Custom AI — MED SPA, WELLNESS & LONGEVITY
AI Receptionist for Med Spas, Wellness Clinics & Longevity Practices
Custom AI — engineered for aesthetic med spas, wellness centers, and longevity clinics. Not a templated SaaS plan.
High-ticket bookings shouldn't go to voicemail. Whether the caller is researching a filler package, comparing a six-session laser plan, or a returning member booking an IV plus cryo plus sauna in one visit — someone has to answer, speak the language, sequence the treatments correctly, and take the deposit. Aria does that on every call.
Real call types Aria handles
Illustrative — your version is configured for your treatment menu and provider roster.
A first-time caller books an Energy & Wellness IV the same afternoon
A high-intent inbound call from someone who has never done IV therapy. Aria takes them from cold inquiry to booked appointment in a single conversation — explaining the treatment, matching it to their stated goals, surfacing same-day availability, capturing contact details, sending pre-arrival instructions, and texting a confirmation while the call is still on the line. And it writes the appointment straight into your practice scheduling software the moment the call ends — no team member ever touches a keyboard. Press play on the demo and watch Aria's workspace update in time with the call.
Listen to the demo call below, or read the transcript — they’re paired. The synced workspace updates in time with the audio. For demonstration experience only.
Source: /audio/aria-med-spa-call.mp3 · Aria demo call · 3 min
Mike Carter, first-time IV therapy caller. Aria handles intent discovery, treatment recommendation, education on the process, booking, and SMS confirmation in a single call.
- ✓Arrive 10 minutes early for intake form & health history
- ✓Eat a light snack beforehand
- ✓Wear something with sleeves that roll up easily
- ✓Appointment runs 45–60 minutes total
Aria: Thank you for calling med spa, this is Aria. How may I help you today?
Caller: Hi, I was calling because I saw you offer IV therapy. I’ve never done it before, but I’m interested.
Aria: Hi, thanks for calling. IV therapy is one of our most popular wellness services. Are you looking for anything specific — hydration, energy, immune support, recovery, skin glow, or maybe help after travel or a long week?
Caller: Mostly energy and hydration. I’ve just been feeling kind of drained lately.
Aria: That makes sense. A lot of our clients come in for that exact reason. Before I go over options — have you had IV therapy before anywhere else?
Caller: No, this would be my first time.
Aria: No problem at all. The appointment is pretty simple. You’ll come in, we’ll review your intake form and basic health history, and then one of our licensed medical providers or trained clinical staff will place the IV. You’ll relax in one of our chairs while the fluids and vitamins run. Most IV appointments take about 45 to 60 minutes from start to finish, depending on the drip.
Caller: Okay cool, that sounds easy. Does it hurt though? I really hate needles.
Aria: Most people say it feels like a quick pinch when the IV is placed — similar to a blood draw. After that, you usually just feel the IV running. A lot of our clients relax, scroll on their phone, or even nap during the treatment.
Caller: Okay, that doesn’t sound too bad. What kind of IV would you recommend?
Aria: For energy and hydration, I’d recommend our Energy & Wellness IV. It includes fluids for hydration plus vitamins that support energy and general wellness. Since it’s your first time, it’s a great starting option.
Caller: How long does it usually take?
Aria: About 45 minutes to an hour total, including intake and getting you set up.
Caller: Are there any side effects?
Aria: Most people do really well. The most common things are minor bruising or soreness at the IV site. We’ll also review your health history before starting to make sure it’s safe for you.
Caller: Okay. How much is that one?
Aria: The Energy & Wellness IV is one eighty-five.
Caller: That sounds good. Do you think I can come in today?
Aria: Let me see what we have. I have 2:30 PM, 4:00 PM, or 5:15 PM available today.
Caller: Let’s do 4 PM.
Aria: Perfect. I’ll book you for today at 4:00 PM for the Energy & Wellness IV. May I get your name?
Caller: Mike Carter.
Aria: Thanks, Mike. And the best phone number for you?
Caller: Yeah, it’s 555-218-9047.
Aria: Perfect. I have you scheduled for today at 4:00 PM. Please arrive about 10 minutes early, eat a light snack beforehand, and wear something with sleeves that roll up easily.
Caller: Okay cool, sounds good.
Aria: I’ll send a text confirmation now with the appointment details. Anything else I can help with?
Caller: No, that will do it. Thank you.
Aria: You’re welcome, Mike. We’ll see you today at 4:00 PM.
Caller: See you then!
In a single inbound call, Aria moved a first-time caller from cold inquiry to booked appointment — classifying intent, matching the right treatment, surfacing same-day slots, capturing contact details, dispatching pre-arrival instructions, sending a text confirmation, and writing the booking to your scheduling software — without anyone on your team ever picking up the phone.
"I'd like to come in for botox in my forehead and around my eyes"
Aria identifies the caller's areas of interest, references your unit pricing, asks about prior injectable history, books with the appropriate injector, explains the deposit policy, and routes to secure payment to capture the deposit.
