Sales analysis for aesthetic practices

The consult went well. So why didn't she book?

Most patients decide after the surgeon leaves the room. Price, financing and the deposit happen then, and you never hear it. Kaia scores every call and consult, coaches your team in private, and shows you the pattern.

Book a demo See a scored consult
Patient consent before recording HIPAA compliant, BAA signed Runs beside your EMR
A quiet consultation room with two chairs facing each other across a small walnut table
Tummy tuck consult. Scored 71. Price came before timeline.Sample
40–50%

Typical consult-to-procedure rate for plastic surgery practices.

75–85%

What the top practices convert. Same procedures. Same kind of patient.

Same surgeon. Same leads. Different room.

You already paid for the lead. The gap opens on the phone and after you leave the consult. Most surgeons never hear that part, so they buy more ads instead.

Benchmark: Catherine Maley, Top 10% Plastic Surgery Practices.

What you see

The exact minute it turned.

Every call and consult is scored on six things: rapport, needs discovery, presentation, objection handling, closing and upsell. You see the outcome next to the score, and one clear thing to try next time.

Abdominoplasty consult · After the surgeon stepped outFictional patient
18:02

CoordinatorDr. Patel thinks you're a great candidate. Let me go over your quote.

18:20

PatientI'm so relieved. I've wanted this since my second, honestly.

18:41

CoordinatorSo the all-in fee is $14,800, and we'd need a deposit to hold a date.

The turn. Price came before timeline or goals.

19:06

PatientOkay. I think I need to talk to my husband first.

One thing to try next time

Ask when she wants to be recovered by. Then quote the fee against that date.

Consult scoreSample
71/ 100
  • Rapport92
  • Needs discovery78
  • Presentation84
  • Objection handling48
  • Closing55
  • Upsell70
OutcomeFollow-up · deposit not taken

Illustrative example. Scores and transcript are fictional.

Same consult, two views

What happens after the surgeon leaves.

Your coordinator gets a private note she can use tomorrow. You get the trend across the team. Nobody gets called out in a meeting.

Your note · Breast augmentation quote, after the surgeon left

You built rapport fast. Next time, ask about timeline before price.

Try this line"When are you hoping to be recovered by?"
You see this first. Two or three notes per consult, never a wall of red.

Your last 30 days

  • RapportStrong
  • Needs discoveryImproving
  • ClosingFocus area
  • Consults booked after your notes+4

Sample data. Fictional coordinator.

A patient care coordinator listening to a patient in a calm consult room
Feedback from the data. Not from the boss.
Coaching lands better when it isn't personal.

Safe for your team

Coaching, not cameras.

Your coordinators are the reason patients say yes. If a tool makes them feel watched, it fails. So Kaia makes them better, and makes them look good doing it.

  1. 01

    She sees it first.

    Each coordinator gets her own feedback before anyone else reviews it. Two or three notes, never a wall of red.

  2. 02

    Patterns, not gotchas.

    You see where consults stall across the team and by procedure. The goal is the fix, not the person to blame.

  3. 03

    Your best becomes the playbook.

    See what your top coordinator does that others miss. Turn it into coaching everyone can use the next day.

  4. 04

    Consent is built in.

    Recording starts only when your provider turns it on, and only with the patient's consent.

Your gap, in dollars

What a few more yeses are worth.

Move the sliders. This is the revenue sitting between your close rate and the one you want, from leads you already have.

Added revenue per year

$768,000

From the same leads you already pay for.

8More procedures a month
$64,000Added each month

Illustrative math, not a promise. Benchmark: Catherine Maley, Top 10% Plastic Surgery Practices.

Safe for you

Nothing to rip out.

Start with sales analysis. Keep your EMR, your team and your workflow. In 30 days you see your own baseline, and you decide what comes next.

Week 1

Connect your phones.

Calls start scoring right away. Your provider adds a Plaud NotePin to consults, with patient consent.

Weeks 2 to 4

Every conversation scored.

Coordinators get private tips. You get a view by staff member and by procedure.

Day 30

Your baseline.

Where you lose patients, what it costs, and the two or three fixes worth making first.

Add the rest when the numbers earn it.

AI receptionist →Answers every call, text and DM. Books the consult. CRM →Follow-up that never forgets a quote. Vital Pay →Deposits and financing at the quote. Catch →Speed to lead, booked rate and revenue.

Syncs both ways with Nextech, ModMed, Symplast, 4D, AdvancedMD, DrChrono and Zenoti. Or use our EMR.

Built for your kind of practice

One system. Three vocabularies.

Kaia speaks the language of your specialty, from abdominoplasty to tox re-treats to veneers.

Proven

Aesthetic surgery

Same-day quotes, deposits that hold the date, and follow-up on every unbooked consult.

In pilots

Med spa

Waitlist fills, rebooking on cadence and memberships that retain, the same on every shift.

Early access

Cosmetic dental

Smile-design plans, financing and deposits that turn a yes into a scheduled case.

At Lift Plastic Surgery

20%

Higher booking rate

<2 min

To answer new leads

18 hrs

Saved every week

$3K/mo

Cut from software costs

Results from Lift Plastic Surgery, owned by Kaia's founder. Your results will depend on your volume, team and patients.

See results from other practices

Why we built it

The consult doesn't end when I leave the room.

I'm a plastic surgeon. I'd finish a great consult, step out, and my coordinator would take it from there. Price, financing, the deposit. That is where most patients decide, and I never heard a word of it.

Kaia was built inside my practice to hear that part. It runs Lift every day. My coordinators get honest feedback on the conversations after I'm gone, and it never feels personal.

I'd rather show you your own numbers than tell you about mine. That's what the first 30 days are for.

Shitel Patel, MDFounder, Ad Vital · Lift Plastic Surgery, Webster, TX

What owners ask first.

Will my team feel watched?

Not if you roll it out the way we do. Each coordinator sees her own feedback first. Owners see patterns by team and procedure, and we help you introduce it as coaching, because that's what it is.

Does the patient know the consult is recorded?

Yes. Recording starts only when your provider turns it on, and only with the patient's consent. Ad Vital is HIPAA compliant and we sign a BAA.

Do I have to switch EMRs?

No. Kaia syncs both ways with Nextech, ModMed, Symplast, 4D, AdvancedMD, DrChrono and Zenoti. Use our built-in EMR if you want it. Or keep yours and we run beside it.

What happens in the first 30 days?

Week one, your phones connect and calls start scoring. By day 30 you have your own baseline: where patients drop, what it costs and the two or three fixes worth making first. Then you decide what comes next.

What is consultation sales analysis?

Consultation sales analysis records your phone calls and in-person consults, with patient consent, and scores each one on rapport, needs discovery, presentation, objection handling, closing and upsell. Kaia ties each score to the outcome. You see where patients drift, and your coordinators get private coaching.

What is a good consult-to-procedure conversion rate for plastic surgery?

Most plastic surgery practices convert 40 to 50% of consults into booked procedures. The top practices convert 75 to 85%, according to Catherine Maley. Below 65% usually points to a conversion problem, not a lead problem.

See your own numbers.

A 20-minute demo. We'll show you a scored consult, how Kaia answers your phones, and where your practice is most likely losing patients.

Book a demo Call Kaia live: (832) 835-5730