Kaia Help Center

Everything you need to set up Kaia and get the most from it. If you can't find an answer here, email support@advital.app.

What Kaia does

Kaia is the AI platform for aesthetic practices, built by Ad Vital. It takes the front desk and follow-up work your team never gets to finish, and it shows you where patients slip away.

• AI receptionist. Answers every call, text, web chat and social DM, 24/7, in English and Spanish.
• Inbox and patient timeline. Every call, recording, text, email, DM and note lands on one timeline for each patient.
• Booking. Books real openings from your schedule, with the right consult type.
• Sales analysis. Scores calls and consults, coaches coordinators in private and shows you patterns by staff member and procedure.
• Vital Pay. Takes deposits and payments by card and ACH, including during the booking conversation.
• EMR integration. Writes bookings, deposits and messages back to your EMR. Or use Kaia's built-in EMR.

Getting started

Most practices go from demo to live in a few steps. We handle integrations and onboarding with you.

1. Book a demo

A 20-minute call. We show you a scored consult, how Kaia answers your phones and where your practice is most likely losing patients. Book a demo or call (832) 835-5730 to hear Kaia live.

2. Sign your agreement and BAA

Before Kaia touches patient data, Ad Vital signs a Business Associate Agreement (BAA) with your practice. See Security & Trust for how the BAA works.

3. Connect your phone and channels

We connect the channels you want Kaia to cover: phone calls, SMS, your website chat and your social DMs. We also connect your EMR, or set up Kaia's built-in EMR.

• Phones. We connect your practice phone numbers. Office desk phones can join too, with ring groups and a dial plan so calls reach the right people.
• Texting. Texting registration walks you through each step in plain language.
• Facebook and Instagram. Connecting your Facebook Page and Instagram account takes one pop-up. Kaia confirms messages will arrive before you go live.
• Website. Website chat lands in the Kaia inbox. You can also publish a booking widget on your website, and people who book become patients in Kaia automatically.

4. Configure Kaia for your practice

You set the rules Kaia follows:

• Which consult types she can book, and with which providers
• Your deposit policy
• The answers your practice approves for common questions
• Who gets handed clinical, sensitive or unusual conversations
• Your follow-up cadence for unbooked consults and quotes

Want to change any of these after go-live? Email support@advital.app and we'll update it with you.

5. Go live

Kaia starts answering. Every conversation lands on the patient timeline, and your team picks up anything handed off to them.

If you start with sales analysis, calls start scoring right away. In 30 days you see your own baseline: where you lose patients, what it costs and the two or three fixes worth making first.

Feature guide

AI receptionist

Kaia answers every call, text, web chat and social DM, 24/7, including holidays, in English and Spanish. She answers the questions your practice approves, books visits and follows up. She does not answer clinical questions or make treatment decisions. Those go to qualified people on your team.

Missed-call text back

If a call slips through, Kaia texts the caller back within seconds. She can book the visit by text and take a deposit under your policy.

Inbox and patient timeline

Every call, recording, text, email, social DM and note sits on one timeline for each patient. When a patient calls back, Kaia and your team see the quote, the deposit and the date the patient asked about.

Your team replies from the Kaia inbox, and the patient gets the reply on the channel they used.

Booking

Kaia books from your real schedule, with the right consult type, and writes the booking back to your EMR. She can take a deposit to hold the time if your policy calls for one.

Follow-up

Unbooked consults and open quotes get follow-up on your cadence until the patient decides. You set the cadence.

Hand-off to your team

Clinical, sensitive or unusual questions go to the right person on your team, with the conversation attached. Nobody has to ask the patient to repeat themselves.

Sales analysis

Kaia records calls and consults, with patient consent, and scores each one from 0 to 100 on six skills: rapport, needs discovery, presentation, objection handling, closing and upsell. Each consult is tagged booked, follow-up or lost. The coordinator sees her own feedback first, with one clear thing to try next time. You see patterns by staff member and procedure.

For in-person consults, your provider uses a clip-on recorder that your practice connects. Recording starts only when your provider turns it on, and only with the patient's consent.

AI notes

The same consult recording drafts the consult note and tags it to the right patient. Your provider reviews and signs it.

Vital Pay

Vital Pay takes card and ACH payments, stores payment methods for balances and memberships, and sends text payment links. Patients see card, ACH and financing side by side. Kaia can take a deposit by card or ACH during a booking conversation, under your deposit policy. Deposits and payments write back to the patient record in supported EMRs.

Catch reporting

Catch shows what happened after each lead came in: speed to lead, booked rate, consults attended, consult scores and revenue from booked procedures.

CRM

Kaia tracks every lead through consult, quote, deposit and procedure. Leads and quotes don't go quiet, because Kaia follows up on your cadence.

EMR integration

Kaia syncs both ways with the major aesthetic EMRs, so bookings, deposits and messages write to the chart without double entry. You can keep your current EMR, or use Kaia's built-in EMR. See the current list of supported EMRs on our CRM page.

Security and privacy

Ad Vital is a HIPAA business associate and signs a BAA with every practice. Patient data belongs to your practice. We don't sell personal information.

Read how we protect your data on Security & Trust. See also our Privacy Policy and Terms & Conditions.

FAQ

Does Kaia speak Spanish? Yes. Kaia answers calls, texts, web chat and social DMs in English and Spanish, 24/7.

Will Kaia answer clinical questions? No. Kaia handles the administrative side: questions your practice approves, scheduling, deposits and follow-up. Clinical questions and treatment decisions go to qualified people on your team.

Does Kaia replace my front desk? No. Kaia covers the calls your team can't get to: nights, weekends, lunch and the moment someone is checking a patient in. Your team keeps the in-person work, the judgment calls and anything clinical.

Do I have to switch EMRs? No. Kaia runs beside your current EMR and syncs both ways with supported EMRs. Kaia also has a built-in EMR if you want one.

Can I start with sales analysis only? Yes. Many practices start with sales analysis, see their own baseline in 30 days, then add the AI receptionist and Vital Pay.

Do you sign a BAA? Yes. Ad Vital signs a BAA with every practice before Kaia handles patient data.

Do patients know they are being recorded? Recording starts only when your provider turns it on, and only with the patient's consent. Your practice is responsible for the notices and consents your state requires.

Can Kaia take a deposit on the call? Yes, when your policy calls for it. Kaia takes card or ACH through Vital Pay while she books the visit.

Who owns my data? You do. Your practice keeps ownership of its practice and patient data. You can ask for an export or deletion, subject to your order terms and the law.

Can I hear Kaia before I buy? Yes. Call (832) 835-5730. That number is Kaia, live.

Contact support

Email support@advital.app or call (832) 835-5730. Please don't include patient health information in support emails.

Ad Vital, LLC · 1518 Aldrich St, Houston, TX 77055