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Features
Everything Kaia does.
Most practices find out what Kaia can do one feature at a time. Here it is in one place: 56 things, from the first call to the deposit to the coaching note.
Kaia by Ad Vital is one platform for aesthetic practices. It answers every call, text, web chat and social DM 24/7 in English and Spanish, books consults and takes deposits, follows up on every unbooked consult and quote, scores consults and calls with patient consent, coaches coordinators in private, runs payments through Vital Pay, reports in Catch and syncs both ways with your EMR.
AI receptionist
Answer every patient.
Every call, text, chat and DM gets a real answer, day or night.
See the AI receptionist →Calls answered 24/7
Nights, weekends, lunch and holidays. Never voicemail.
Texts answered
Patients text the practice number and get a real reply.
Website chat
Chat on your site lands in the same inbox as everything else.
Instagram, Facebook and TikTok DMs
Social messages get answered and booked, not left on read.
English and Spanish
On every channel, at every hour.
Missed-call text back
If a call slips through, Kaia texts the caller back in seconds and books by text.
Answers you approve
Kaia answers common questions the way your practice approves.
Hand-off to your team
Clinical, sensitive or unusual questions go to the right person, with the conversation attached.
Hear her live
Call (832) 835-5730. That number is Kaia.
Booking
Book the visit and hold the date.
Real openings, the right consult type and a deposit before they hang up.
See how booking works →Books from your real schedule
The right consult type with the right provider.
Written back to your EMR
Every booking lands in the chart. No double entry.
Deposits while booking
Under your policy, Kaia takes card or ACH in the call or text.
Website booking widget
People who book on your site become patients in Kaia automatically.
Waitlist fills
A slot opens and the right patient gets the text first.
Follow-up
No quote goes quiet.
Every maybe gets followed up on your cadence until the patient decides.
See the CRM →Unbooked consult follow-up
Warm, timely nudges on the cadence you set.
Same-day quotes
The patient has the quote before she cools off, with financing next to it.
Rebooking on cadence
Clients hear from you before they lapse on tox, filler or a series.
Memberships
Renewals and perks that keep members active.
Retail follow-up
The right product follow-up at the right moment.
Sales analysis
Hear the part of the consult you miss.
Included in Complete. Consults and calls scored with patient consent, then coached in private.
See sales analysis →Consult recording, with consent
Your provider clips on a recorder. Recording starts only when they turn it on.
Six-skill consult scores
Rapport, needs discovery, presentation, objection handling, closing and upsell, each 0 to 100.
Outcome tagging
Every consult is tagged booked, follow-up or lost, so the score ties to revenue.
Private coordinator coaching
Two or three notes per consult. She sees them first.
Team patterns
Where consults stall, by staff member and procedure.
Call scoring
Why patients called, and which calls booked and showed.
AI consult notes
The same recording drafts the consult note. Your provider reviews and signs.
Inbox and timeline
One patient story.
Every conversation on one timeline, so nobody asks the patient to repeat herself.
See the patient timeline →One patient timeline
Every call, recording, text, email, DM and note in one place.
Shared team inbox
Your team replies in Kaia. The patient gets it on the channel she used.
Context on every callback
Kaia already knows the quote, the deposit and the date she asked about.
Patient companion link
One link holds her quote, financing, deposit and next visit. She can message you from it.
History stays with the practice
When a provider or coordinator leaves, the relationship doesn't.
Vital Pay
Keep more of every case.
Card, ACH and financing side by side, with deposits taken in the conversation.
See Vital Pay →Card and ACH
Patients choose how they pay.
Financing side by side
Shown next to card and ACH, so the patient compares in one place.
Text payment links
For deposits and balances.
Stored payment methods
Balances and memberships without asking for the card again.
Written back to the record
Payments land on the patient record in supported EMRs.
Catch reporting
See why patients don't book.
What happened after every lead, in one view.
See Catch →Speed to lead
How long each new inquiry waited for a real answer.
Booked and attended consults
From first call to the patient in the chair.
Consult scores
Averages and trends across the team.
Revenue by procedure
Booked rate and revenue for each procedure.
Results by staff member
So wins get noticed and coaching goes where it helps.
Many locations, one view
Compare locations side by side on the same measures.
CRM and EMR
Keep your EMR. Or use ours.
A CRM built around the consult, synced both ways with the chart.
See the CRM →Consult pipeline
Lead, consult, quote, deposit, procedure. Every stage has an owner.
Two-way EMR sync
Bookings, deposits and messages write back to Nextech, ModMed, Symplast, 4D, AdvancedMD, DrChrono and Zenoti.
Built-in EMR
Included in Complete, or a $547 add-on on Starter and Professional.
Off one person's memory
Every patient, quote and follow-up lives in the system, even on her day off.
Phones and setup
We set it up with you.
Your numbers, your channels and your rules, connected by our team.
Read the setup guide →Your practice numbers
We connect the numbers patients already call.
Desk phones, ring groups and a dial plan
Office phones join too, so calls reach the right people.
Guided texting registration
Each step explained in plain language.
Facebook and Instagram in one pop-up
Kaia confirms messages arrive before you go live.
Your rules
Consult types, deposit policy, approved answers, hand-offs and follow-up cadence.
Security
Your patients' data, protected.
Signed BAAs, US data and plain answers about what's in place.
Read security and trust →HIPAA business associate
We sign a BAA with every practice before Kaia touches patient data.
Databases in the United States
All Kaia databases are hosted in the US.
Encryption
TLS 1.2 or higher in transit. Encrypted at rest.
Access you control, plus MFA
You decide who on your team uses Kaia. Practice users can turn on multi-factor sign-in.
Your data stays yours
Ask for an export or deletion, subject to your order terms and the law.
10 practices a month
The Consult Recovery Launch.
Everything in Complete, set up by our team, with your first scored consults in week one. We onboard 10 practices a month, so every launch gets our full attention.
The 90-day guarantee
If Kaia doesn't recover at least one booked procedure in your first 90 days, your next 90 days are free.
Applies to new practices on the Complete plan. The 90 days start at go-live. A recovered procedure is a procedure booked by a patient whose call, message or unbooked consult Kaia handled. If there isn't one, we waive your Complete plan fee for the next 90 days. Usage is billed as normal.
Day 1
Phones and texting live.
We connect your numbers. Kaia answers calls and texts, and texts back every missed call.
Week 1
First scored consults.
Your provider clips on a recorder, with patient consent. Coordinators get their first private tips.
Day 30
First coaching patterns.
Where consults stall by staff member and procedure, and the two or three fixes worth making first.
What owners ask first.
What does Kaia do?
Kaia answers every call, text, web chat and social DM 24/7 in English and Spanish, books consults, takes deposits, follows up on unbooked consults and quotes, scores consults with patient consent, coaches coordinators in private, runs payments, reports results and syncs with your EMR.
Which plan includes sales analysis?
Sales analysis is included in the Complete plan, along with the AI receptionist, full CRM, Catch reporting and the built-in EMR.
Do I have to switch EMRs?
No. Kaia syncs both ways with Nextech, ModMed, Symplast, 4D, AdvancedMD, DrChrono and Zenoti. Or use Kaia's built-in EMR.
Who sets it up?
We do. Our team connects your phones, texting, social, website chat and EMR, and sets Kaia up with your rules.
Keep reading
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.