Med Spa & Aesthetics Call Handling

AI Phone System for Medspas — Book Treatments 24/7 From $69/Month

KaiCalls is an AI phone system for medspas and aesthetic clinics that answers treatment inquiries 24/7, explains Botox vs Dysport or CoolSculpting in plain English, books consultations on Google Calendar or Outlook, and pushes every new client into Zenoti, Vagaro, Boulevard, Mindbody, or AestheticRecord via webhook + Zapier. Flat plans — Solo $69/mo, Pro $199/mo, plus a negotiated Custom plan — with no per-minute overage.

The American Med Spa Association 2024 State of the Industry Report reports the U.S. medical spa market is now a $15B+ industry driven largely by consumers researching treatments on evenings and weekends — the exact hours your front desk is closed. KaiCalls answers then.

24/7 Appointment Booking

Treatment Q&A

Zenoti & Vagaro Integration

Start Free Trial View Pricing

Plans start at $69/month • 7-day free trial • No setup fees

Kai handling multiple booking calls simultaneously

Inspectable setup packs

Med spa setup pack included

Kai starts from a med spa pack with treatment-interest intake, consult booking, medical-advice guardrails, after-hours handling, owner summaries, and evals that check safe deflection on treatment and pricing questions.

Intake fields

Prompt guardrails

Failure modes

Eval scenarios

Medical Spa

7 evals

4 required fields, 7 prompt rules, 7 known failure modes.

First setup fields

Full nameBest callback numberNew client or returning client

All AI receptionist solutions Med spa solution page

Open setup pack Fields Evals

Calls Handled

Leads Processed

0minutes

Time Saved

Real-time network statistics updated just now.

Your Front Desk Is Your Bottleneck

Med spas lose thousands in revenue when the phone goes unanswered. Clients calling about Botox don't leave voicemails - they book with your competitor.

Common Challenges

What's Costing You Clients

✕Front desk juggling check-ins, calls, and treatments
✕Evening "I want Botox tomorrow" calls go to voicemail
✕Instagram DMs about pricing sit unanswered for hours
✕Clients book elsewhere while waiting for callbacks

With KaiCalls

What Changes

Every call answered instantly, 24/7/365
Kai books appointments directly into your calendar
Treatment questions answered accurately
Front desk focuses on in-person client experience

Every Detail Captured, Every Time

Kai listens carefully, takes notes, and books the right treatment — so no consultation request slips through the cracks.

Try Kai Right Now

Click the microphone and pretend you're calling to book a Botox appointment or ask about treatments. Experience exactly how your clients will interact with Kai.

Med Spa Booking Demo

Connecting voice system...

Or call to talk to Kai now

1 (417) 386-2898

Available 24/7

Demo calls may be recorded and used for training and marketing. Please don't share sensitive info. See Terms and Privacy.

Live demo • Customizable for your treatment menu

Handles Every Type of Inquiry

Custom conversation flows for each service you offer

Injectables

Botox, fillers, and lip augmentation inquiries. Kai collects treatment history, areas of concern, and books consultations.

Body Contouring

CoolSculpting, Emsculpt, and similar treatments. Kai qualifies by target areas and timeline expectations.

Skin Treatments

Facials, chemical peels, laser treatments. Kai asks about skin concerns, sensitivities, and desired outcomes.

Consultations

General consultations for new patients. Kai captures goals, budget range, and schedules with the right provider.

The Numbers Don't Lie

Speed and availability directly impact your booking rate.

73%

of med spa calls are appointment inquiries

42%

of calls occur outside business hours

$500+

average first treatment value

3.2x

LTV of clients who book same-day

68%

of callers won't leave voicemail

Integrates With Your Spa Software

KaiCalls connects to your booking system for seamless scheduling.

Google Calendar

Direct integration — book on provider calendars

Kai checks availability and creates events in real time.

Outlook Calendar

Direct integration — book on Outlook/Microsoft 365

Real-time availability check and instant booking confirmation.

Zenoti

Webhook + Zapier — spa management integration

Every call pushes as structured JSON via Zapier. Create appointments, client profiles, and sync to your schedule.

Vagaro

Webhook + Zapier — appointment booking and client management

Boulevard

Webhook + Zapier — salon & spa software

Mindbody

Webhook + Zapier — class/appointment routing

AestheticRecord

Webhook + Zapier — aesthetic EMR lead capture

HubSpot

Webhook + Zapier — marketing automation and lead nurturing

View all 40+ integrations

Why Med Spas Choose KaiCalls

Instant Booking

Kai checks your real-time availability and books appointments on the spot. No callbacks needed. Clients get instant confirmation.

Real-time calendar sync
Automatic confirmation texts

Treatment Knowledge

Kai is trained on your specific treatments, pricing, and policies. Kai answers questions accurately and sets proper expectations.

Custom treatment menu
Pricing transparency options

After-Hours Coverage

Capture the 42% of calls that come outside business hours. Clients researching treatments at 9pm can book immediately.

24/7/365 availability
No overtime costs

Frequently Asked Questions

Common questions from med spas considering KaiCalls

Can Kai answer questions about specific treatments?

Yes. Kai is trained on your treatment menu, pricing, and FAQs. Kai can explain the difference between Botox and Dysport, describe what to expect during a HydraFacial, or explain your CoolSculpting process. You provide your treatment information during setup, and Kai uses it to answer client questions accurately. For complex medical questions, Kai appropriately defers to your providers.

How does appointment booking work?

KaiCalls integrates with your scheduling system (Zenoti, Vagaro, Boulevard, or Google Calendar). When a caller wants to book, Kai checks real-time availability, offers open slots, and confirms the appointment on the spot. Clients receive automatic confirmation texts. Your team sees new bookings appear in your system instantly without any manual entry.

What if someone calls about pricing?

You control how Kai handles pricing questions. Options include: sharing your full price list, providing price ranges, offering to send a menu via text, or scheduling a consultation for custom quotes. Most med spas have Kai share general pricing up front so window-shoppers self-select out, then book a consultation for anyone who wants a custom plan.

Can Kai handle existing client calls?

Yes. Kai can recognize returning clients, answer questions about upcoming appointments, help with rescheduling, and take messages for specific providers. For account-specific questions like membership balances, Kai can transfer to your team or schedule a callback during business hours.

How quickly can we get started?

Most med spas are live within 24-48 hours. Setup involves: connecting your calendar, uploading your treatment menu and pricing, customizing Kai's greeting, and forwarding your phone. We handle the technical setup and provide a test number so you can experience calls before going live.

Simple Pricing for Med Spas

Flat monthly rates built around answered calls. No per-minute overage — if your volume grows, we right-size you to the next plan with a heads-up first.