An AI receptionist for med spa administrative workflows
Aesthetic practices need to respond quickly without turning a phone conversation into unreviewed clinical advice. Truvoca can answer routine administrative questions, capture consultation requests, support verified scheduling, and route treatment, candidacy, risk, or urgent concerns to qualified staff.
30 minutes over Google Meet. Times are shown in Eastern European Time (GMT+03:00). Scheduling runs on Google Calendar, so choosing a time takes you into Google’s service.
Turn inquiries into well-prepared consultation requests
The agent can identify the service a caller is asking about, preferred location and time, whether the person is a new or returning client, and the best contact details. It can explain the practice's approved consultation process without deciding whether someone is suitable for a procedure.
- New-client and returning-client paths
- Service-interest capture
- Location, provider, and timing preferences
- Approved preparation for a consultation
- Named staff route for clinical questions
Schedule only within verified practice rules
Consultation and follow-up booking may depend on location, provider, visit type, duration, deposits, prerequisites, and established-client status. Truvoca confirms an appointment only after the connected calendar returns the exact slot and the write-back succeeds; uncertain matches and failed changes go to staff.
- Real availability, not a conversational promise
- Correct visit type and duration
- Deposit and cancellation policy wording
- Duplicate and patient-match checks
- Confirmation after successful write-back
Keep medical judgment out of the automated conversation
The workflow should not diagnose, recommend a procedure, assess candidacy, compare clinical risk, interpret symptoms, or decide whether a concern is urgent. The practice defines stop phrases, safe response language, the receiving team, and an after-hours fallback for every clinical or safety-related path.
- No diagnosis or treatment recommendation
- No candidacy or outcome prediction
- No interpretation of side effects
- Immediate clinical or emergency route
- Human review for ambiguous requests
Use the minimum information needed for the task
Some aesthetic practices may be HIPAA covered entities and others may not be; the determination depends on the organization and workflow. Before launch, the parties document data fields, access, retention, recordings, vendors, permissions, and whether a business associate agreement is required. Marketing consent is handled separately from appointment administration.
- Workflow-by-workflow data map
- Role-based system permissions
- Recording and transcript controls
- Verified consent and communication rules
- BAA and security review where applicable
Connect calls to the operational system of record
A deployment can link approved phone outcomes to scheduling, practice management, CRM, messaging, or task systems through available interfaces or scoped custom work. Each read and write needs a defined owner, required fields, failure behavior, audit trail, and reconciliation process before publication claims become stronger.
- Client and appointment lookup
- Consultation booking or request
- Callback and clinical handoff task
- Call outcome and source attribution
- Failed-write and duplicate reconciliation
See your workflow in a demo
Bring your consultation flow, service categories, scheduling rules, clinical stop language, privacy requirements, and practice systems. We will map a safe administrative demo around them.
FAQ
FAQ
Can Truvoca recommend an aesthetic treatment?
No. It can explain an approved consultation process and capture interest, but treatment recommendations, candidacy, risks, contraindications, and expected outcomes belong to qualified clinical staff.
Can it book consultations?
Yes, when visit types, providers, locations, duration, prerequisites, deposits, real availability, patient matching, write-back, and confirmation have been tested end to end.
Can it answer questions about side effects?
It should not interpret symptoms or give clinical advice. The agent uses reviewed wording and routes the caller to the practice's clinical or urgent process.
Is every med spa workflow covered by HIPAA?
Not necessarily. HIPAA applicability depends on the entity and activity. The practice and qualified advisors must determine the scope; Truvoca documents the actual data flow and controls.
Can it send reminders and follow-ups?
It can support approved messages when identity, consent, channel, content, timing, opt-out, system write-back, and privacy requirements are verified for that workflow.
Can it work with our practice software?
Potentially through an available interface or scoped custom connection. The exact objects, permissions, reads, writes, limits, and fallback are validated before launch.