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HIPAA Compliant CRM for Aesthetic Practices FAQs

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1. What is Ad Vital and how does it benefit my aesthetics practice?

Ad Vital is an AI-powered practice management platform built specifically for aesthetic practices and medspas. It simplifies, organizes, and optimizes your operations through automation and AI, leading to increased efficiency, reduced staff workload, improved patient communication, and ultimately, higher revenue and practice growth.

2. How does Ad Vital use AI and automation to improve efficiency?

Ad Vital leverages AI in several ways, including an AI Chatbot that can book appointments and answer basic patient questions after hours. Additionally, our platform uses automation to create optimized patient journeys for each treatment you offer, nurturing leads and guiding them through the process with personalized communication, all on autopilot. This frees up your staff to focus on providing exceptional care and building relationships with patients.

3. What types of communication channels does Ad Vital support?

Ad Vital provides a centralized communication system encompassing text messaging, email, phone calls, voicemail drops, and even direct messages on social media platforms. This ensures you can reach your patients effectively and manage all leads from various sources in one convenient location, with a clear timeline and timestamps for complete transparency.

4. How does Ad Vital help with marketing and lead generation?

Ad Vital integrates seamlessly with your existing marketing tools and platforms, allowing you to track the effectiveness of your campaigns with clear reporting and analytics. You’ll be able to see which marketing efforts are driving results and which ones need adjustment, leading to better optimization and return on investment.

5. Does Ad Vital integrate with my existing EMR system?

Yes! Ad Vital is designed to integrate with various EMR systems, ensuring a smooth transition and avoiding data silos. This allows you to maintain a unified platform for managing your practice, with patient information flowing seamlessly between systems for a comprehensive view of your operations.

6. What type of support does Ad Vital provide?

We have a technical onboarding and then staff training sessions during the onboarding process. We have a 24/7 Live chat support and a monthly client success meeting and also have office hours weekly. We want you to succeed!

7. How long is the contract?

It is a 1 year contract.

1. How do the messaging credits work?

Every month we add complimentary messaging credits to your account based on what package you have selected above. For example if you choose Auto-Pilot, you get $300 in free messaging credits. The pricing below outlines how much each email, AI word, AI image, text, and call mins cost. Complimentary credits do not roll over every month.

2. How much are emails, text messages, AI copywriting, and call minutes?

Will depend on your contract as rates fluctuate

3. What happens if I run out of messaging credits?

If you run out of messaging credits, your account is billed per the pricing for usage past the credits of the package.

4. How much are A2P Fees for SMS?

A2P, or Application-to-person messaging, is when a business sends automated SMS or MMS messages to a person or group of people. According to U.S. regulations, you must register your phone number as an A2P 10DLC campaign. Effective July 5, 2023, U.S. messages may begin being blocked if they are improperly registered. A2P 10DLC continues to evolve and our telephone partner, Twilio, continues to stay current with the updates. Thankfully, Ad Vital CRM manages the complexities of your A2P campaign registration and fees are included in onboarding fees.

5. Is the platform available for the UK, Canada, and Australia?

We currently offer the product in North America (USA)

6. What Electronic Medical Records(EMR's) do you integrate with?

We integrate with Nextech, Symplast, Zenoti, 4D, AdvancedMD and any EMR with an open API.

7. Do you use Zapier?

We do not use Zapier or Make since they are not Hipaa-compliant.

8. What is Workflow AI by ChatGPT? Do you use Zapier?

Workflow AI is a way we have enabled you to utilize ChatGPT in automation without needing your own OpenAI api key. You are able to answer SMS messages, emails, create tasks, etc. using AI.The pricing is outlined below.


Workflow AI Action – $0.036 per action

1. What Electronic Medical Records(EMRs) do you integrate with?

We integrate with Nextech, Symplast, Zenoti, 4D, AdvancedMD and any EMR with an open API.

2. Can Ad Vital work with my existing EMR or software?

Yes. Ad Vital is designed to integrate with most popular EMRs. Whether you’re using Nextech, PatientNow, ModMed, AdvancedMD, 4D, Symplast, Dr. Chrono, Zenoti, or another system, we work within your existing tech stack to automate tasks like reminders, follow-ups, and lead tracking without disrupting your team’s workflow.

3. We already have a website. Do we need to rebuild it to work with you?

Not necessarily. If your website performs well and aligns with your brand, we can optimize it for better performance by improving speed, adding automation, or enhancing SEO. If your current site isn’t converting visitors into patients, we do offer full redesigns built around engagement and booking.

4. What’s included in your reporting?

Our reports go beyond standard marketing dashboards. You’ll see real metrics like patient bookings, show rates, lead sources, and campaign ROI. We turn your data into actionable insights so you can make informed decisions that grow your practice.

5. Is the Ad Vital CRM HIPAA-compliant?

Absolutely. Every automation, integration, and message we build complies with HIPAA standards. We protect patient data through secure systems and encryption protocols. Our workflows are designed with medical privacy and legal safeguards at the forefront so you get powerful marketing without compromising compliance.

1. How do you offer unlimited contacts?

We want you to grow your brand with all the marketing channels you use now and in the future.

2. What kind of support do you offer?

We offer live chat support and a help center within the app. Our support team will answer every ticket within 24 hours with most tickets responded to within 2-4 hours.

3. How do I get started with Ad Vital?

Getting started is simple. We begin with a discovery call to learn about your practice, goals, and challenges. From there, we create a customized growth plan, handle the heavy lifting on execution, and keep you informed with transparent progress updates along the way.

4. What kind of results can I expect?

You can expect to see increases in monthly recurring revenue, more transparent reports on your marketing spend, improvements in patient engagement, reliable appointment show rates, often within 30 to 90 days. We track performance closely and deliver transparent reporting, so you always know what’s working. Our clients frequently experience more consistent patient flow and reduced downtime between appointments.

5. How long does it take to see results?

Clients typically begin to see results within the first 30 to 60 days, depending on their current systems and the scope of services implemented. Because we work within your existing workflow, there’s no steep learning curve or downtime. Our goal is to get you momentum quickly and scale your results over time.

6. Can I pause or adjust services?

Yes, we understand that healthcare practices experience seasonal shifts and unexpected changes. Our service plans are built to be flexible so you can scale up, scale down, or pivot when necessary. We work with you to adapt the strategy as your business evolves.

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