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Aesthetic practice CRM
No quote goes quiet.
Most practice CRMs track contacts. Yours needs to track the consult sales cycle: lead, consult, quote, deposit, procedure. Kaia follows up at every step so nothing depends on one person's memory.
Kaia is a CRM built for plastic surgery and med spa practices. It tracks every lead from first inquiry to booked procedure, automates follow-up, takes deposits with Vital Pay and scores consults. Use the built-in EMR, or keep yours and Kaia runs beside it.
- New leads64
- Consults booked27
- Quotes sent same day19 of 19
- Deposits taken11
- Unbooked quotes in follow-up8
Illustrative example. Numbers are fictional.
Built around the consult
Five stages. Every one has an owner.
If a step needs a person, the right person gets it. If it doesn't, Kaia does it.
Lead
Answered in minutes.
Calls, texts, web chat and social DMs land in one place. Kaia replies and books.
Consult
Scored, not just held.
Every recorded consult gets a score and one coaching tip, tied to the outcome.
Quote
Sent the same day.
The patient has the quote before she cools off. Financing shown next to it.
Deposit
The date, held.
Vital Pay takes card or ACH by text link or in the conversation.
Follow up
Every maybe, on cadence.
Unbooked quotes get warm follow-up until the patient decides. Nobody has to remember.
Report
Booked rate by procedure.
Catch shows where patients stall, by staff member and procedure.
See Catch →Your EMR, your call
Keep your EMR. Or use ours.
Kaia syncs both ways with the systems below. Appointments, payments and notes write back to the chart, so your team doesn't enter anything twice.
When the coordinator is out
The practice no longer runs on one person's memory.
Every patient, quote and follow-up lives in the system. It holds together on her day off, and after she leaves.
Proof from the founder's practice
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.
What owners ask first.
What is an aesthetic practice CRM?
A CRM built around the consult sales cycle: lead, consult, quote, deposit, procedure. Kaia tracks each step and follows up automatically so no quote goes quiet.
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.
Can I replace my current CRM?
Yes. The Complete plan replaces your CRM and front-desk stack. It includes the AI receptionist, 1,000 Kaia minutes, the full CRM, the built-in EMR, Catch reporting and chart sync. We handle onboarding.
How much does Kaia cost?
Starter is $297 per location a month. Professional is $497. Complete is $997 plus usage and includes the built-in EMR. Enterprise is custom. On Starter or Professional, add the built-in EMR for $547 per location a month. Kaia minutes past your included amount are $0.23 a minute. There are no per-seat fees.
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.