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Common Questions About AI Receptionists for Med Spas

Everything you need to know about implementing SimplifyOps in your practice

How does the AI integrate with my practice management software?

SimplifyOps integrates directly with leading med spa platforms including Zenoti, Boulevard, Dentrix, Symplast, and PatientNow through secure API connections. The AI accesses your real-time calendar to check availability, book appointments, send confirmations, and update patient records—all without manual data entry. Setup typically takes 3-5 business days with our technical team handling the entire integration process.

The AI is trained on your specific services, pricing, policies, and procedures. For clinical questions or complex situations beyond its scope, it seamlessly transfers the call to your front desk staff with full conversation context. You maintain complete control and can take over any call at any time. The AI handles 95%+ of routine scheduling and inquiry calls, escalating only when necessary.

Yes, SimplifyOps is fully HIPAA compliant from day one. Every conversation is encrypted end-to-end, all patient data is stored on HIPAA-compliant servers, and we provide a signed Business Associate Agreement (BAA) as part of your setup. The AI handles only scheduling information and never provides medical advice—all clinical questions are automatically transferred to your licensed staff. We maintain comprehensive audit trails and access logs for complete transparency.

Most practices are live within 2 weeks:

**Week 1 (3-5 days):** Our team connects to your EMR system, imports your service menu, hours, and policies, and trains the AI on your brand voice and procedures.

**Week 2 (2-3 days):** We run test calls with your team, make adjustments based on feedback, and gradually transition live calls to the AI while monitoring performance.

No IT team needed on your end—we handle the technical heavy lifting.

Most patients don’t realize they’re speaking with AI. SimplifyOps uses advanced voice technology that sounds natural, understands context, handles interruptions, and even adapts to accents and speech patterns. The AI is trained to sound professional yet warm—matching your brand’s tone. In post-call surveys, 92% of patients rated their experience as “excellent” without knowing it was AI-powered.

We offer month-to-month contracts with no long-term commitment. You can cancel anytime with 30 days’ notice. If you’re not satisfied within the first 60 days and we haven’t captured at least 10 qualified appointments, we’ll refund your setup fee—no questions asked. We’re confident you’ll see ROI within the first month, but we don’t lock you into multi-year agreements.

Yes. SimplifyOps can securely collect deposits to reduce no-shows. After booking an appointment, the AI sends an automated SMS with a secure payment link for deposit confirmation. The system integrates with major payment processors and your existing merchant account. All payment data is encrypted and PCI-DSS compliant. Practices using our deposit feature see no-show rates drop from 25-30% to under 8%.

Pricing ranges from $500-$1,200 per month depending on call volume and features:

**Starter:** $500-800/mo – Up to 500 calls/month, single location, basic integrations
**Professional:** $800-1,200/mo – Unlimited calls, multi-location support, advanced features
**Enterprise:** Custom pricing – White-label options, dedicated account manager, custom AI training

All plans include 24/7 technical support, HIPAA compliance, and free software updates. Most practices recover the monthly cost by capturing just 2-3 missed appointments. [Book a demo to get a custom quote based on your practice size](#calculator)

The AI works 24/7/365—including nights, weekends, and holidays. This is where practices see the biggest revenue impact. Instagram DMs at 11 PM convert to booked appointments by morning. Patients calling after hours get instant answers instead of voicemail. On average, practices capture 40% more bookings from after-hours inquiries compared to traditional voicemail systems.

You get access to a real-time dashboard showing:
– Call volume and answer rates
– Booking conversion metrics
– Revenue captured from missed calls
– Full call transcripts and recordings
– Patient satisfaction scores

You can review any conversation, adjust scripts, and train the AI on new services or policies. Our customer success team provides weekly performance reports and optimization recommendations during your first 90 days.

Currently, SimplifyOps supports English and Spanish. Bilingual support is included in all plans at no extra cost—critical for practices in Texas, Florida, Arizona, and California with large Spanish-speaking patient populations.

Yes. The AI can manage calendars across multiple locations, directing patients to the nearest or preferred spa. It handles location-specific pricing, services, and hours automatically. Multi-location practices pay a single monthly fee regardless of how many offices you operate.

The AI doesn’t replace your team—it handles overflow and after-hours calls so your staff can focus on in-person patient care. Practices report that front desk staff spend 3+ hours less per day on the phone, freeing them to upsell treatments, handle walk-ins, and improve the in-spa experience. Think of it as adding a virtual team member who works the night shift.

 

We offer a 14-day risk-free demo period where you can test the AI with live calls while your team monitors performance. If you’re not satisfied, you can cancel before the first month ends with no charges. Most practices see measurable results (captured appointments, reduced hold times) within the first week.

Simple monthly subscription billed via credit card or ACH. No hidden fees, no per-call charges, no setup fees (except for custom integrations). Your first invoice includes the current month plus a one-time onboarding fee ($500-1,500 depending on complexity). Month-to-month thereafter. Cancel anytime with 30 days’ notice.

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