Webbeon Clinical Co-Pilot
The inbox nobody watches at 9pm. The follow-up nobody has time for. The marketer you can't justify hiring. Fifteen agents, on your calendar and your protocols.
HIPAA-ready · BAA signed · live in 2–3 weeks
Where it goes
Every one of them is a message that didn't get sent, a chair that didn't get filled, or a client who wasn't asked back.
Administrative work, in other words. Which is the one thing you can hand to an agent without handing over a clinical decision.
Start here
Booking and aftercare are the highest-ROI pair for a service business, and lead response is the front door to both. Start with these. Add the rest when they've paid for themselves.
your front desk for strangers
“Someone DMs us at 10pm asking about lip filler and we reply Tuesday.”
web chat · web form · social DM · SMS
New inquiries answered in under a minute, qualified, and booked.
your front desk, on at 11pm
“Half our bookings would happen after hours if anyone were there to take them.”
SMS · web chat · social DM · email
Bookings, reschedules and cancellations handled around the clock, and canceled slots refilled instead of lost.
the check-in nobody has time for
“Nobody follows up. We only hear from them if something went wrong.”
SMS · email · web chat
Every client hears from you after every treatment, problems get caught early, and the next visit gets booked.
The work, shown
One inquiry, start to finish, with nobody at the clinic awake. Every step it took is on the record, and so is the step it refused.
Saturday, 10:41pm — Instagram DM, answered in 38 seconds
hi do you do lip filler? how much
We do — 0.7ml is $520 with Dr. Baily, 1ml is $680. Have you had filler before?
once, 2 years ago. can you do saturday
Saturday is full. Thursday 2:15pm or 5:45pm are open this week — both with Dr. Baily. A $100 deposit holds it and comes off the treatment.
2:15 works
Booked ▸ Thu 2:15pm · deposit paid · added to chart
The trace · every action, attributable
Nothing clinical was asked, so nothing was escalated. Had she described a reaction instead, the thread would have gone to your on-call inbox and the agent would have stopped writing.
Underneath
Every agent here is the same engine pointed at a different workflow. Map how your clinic actually works, hand it a goal, and the toolkit executes it — white-label, on your domain, in your voice.
Manual busywork → BPMN → a toolkit of agents
You set
What success looks like.
Fill Tuesday afternoons. Rebook within 24 hours. Never quote a price I haven't approved.
It maps
Your process, not a template.
A modeled workflow with your steps, your approvals and your exceptions written into it.
Then runs
Until it books, or records the no.
The sixteenth agent is cheap, because it is the same engine aimed somewhere new.
Stays human
Not a setting you configure. The limit is part of the agent, and it is written on the card before you hire it.
However many agents you add, your client sees one conversation and a capped number of messages a week. Quiet hours and opt-outs apply across every agent at once.
Lead Response
Anything off-script or medically specific goes to your team with the full transcript. It never quotes a price you have not approved.
Aftercare & Follow-Up
Any adverse reaction or concerning photo reaches your on-call inbox within 15 minutes with the thread attached. It never advises on managing a complication.
Treatment Protocol
It presents information and makes no clinical decision. Advisory only, by design — the practitioner treats or does not.
Charting & Documentation
Every note requires practitioner review and signature. The agent drafts; the clinician is the author of record.
PHI handling
PHI takes two things: an identifier, and clinical content attached to it. Co-Pilot removes the first and keeps the second — all eighteen Safe Harbor categories, found by four independent readers.
Here is one note, before and after. Read the right-hand column and note that the clinical answer is unchanged.
On your machine · intake_note.txt
Patient Ifeoma Chukwuemeka-Bello, age 92, seen 11 March 2024 for follow-up. Chart MRN 8837261, plan BCBS 4471-882-K. Reachable on 217-555-0143.
Swelling unchanged since the last visit. CRP 42 mg/L, down from 61. Continue prednisolone 10 mg daily; review in six weeks.
referral ▸ Chukwuemeka-Bello · orthopedics · 6 wk · dr A. Vasquez
Released to the model · no longer PHI
Patient <PERSON a91f>, age 90+, seen 2024 [D1] for follow-up. Chart <MRN 4c07>, plan <POLICY 1c48>. Reachable on <PHONE 2be8>.
Swelling unchanged since the last visit. CRP 42 mg/L, down from 61. Continue prednisolone 10 mg daily; review in six weeks.
referral ▸ <PERSON a91f> · orthopedics · 6 wk · dr <PERSON 5d2c>
Every clinically actionable fact is intact, and the marker is stable — so when June's labs arrive in a different file, the model links them to this visit on its own. The prescriber became a marker too: clinician names are identifiers under the same rule.
De-identification of free text is not a solved problem, and no vendor claiming otherwise should be believed. A name that appears neither on your roster nor in a recognizable sentence structure can be missed.
Getting live
No migration, no new practice management system, no retraining your front desk on software they didn't ask for.
We need
We never get
Timeline — Charting and staff scheduling run longer — four to six weeks — because they touch the chart and the roster.
Your clinic, not the industry
Move these to match your clinic. Nothing is sent anywhere, and the model is deliberately conservative.
Modeled against well-run practice, not perfection: no-shows held at 10%, and rebooking inside 24 hours at 70%.
Recoverable, per year
$432,099
$36,008 a month, on 390 appointments and a $420 ticket.
31 appointments a month that currently do not happen
counted at half credit — a repeat visit you would have won anyway is not ours to claim
The questions every owner asks in the first ten minutes.
Answered here rather than on the call, so the call can be about your clinic.
Thirty minutes, your calendar and your no-show rate. No deck.