Aria: Happy to help with that. Have you had neuromodulator treatments before, or would this be your first time with us?
Caller: I've done it twice before, somewhere else.
Aria: Helpful to know — for forehead plus the area around the eyes, most clients land in the 30 to 50 unit range. Our lead injector has an opening Friday at 11 if that fits.
"How much is laser hair removal for full legs?"
Aria explains your per-session pricing alongside your six-session package pricing, walks through how many sessions most clients need, books a complimentary consult, and explains pre-treatment guidance — avoid sun exposure, no waxing or plucking, shave the night before.
"I'd like to ask about your weight management program"
Aria explains the program structure, captures basic health screening information you specify, books an MD consult, and explains program pricing and timeline expectations. Medical decisions stay with your physician — Aria handles intake and education.
"Yes I'd like to book that consult"
Aria explains your $100 booking deposit (which applies to the visit), confirms cancellation policy, and routes the client to secure payment to capture the deposit before the slot is held. Calendars stop filling with phantom appointments.
"How much for a single microneedling session?"
Aria quotes single-session pricing, then naturally mentions the three-session package price — savings calculated, no pressure — and offers to book either. The caller hears their options like a friend would explain them, not like a sales script.
"What's included in your monthly membership?"
Aria walks the caller through your membership tiers — quarterly biomarker panels, included vitamin shots and IVs, tech-service credits for cryo or sauna, member pricing on add-ons — and offers to book a complimentary consult with a wellness lead. If the caller is comparing tiers, Aria explains what each tier unlocks without pressure.
"I want to do the full lab panel and a follow-up with a doctor"
Aria explains your baseline and comprehensive panels, captures fasting requirements, books the draw and the functional medicine follow-up as a paired sequence, and sends prep instructions. Medical interpretation stays with your providers — Aria handles scheduling, intake, and the prep window.
How It Works
Five things happen on every inbound call to Aria — without your team picking up the phone.
High-ticket calls deserve high-touch answers
Aesthetic clients shop carefully. Wellness and longevity members expect concierge-level scheduling. They research providers, compare pricing, and call multiple practices before committing. The clinic that picks up first, speaks knowledgeably about specific treatments, sequences a multi-treatment visit without breaking protocol rules, and confidently books with a deposit — wins. Voicemail loses, and so does the front desk that can't speak to the difference between a hydrafacial and a chemical peel, or between a Myers' drip and a NAD+ push.
Consult calls hit voicemail
The caller researching botox at 8pm Tuesday is a buying-intent lead. If your line goes to voicemail, that lead books somewhere else this week.
Treatment knowledge is uneven
A receptionist who isn't trained on every service can't confidently answer a question about laser hair removal Fitzpatrick scoring or the downtime for a PDO thread lift. The caller hears uncertainty and books elsewhere.
No-shows kill the schedule
An aesthetic injector booked at 4pm who doesn't show is $800 of lost chair time. Deposits dramatically reduce no-shows — but only if someone is actually collecting them.
Series and package upsells get missed
A laser hair removal client buying a single session probably wants the six-session package — if anyone explains the math. Most front desk staff don't have time to walk through the savings.
Membership and loyalty programs go unsold
Memberships compound revenue, but they don't sell themselves. They need a confident conversation at the right moment — usually right after the first consult.
Multi-treatment visits need real choreography
A single wellness visit can stack IV therapy, cryo, infrared sauna, and a vitamin push — each with its own provider, room, equipment, and minimum gap. Slotting them into one block without a conflict is the hardest scheduling problem in service businesses, and most front desks just refuse to do it on the phone.
Protocol rules create timing landmines
Cryo can't immediately precede an infrared sauna. HBOT wants a fasting window. Certain peptide injections need spaced intervals. A receptionist who books a back-to-back that violates protocol either creates a clinical issue or has to call the member back and rearrange — both bad.
Member vs guest pricing and deposit rules diverge
Members pay a different rate, skip certain deposits, and get included credits. Guests pay full price and a deposit that scales with treatment value. The front desk has to know which caller is which before quoting a number — and the wrong quote burns a high-LTV relationship.
How Aria covers each gap
Aria is configured for your specific treatment menu, your injector and provider mix, your equipment and room inventory, your protocol time-gating rules, your membership tiers, and your deposit and cancellation policies. It is a voice agent that speaks the language of aesthetics and longevity — not a generic answering service.
24/7 front desk on your existing line
Aria is your front desk. First point of contact for every inbound call — not overflow, not after-hours-only. Every consult call gets handled with confidence, not voicemail.
Treatment-specific conversations
Aria knows your menu — neuromodulators, dermal fillers, microneedling, IPL, body contouring, hormone optimization, weight management, IV therapy, NAD+ pushes, HBOT, cryo, infrared sauna, red light, cold plunge, peptides, and advanced bloodwork panels. It answers common pre-consult questions confidently, captures goals, and books with the right provider.
