I just finished a demo that reminded me why I switched from building websites to building smart workflows for healthcare providers.
The client: Tatiana, who runs a growing med spa. The problem: keeping up with patient follow-ups was crushing her team.
The Problem Before Automation
Here’s what Tatiana’s team was dealing with:
Every patient who got Botox, fillers, or other treatments needed a check-in call 24-48 hours later. Sounds simple, right?
Except when you see 50+ patients per week, that’s a lot of tasks someone has to remember. Every single week. Without missing anyone.
Miss one follow-up and you have a patient who thinks you don’t care. Miss several and you have a business problem.
The team tried spreadsheets. They tried calendar reminders. They even tried having the front desk manually text each patient. Nothing worked because everything depended on someone remembering during a busy day.
What We Built
A Google Sheet tracks every patient appointment with their contact info, treatment type, and follow-up status. When 24 hours pass after a treatment, the system sends an AI-powered text message through Retell AI.
Not a robot blast text. An actual conversation that sounds like Susan, Tatiana’s spa coordinator, checking in naturally: “Hi Emily, this is Susan from Tatiana’s Aesthetic Spa. It’s been 3 days since your Botox treatment. How have you been feeling?”
The patient can respond with questions or concerns. The AI handles the conversation, flags issues that need human attention, and saves everything back in the tracking sheet.
Then it marks the follow-up as complete. No human work needed unless something requires attention.
Why This Matters Beyond Med Spas
I built this workflow using the same approach I use for home care agencies drowning in scheduling chaos.
The pattern is the same:
- A Google Sheet becomes your main tracking system
- The automation watches for trigger conditions
- AI handles the routine work
- Humans get involved only when their judgment is needed
- Everything gets saved automatically
Whether you’re following up with treatment patients or coordinating caregivers for home health visits, the core problem is the same: too many routine tasks that need consistency but don’t need complex human judgment.
That’s where smart automation creates space. Not by replacing people, but by handling the predictable patterns so people can focus on the exceptions and relationships that actually matter.
The Money Part That Makes Sense
Tatiana’s practice was spending about 5 hours per week on manual follow-up work. That’s 260 hours per year.
At $50 per hour (low estimate for healthcare admin time), that’s $13,000 in yearly labor cost just for follow-ups.
The automation system costs about $200 per month to run ($2,400 per year), saving $10,600 while improving consistency and never missing a follow-up.
But the real value isn’t the direct cost savings. It’s what happens when you free up 5 hours of coordinator time every week.
That’s 5 hours that can go toward patient experience, practice growth, or simply letting the team leave on time instead of staying late catching up on follow-ups.
What Healthcare Automation Should Feel Like
This demo reminded me what separates good automation from checkbox automation.
Good automation feels invisible. The patient gets a natural check-in from “Susan” at exactly the right time. They don’t know or care that Susan is AI. They just know someone from the spa remembered to check on them.
The practice owner gets peace of mind. No more wondering if someone remembered to follow up. No more finding out weeks later that a patient had a concern that nobody addressed.
The coordinator gets options. Those 5 hours can become capacity for growth or breathing room for better work-life balance. Either way, it’s a choice they didn’t have before.
That’s what healthcare automation should deliver: invisible reliability that creates space for what actually requires human expertise.
The Bridge I’m Building
I showed Tatiana this workflow because it shows what’s possible when you understand both the healthcare operations side and the technical side.
I spent 7 years working in a VA hospital, including 4 years as a scheduler. I earned my Healthcare Administration degree nights and weekends during that time. I know what the chaos feels like from the inside. I know what breaks when a caregiver calls out sick. I know what it’s like when the phone won’t stop ringing and you’re already 3 hours behind.
Before that I spent 15 years building complex technical systems for Manhattan agencies. I know what reliable infrastructure requires. I know the difference between a demo that works in a vacuum and a system that works every day under stress for the duration.
The intersection of those two backgrounds is where Neurvana AI lives. Building smart coordination systems for healthcare providers who need operational reliability, not feature lists.
Whether that’s a med spa needing consistent post-treatment follow-ups or a home care agency drowning in caregiver scheduling chaos, the approach is the same: intelligently augment the coordinators, never replace them.
Because the goal isn’t to eliminate people from healthcare coordination. It’s to eliminate the chaos that prevents them from doing their actual job.
Want to see this in action? I’m happy to walk through a live demo of how this system works for aesthetic practices, med spas, or home care agencies. Or if you’re dealing with coordination chaos in your practice, book a discovery call and we’ll map out what intelligent automation could look like in your specific situation.
No sales pitch. Just a real conversation about whether this approach makes sense for your operation.