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Onboarding Roadmap: From Signup to Success!

Listen (about 2 minutes) or read below.

Here's exactly what happens once you sign up. You'll get a welcome email with a short onboarding form and a link to book your kickoff call.

The form covers your business basics: your business name, website, service areas, hours, services, goals, and who on your team should get alerts. Phone carriers also require your legal business name and EIN to approve business texting, and you'll enter those in the same secure, encrypted form. Please never send your EIN, bank details or passwords by email or text.

To receive payments from your customers, you'll enter your bank details yourself on Stripe's secure page. Our team never sees your full account numbers. You'll also invite us as a manager on your Google Business Profile, website and social accounts. That's safer than sharing passwords, and you can remove our access anytime.

Tiers 1 and 2 take two days. Day 1: your kickoff call, plus account, phone and CRM setup. Day 2: automations, booking and review requests, then your walkthrough and go-live.

Tiers 3 and 4 take three days. Day 1: kickoff and account setup. Day 2: automations, AI and integrations. Day 3: full testing, your walkthrough, and go-live.

You get access to your CRM at go-live, once onboarding is complete and everything has been tested.

From you, we just need replies within one business day, and you on the kickoff and go-live calls.

If you started with the FREE trial, nothing is charged today. There is NO sign-up fee. Your first month is charged on day 15, after your 14-day trial ends. If you cancel before then, you pay nothing at all. And if you chose an annual plan, your full year was charged at signup, with two months FREE.

Questions? Call 1-800-455-5691 or email support@viperconsulting.ai. We're glad you're here.
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LIVE DEMO by Viper Consulting™ · Riverbend Wellness Studio is a fictional business
Riverbend Wellness Studio · demo

See how a wellness practice keeps patients on track

This is a live demo of the Viper Consulting™ Wellness Build, shown for a fictional chiropractic, acupuncture and massage practice, Riverbend Wellness Studio. Book a first visit below and watch what happens.

FREE audit, $0 today, NO sign-up fee, no contract, cancel anytime

Start my 14-day FREE trialSee the full practice build

Try it: Book your first visit

This form is a simulation for the demo. Nothing you type is sent or saved, so any name works.

What happens next, automatically

  1. Instant replyThe new patient gets a text and email within seconds with a link to book.
  2. Intake formsWhen they book, your intake forms go out automatically before the first visit, with a reminder if they're still open.
  3. Patient pipelineA card appears in the pipeline: New Patient, Forms Sent, First Visit Booked, On Care Plan, Reactivate.
  4. RemindersEvery visit is confirmed with reminders, so fewer appointments are missed.
  5. Care-plan rebookingAbout 2 weeks after a visit, the patient gets a reminder to book their next one.
  6. ReviewsAfter a visit, every patient gets the same friendly review request.

Missed-call text back

☎ Missed call
Hi, this is Riverbend Wellness Studio. Sorry we missed your call! How can we help? You can also book online: riverbendwellness.example/book Reply STOP to opt out.
Do you take new patients?
We do! Our next new patient opening is Monday at 8:30 AM. Want it? Reply STOP to opt out.

Your pipeline, updated on its own

Every new lead lands on the board and moves forward as the system replies, books and follows up. Try the form above and watch the new card move.

New Patient

Chris B.Web form, just now

Forms Sent

Hannah L.Forms due Monday

First Visit Booked

Omar F.Mon 8:30 AM

On Care Plan

Teresa G.Next visit Oct 30

Reactivate

Will P.Last visit 90 days ago

Every conversation, handled automatically

Tap a message type to see exactly what your patients receive. Every message is sent for you, on time, and stops as soon as they reply or book.

Sent when: The day after booking, if forms are open

Riverbend Wellness Studio

Hi Hannah, a quick reminder from Riverbend Wellness Studio to complete your intake forms before your visit: riverbendwellness.example/forms Reply STOP to opt out.
Done, thanks!
Thank you, Hannah! See you Monday. Reply STOP to opt out.

Patient privacy first. Our team is HIPAA-trained. Texts and emails stay generic (date, time and location only), with no diagnosis or treatment details.

24/7 AI chat and Voice AI Tier 3+

On Tier 3 and up, AI agents trained on your business answer questions and book appointments day and night, by web chat, text and phone. Try the chat, then play a sample call.

AI web chat

Hi! I'm the Riverbend Wellness Studio assistant. I can answer questions and book your visit, 24/7.

Voice AI answers the phone

A caller reaches Riverbend Wellness Studio after hours. The AI agent answers, books the visit and texts a confirmation. Your team sees the full call summary in the CRM.

  1. AI agent: Thanks for calling Riverbend Wellness Studio, this is the virtual assistant. How can I help?
  2. Caller: I want to book a first appointment.
  3. AI agent: Wonderful. I have Monday at 8:30 AM or Wednesday at 6:00 PM. Which works?
  4. Caller: Wednesday.
  5. AI agent: Done. You're booked for Wednesday at 6:00 PM. I'll email your intake forms and text you a confirmation.

