Fertility clinics · Consultation booking
Fertility consultation booking that knows which appointments are paid
A patient asking for a free advisory call should leave the conversation with one booked. A patient asking for a paid consultation needs a way to pay. For a fertility clinic we built and tested a GoHighLevel (GHL) booking assistant that handles both: it books the free call from your calendar and sends a payment-enabled booking link for the paid one.
The job
Booking a free call and a paid consult in the same conversation
One assistant, two appointment types, and a clear line where payment takes over.
The clinic we built this for had two kinds of first appointment. A free advisory call costs the patient nothing and needs no more than a time. A paid consultation is a commitment, and payment has to be part of how it is booked. The assistant treats the two differently because they are different.
The free call is booked in the chat. When a patient wants the advisory call, the assistant reads the open times on the clinic's calendar, offers them, and books the one the patient picks. Nobody on staff has to step in for that booking.
The paid consultation gets a link. HighLevel's help center says Conversation AI does not collect online payment during its booking flow. So on our build the assistant never booked or held a paid slot itself. It sent the patient a booking link with payment on it, and the patient chose the time and paid on that page.
Charge now, or keep the card. HighLevel calendars offer two payment settings. Charge upfront takes the payment during booking. Collect Card on File saves the patient's card without charging it at that point. Which one a clinic uses depends on how it handles cancellations and refunds, so the plan records the choice before the calendar is built. Either setting needs a payment gateway connected in the sub-account first.
Video or in person. The booking conversation asks whether the patient wants a video consultation or a visit to the clinic. The answer is settled before the appointment exists, so nobody turns up at the door for a video call.
The reminder carries the link. The reminders were revised after the first version went in, and the revised reminder email includes the meeting link. A patient on a video consultation finds the link in the same message that tells them the time.
Both paths tested. Before the work was reported done, a test patient booked a free advisory call and another went through the paid consultation link. Both passed. On a new build, each test booking goes into the QA report with screenshots.
What we set up
What goes into consultation booking
- A free advisory calendar the assistant books into from the conversation
- A paid consultation booking link with payment switched on
- Assistant wording for each appointment type, approved word for word
- A question in the booking conversation: video consultation or in-person visit
- Confirmation and reminder messages, with the meeting link in the reminder email
- Your chosen payment setting: charge at booking, or keep the card on file
- A test patient on each path, followed from the first message to the calendar
How a setup runs
How the booking gets built
A 1:1 with Rob
Rob asks which first appointments you offer, which ones are paid, how patients pay today, and whether they can choose video.
The plan document
The plan sets out what the assistant says on each path, the message that carries the payment link, and every confirmation and reminder. You approve it before we build.
Calendars and payment
We build both calendars in your account, check that your payment gateway is connected, and set the paid calendar to the payment option the plan names.
Test patients and the QA report
Made-up patients book the free call, pay through the link and pick video or in person. The QA report shows each booking with screenshots.
Changes later
A new appointment type, or a change to the paid calendar, gets a verdict before any work: inside the agreed scope, or new scope.
What you bring
What the booking needs from you
Your appointment types
Each first appointment you offer, whether it is free or paid, and how long it runs.
Who takes each one
The advisers or clinicians behind each calendar, and the hours they are available.
Your payment gateway
HighLevel needs a payment gateway added in your sub-account before any calendar can take payment.
Your video setup
The meeting link patients use for video consultations, so the reminder email can carry it.
Your cancellation policy
What happens to a paid booking when a patient cancels, which decides whether you charge at booking or keep the card.
Where it stops
The assistant never takes payment inside the chat and never holds a paid slot on its own: the patient books and pays through the link. It gives no clinical advice while booking. We promise no number of bookings.
Services used
Set up alongside this job
Conversation AI and DM bots
Chat bots for texts, web chat and social DMs that answer from your knowledge base, book the appointment and then go quiet.
See Conversation AI setupHighLevel pipeline and CRM setup
Pipelines, calendars and custom fields shaped around how you sell, with bookings and no-shows moving each deal on their own.
See Pipeline and CRM setupQuestions
What clinics ask about consultation booking
Can a patient pay for a consultation inside the chat?
Does the assistant book free advisory calls by itself?
Should our paid calendar charge at booking or keep a card on file?
Can patients choose a video consultation?
What if a patient asks a medical question while booking?
Who you talk to
Rob Eason
Rob runs HLAI Experts and takes the 1:1 calls himself.
He is a HighLevel Certified Admin with the second-most reviews in HighLevel's Certified Admin Directory worldwide, all of them 5 out of 5.
He won HighLevel's Top New Subaccounts via AI Employee award in its 2025 Summer of AI Awards and taught HighLevel's official masterclass on its AI Employee.
Before HighLevel, he co-owned a 60-employee financial services firm and sold his share.
On the call he looks at your account, not a script.
5/5 across 83 reviews in HighLevel's Certified Admin DirectoryShow Rob how a consultation gets booked today
Bring your appointment types and how patients pay for them. In 30 minutes Rob tells you how the free and the paid paths would run in your HighLevel account.