic’s approved knowledge base and brand voice. It can answer questions, recommend treatments, provide pricing, and complete bookings end-to-end — 24/7, without staff involvement.
Absolutely. During onboarding, you define your AI’s name (e.g., “Aria from Luxe Skin Studio”), communication tone (professional, warm, luxurious), response style, and specific wording preferences. The AI will maintain this persona consistently across every patient interaction.
MedVibe AI is designed to recognize the boundaries of its knowledge. When a patient asks something outside the configured knowledge base — such as a complex medical question — the AI gracefully escalates the conversation, notifies your team via the dashboard, and informs the patient that a team member will follow up shortly. No patient is left without a response.
MedVibe AI Engagement runs on WhatsApp Business, your clinic’s primary patient communication channel. All conversations are managed in a single unified inbox in your dashboard.
During setup, you provide your full treatment menu, pricing, contraindications, and candidacy criteria. MedVibe AI uses this information, combined with patient-stated concerns and goals, to suggest the most relevant treatments. The AI never recommends treatments outside your approved menu or makes clinical diagnoses.
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Smart SchedulingCalendar
Smart Scheduling uses a bi-directional sync (two-way sync) with your calendar. This means:
  • When a patient books via MedVibe AI, the appointment appears instantly in your calendar
  • When you add, move, or delete an event in your calendar, MedVibe AI reflects this in real time
  • Double-bookings are prevented automatically by checking live availability before every confirmation
Yes. MedVibe AI supports native two-way sync with Google Calendar, Apple Calendar, and Microsoft Outlook. Setup takes under 5 minutes via OAuth authorization — no technical knowledge required. All three can be connected simultaneously for multi-provider clinics.
MedVibe AI sends a 3-touch automated reminder sequence for every appointment:
  • 48 hours before: Appointment confirmation + pre-care instructions
  • 24 hours before: Reminder with easy reschedule option
  • 2 hours before: Final reminder with clinic directions
All reminders are sent via WhatsApp. Timing intervals are fully customizable in your dashboard.
Yes. For each treatment type, you can configure a pre-appointment buffer (for preparation time) and a post-appointment buffer (for room turnover or documentation). MedVibe AI will never schedule a patient into a buffer slot, ensuring your providers always have the time they need between procedures.
When a patient cancels, MedVibe AI immediately:
  • Removes the appointment from your calendar and marks the slot as available
  • Notifies your team in the dashboard
  • Contacts the first patient on your waitlist for that time slot
  • Optionally offers the cancelling patient a rebooking option for a future date
This typically fills cancelled slots within minutes, protecting your revenue.
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Client RetentionFollow-ups & Loyalty
The retention sequence activates automatically the moment an appointment is marked as completed in your calendar. By default:
  • Day 1: Personalized check-in message with aftercare instructions
  • Day 3: Healing follow-up and Q&A prompt
  • Day 7: Results celebration and review request
  • Month 1: Re-booking nudge with returning-client offer
All timing is configurable per treatment type in your retention settings.
Yes — fully customizable per treatment category. For a Botox patient, you might send a Day 7 message. For a chemical peel patient, you might check in at Day 3 and Day 10. Each treatment type in your menu can have its own unique retention sequence with custom timing and message content.
At the moment of peak patient satisfaction (typically Day 7 post-treatment), MedVibe AI sends a warm, personalized message celebrating the patient’s results and including a one-tap link to your Google Business Profile review page. Our clients achieve an 89% review collection rate using this method. Reviews on Yelp and RealSelf are also supported.
The re-booking nudge is a personalized WhatsApp message sent at the optimal point in each treatment’s natural cycle — for example, ~2 months after a Botox appointment, or ~6 weeks after a HydraFacial. The message mentions the patient by name, references their last treatment, and offers their preferred appointment time at a returning-client rate. This approach achieves a 79% average re-booking rate across our clinic network.
MedVibe AI stores patient birthdays and first-visit anniversaries. On each occasion, a personalized message is automatically sent with a special clinic offer. Birthday campaigns typically see a 34% conversion rate to booked appointments and can be configured with your specific promotion or discount code.
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Billing & PlansSubscriptions
MedVibe AI offers three plans: Starter ($297/mo), Professional ($597/mo), and Elite ($997/mo). Each higher tier unlocks additional modules, higher conversation volumes, more providers, and priority support. View the full feature comparison on our Pricing page. All annual subscriptions include a 20% discount.
Yes. You can upgrade your plan instantly from your dashboard at any time. Downgrades take effect at the start of the next billing cycle. There are no penalties for changing plans. If you have questions about which plan is right for your clinic, chat with our team on WhatsApp.
Your 7-day free trial gives you full access to all features of your chosen plan — no credit card required to start. At the end of the trial, you’ll be prompted to add a payment method to continue. If you don’t convert, your account is automatically paused with no charge. There are no hidden fees or automatic charges.
Yes — all annual plans include a 20% discount compared to monthly billing. Annual plans are billed once per year and include a 30-day money-back guarantee if you’re not satisfied within the first 30 days. You can switch from monthly to annual at any time through your billing dashboard.
You can cancel your subscription at any time from your account settings under “Billing & Plans.” Cancellation takes effect at the end of your current billing cycle, so you retain full access until then. No cancellation fees apply. If you’re considering cancelling due to an issue, please chat with us first — we’d love to help resolve it.
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Privacy & SecurityCompliance
MedVibe AI is designed with HIPAA-aligned principles: all data is encrypted at rest (AES-256) and in transit (TLS 1.3), access controls are role-based, and audit logs are maintained for all data access. We execute Business Associate Agreements (BAAs) with all Professional and Elite plan subscribers. For compliance-specific questions, contact our compliance team.
All data is stored on Google Cloud Platform (GCP) infrastructure within the United States (us-central1 and us-east1 regions). We do not store data outside the US. All databases are encrypted at rest, access-controlled, and backed up daily with a 30-day retention window.
Only your authorized clinic staff (roles you define in your dashboard) can view patient conversations. MedVibe AI employees can access anonymized usage data for support and product improvement purposes only — never personally identifiable conversation content without your explicit consent. All access is logged and auditable.
Individual patient records can be deleted directly from your clinic dashboard at any time. To delete all clinic data (e.g., upon account closure), submit a data deletion request via your account settings or contact our support team. Full deletion is completed within 30 days in accordance with our Privacy Policy.
WhatsApp Business API messages are end-to-end encrypted by Meta’s infrastructure for messages between users. Messages sent via the Business API are encrypted in transit. We additionally encrypt all stored message data on our infrastructure. We follow Meta’s WhatsApp Business API terms of service and data processing policies strictly.
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