The workflows behind this demo

Here is everything that runs in the background for a practice. Our team builds, tests and launches every workflow for you, then tailors it to your business.

  1. 1

    Missed-Call Text Back Every plan

    Starts when: A call goes unanswered

    Texts the caller back within seconds with a link to book.

  2. 2

    New Patient Booking & Intake Forms Every plan

    Starts when: A new patient books

    Confirms the visit, sends your intake forms before the first appointment and sends reminders.

  3. 3

    No-Show & Cancellation Recovery Tier 2+

    Starts when: A patient misses or cancels

    Sends gentle reschedule texts and an email, and stops as soon as they book.

  4. 4

    Care-Plan Rebooking Reminder Tier 2+

    Starts when: A visit is completed

    About 2 weeks later, reminds the patient to book their next visit by text, then by email.

  5. 5

    Membership Welcome & Retention Tier 3+

    Starts when: A patient joins your wellness plan

    Sends a welcome email and text, and a booking reminder if they haven't booked within 3 weeks.

  6. 6

    Referral Invite & Thank-You Tier 2+

    Starts when: A visit is completed, or a referral is earned

    Invites patients to refer a friend and thanks them automatically, with a task for your staff.

  7. 7

    Seasonal Promotion Tier 3+

    Starts when: You start a seasonal offer

    Sends your offer by email and text, and stops for anyone who books.

  8. 8

    Review Request Every plan

    Starts when: A visit is completed

    Asks every patient for a Google review.

Workflows marked “Every plan” are included from Tier 1. Workflows marked “Tier 2+” are included from Tier 2 (Growth & Automation) and up. Workflows marked “Tier 3+” are part of our Rewards, Promotions & Membership Programs, included from Tier 3 (Scale & AI Enterprise) and up, or on Tier 2 with the Rewards Lite add-on. Texting starts once the phone carriers approve your business texting registration.

The plan we recommend

Tier 2: Growth & Automation · $597/month

Tier 2 runs care-plan follow-ups, missed-appointment recovery, reactivation and referral thank-yous. Move to Tier 3 for 24/7 AI booking and Voice AI, wellness memberships and seasonal promotions or online programs, more than one location, or separate reporting by provider.

Also consider: Tier 3: Scale & AI Enterprise ($997/month). Every plan starts with a 14-day FREE trial, with NO sign-up fee.

See Tier 2 and start FREE Compare plans

Frequently asked questions

What happens after I sign up? (listen)

Our Onboarding Roadmap, from signup to go-live:

What is this demo?

A working example of the Viper Consulting™ Wellness Practices Build for a fictional wellness practice. Every text, reminder, pipeline card and AI answer on this page shows what you and your patients would see. Our team tailors the wording, timing and offers to your business.

Is Riverbend Wellness Studio a real business?

No. Riverbend Wellness Studio is fictional, and the demo form on this page is a simulation: nothing you type is sent or saved.

Can new patients book and fill out intake forms online?

Yes. New patients can book online 24/7 and receive your intake forms automatically before their first visit, which saves your front desk time.

Can it keep patients on track with their care plans?

Yes. Tier 2 sends care-plan follow-ups and reminders between visits, and missed-appointment messages that make it easy to rebook.

How do we reactivate patients who stopped coming in?

Tier 2 includes reactivation and win-back campaigns that reach out automatically after 60 to 180 days without a visit, with a simple link to book again.

Which plan do most wellness practices choose?

Tier 2 (Growth & Automation). Move to Tier 3 for 24/7 AI booking and Voice AI, memberships or online programs, or more than one location.

How do you protect patient privacy?

Our team is HIPAA-trained. We set up your system so patient privacy comes first: appointment reminders and follow-ups stay generic (date, time and location only), no diagnosis or treatment details go out by text or email, and every user signs in with two-factor login. Clinical records stay in your existing patient-records system.

What happens to missed calls?

Every missed call gets an automatic text back within seconds on every plan, so the customer keeps talking to you instead of calling the next business.

When can we start texting customers?

Texting starts as soon as the phone carriers approve your business texting registration, usually within 1 to 3 weeks. Calls, email, booking and everything else work from day one.

How long does setup take?

From sign-up to go-live, onboarding takes 2 days on Tiers 1 and 2 and 3 days on Tiers 3 and 4. You get access to your CRM at go-live.

What does it cost?

Tier 1 is $297, Tier 2 is $597, Tier 3 is $997 and Tier 4 is $1,597 a month. Every plan starts with a 14-day FREE trial and NO sign-up fee: $0 today, and your first month is charged on day 15. No contract, cancel anytime. Our plans are for US businesses.

See plans and start FREE   See every live demo   Questions? Call 1-800-455-5691.

Want this running for your practice?

Get a FREE audit of your calls, leads and reviews, or start your 14-day FREE trial today. $0 today, NO sign-up fee, no contract, cancel anytime.

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© 2026 Viper Consulting™ (Epstein Investment Group LLC). This demo, including its design, workflows, text, audio, images and FAQs, is the property of Viper Consulting™. Please don't copy or reuse it without our written permission. See our Terms of Service.