How It Works for Your Med Spa Calls
Your AI receptionist answers forwarded calls using your spa's services, price list and routing instructions. Hear it in the browser demo, then use the onboarding chat to prepare your own call handling.
The four steps
- Forward your number Choose which calls to forward to your local number, using our carrier or phone-system guide.
- Answer as your business Your receptionist gives its virtual-assistant and recording notices, then handles questions using your spa's information.
- Receive alerts and bookings Get email and app push alerts, with Google Calendar bookings or details for your callback.
- Test and go live Check a fictional call, review the result and activate your chosen forwarding coverage for callers.
Forward all calls or choose when your receptionist answers
Keep your business number and forward all calls, or only busy, unanswered or after-hours calls. We provide a local number and instructions for your carrier or phone system.
- All callsHave your AI receptionist answer forwarded inquiries throughout the day and night.
- Selected coverageChoose busy, no-answer or after-hours forwarding to support your front desk.
- Local numberReceive a number in your area code with a forwarding guide.
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Your existing number remains the number callers dial; forwarding sends the calls you choose to your receptionist. You decide whether coverage starts when your front desk is busy, after an unanswered call or outside opening hours.
We give you a local number and a forwarding guide for your carrier or phone system. Arrange a test before real callers reach it, so you can check the greeting and the next step together.
If the plan lapses, calls go to your backup number or voicemail. Include that destination in your setup so your team knows where to look for messages when coverage ends.
Hear the greeting, intake questions and next step
Your receptionist introduces itself as a virtual assistant, announces recording and answers as your spa. It uses your information to handle routine questions, collect messages and arrange consultations.
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The opening tells callers who is answering and that the conversation is recorded. Your receptionist then asks the intake questions for the request, such as the service someone wants to discuss and their contact details.
For an invented caller asking about a consultation, it can book in Google Calendar or gather details for your callback. English and Spanish are available, including a language change during the call.
Clinical concerns move to your on-call clinician without medical advice, diagnosis or triage decisions. An unfamiliar business question becomes a message for your team. Try a fictional front-desk conversation to hear those boundaries in practice.
- Clear introductionThe virtual-assistant disclosure and recording notice begin each call and stay enabled.
- Approved informationService answers and treatment prices come from the details your spa supplies.
- Clinical routingPost-treatment concerns go to your clinician; emergency callers are directed to 911.
Receive call alerts, booking details and a daily digest
Each call produces an email and app push alert with a summary, urgency tag, transcript and recording. Your dashboard holds the call records and usage, with a daily digest by email.
- 1Call alertsRead the summary and urgency tag, then inspect the transcript and recording.
- 2Urgent contactSet the order for warm transfers or pages to your on-call person.
- 3Daily reviewUse the email digest and dashboard to review calls, usage and settings.
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Your alert contains the call summary, urgency tag, transcript and recording. Read the summary for the request, then use the call record when you need the caller's exact wording.
For a warm transfer, your on-call contact hears a short summary and presses 1 to accept the call. You can choose a page instead and set the order for reaching your contacts.
Appointments can be booked in Google Calendar. If your team handles scheduling elsewhere, choose callback details and enter the summary into your usual software. Direct connections to spa-management software are planned by demand. Review the current booking and software options before deciding who confirms each appointment.
Test your instructions and change them in plain words
A test call lets you check your receptionist before forwarding business calls. Review its answers, message and routing, then change settings by telling the AI what you want in plain words.
- Use fictional detailsTest a consultation request and approved price question without sharing patient information.
- Check the handoffConfirm your on-call contact receives the fictional clinical concern as intended.
- Update instructionsTell the AI about changed hours, approved prices or routing preferences.
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Test the tasks you want your receptionist to handle before activating coverage. Use an invented caller to request a consultation, ask about a listed price and describe a fictional post-treatment concern.
Read the summary and compare it with your test conversation. Check the recording notice, booking outcome and clinician handoff, then clarify any business details that produced an incomplete answer.
You can change settings later through plain-language instructions to the AI. Keep your service list, hours and on-call order current as your spa changes. Request a free trial; we email your sign-in link when ready, then onboarding collects the information for that first test through a chat about your business.
Frequently asked questions
Can I keep my business phone number when I forward calls?
Yes. Your callers continue dialing your business number, and you forward the calls you choose to the local number we supply. Select all calls or coverage for busy, no-answer or after-hours periods. The forwarding guide covers your carrier or phone system, and you test the route before going live.
How long does setup take, and what do I need?
Setup uses an onboarding chat of 10 to 15 questions, followed by forwarding instructions and a test call. Have your website, services, hours, approved price policy and on-call contact ready. The time depends on preparing those details and testing your instructions; we do not set a fixed setup duration.
Will callers know the receptionist is AI and records calls?
The greeting says it is a virtual assistant and that the call is recorded. Those notices are part of the opening on each call and cannot be disabled. Listen in the demo, then check your own business greeting during testing to assess how it represents your spa.
What happens when a caller asks something outside my information?
Your receptionist collects a message for your team when the supplied business information does not answer a question. It uses your approved list for prices and routes clinical questions to your clinician. Review the transcript afterward and add any missing business details through the AI settings chat.
How do urgent calls reach my on-call person?
You set the contact order and choose a warm transfer or page. With a warm transfer, your contact hears a short call summary before pressing 1 to take the conversation. Post-treatment reaction calls go to the clinician now; emergency instructions direct the caller to 911. The AI gives no medical advice.
What should I check before sharing patient information?
Our position on protected health information is the pending status (no business associate agreement is in place). Until that status is set, keep protected health information out of the service. Use fictional patients during tests. Recordings are retained for your chosen period of 30 or 90 days, and the privacy policy explains requests for access or deletion.
Try the call flow before setting up your spa
Talk through a fictional request in the browser demo. Then request a free trial; we email your sign-in link when ready so you can supply your business details and test your own instructions.