Multi-treatment visit orchestration
When a caller wants an IV plus cryo plus sauna in one visit, Aria sequences the block in real time — checking provider, room, and equipment availability across each service, and respecting protocol time-gating rules (cryo-to-sauna minimums, HBOT fasting windows, peptide spacing). If a sequence breaks a rule, Aria proposes the cleanest fix rather than dropping the booking on someone to clean up later.
Member vs guest routing
Aria recognizes returning members the moment the call connects, applies the right pricing and booking rules, surfaces included credits (vitamin shots, IVs, tech-service allotments), and only collects deposits where your policy actually requires one. Guests get the guest experience — quoted, deposited, booked — without making the member feel like a stranger on their own line.
Deposit collection via secure payment
Aria explains your deposit policy and routes clients to deposit collection via secure payment processing before the booking is confirmed. No-show rates drop meaningfully when there's skin in the game.
Provider matching
If a caller wants an experienced injector for advanced filler, or asks specifically for a certain practitioner, Aria matches the right provider and books to that calendar — not just whoever has the first available slot.
Package and membership awareness
Aria mentions package savings, membership benefits, and loyalty pricing when it's relevant — naturally, the way a well-trained receptionist would, not as a hard sell.
Pre-treatment intake
Aria captures medical history flags relevant to aesthetic treatments — pregnancy, recent retinol use, blood thinners, autoimmune conditions — so your injector reviews the chart before the client walks in.
Built for med spas and wellness clinics
Built for aesthetics and wellness
Aria knows the difference between a neuromodulator and a filler, between a Myers' drip and a NAD+ push, and knows to ask about pregnancy before booking a laser, or a fasting status before HBOT. The fluency is real, not scripted.
Custom-built per clinic
Aria is configured to your treatment menu, your provider roster, your equipment and room inventory, your protocol time-gating rules, your membership tiers, and your deposit and cancellation rules. Pricing is tailored to call volume and integrations.
Your providers stay in control
Aria does not give medical advice and never confirms a client is a good candidate for a treatment without provider review. It books the visit — your injector, MD, or wellness lead makes the clinical call.
Figures above are illustrative ranges based on typical Aria deployments. Results vary by clinic size, treatment menu, membership model, and deposit policy maturity.
Frequently asked questions
Will Aria recommend specific treatments?
Aria can describe what treatments do and what they're commonly used for, but it will not tell a client they are a good candidate for a procedure without provider review. Treatment recommendations remain with your injectors and physicians.
How does deposit collection work?
Aria explains your deposit policy, then routes the client to deposit collection via secure payment processing using your existing payment processor. We do not handle funds — the payment flows through your processor and the booking is confirmed once the deposit is captured.
Can Aria handle returning client questions?
Yes. Aria recognizes returning clients, surfaces last-treatment notes you've configured for visibility, books their next session, and handles common follow-up questions. Anything outside her scope routes to your team.
Will Aria upsell aggressively?
No. Aria is configured to mention package savings and memberships at appropriate moments — the way a knowledgeable front desk would. We don't program pressure tactics; that's not the brand you want callers to associate with your spa.
Which scheduling software does Aria work with?
Aria integrates with the major med spa scheduling and CRM platforms via their supported APIs. We confirm compatibility with your specific system at deployment scoping.
What about HIPAA?
Aria is built with healthcare-aware workflows — privacy-aware identifier handling and access-controlled call storage. We sign a business associate agreement as part of the engagement.
Does Aria handle wellness and longevity clinics, not just aesthetic med spas?
Yes. Aria is configured for the modern wellness and longevity practice — IV therapy, NAD+, HBOT, cryo, infrared sauna and red light, cold plunge, ozone, peptides, hormone optimization, advanced bloodwork, body composition, and longevity protocols — alongside traditional aesthetic services. The same conversational engine handles both, with menu and protocol rules tuned to your clinic.
Can Aria book multi-treatment visits with timing rules between treatments?
Yes. Aria sequences stacked visits in real time, checks provider, room, and equipment availability across each service, and respects protocol time-gating rules — minimum gaps between cryo and heat sessions, HBOT fasting windows, peptide spacing, and any other rule you encode. If a requested sequence breaks a rule, Aria proposes the cleanest fix rather than booking a conflict for a human to clean up.
How does Aria handle members vs guests?
Aria recognizes returning members on the inbound caller ID and member profile, applies the right pricing tier, surfaces included credits (vitamin shots, IVs, tech-service allotments), and only collects deposits where your policy requires one. Guests get the full guest flow — explanation, pricing, deposit, booking — without the member ever feeling like a stranger on their own clinic's line.
What does Aria cost for a med spa or wellness clinic?
Aria is custom-built per clinic. Pricing reflects call volume, treatment menu complexity, deposit integration, multi-treatment scheduling rules, membership model, and number of providers. We quote after a discovery call — no public price list because no two clinics are identical.
What Aria does — and doesn't — do for med spas and wellness clinics
In aesthetics, wellness, and longevity, scope clarity protects both the clinic and the client.
What Aria does
Answers 24/7. Explains treatments and pricing tiers. Sequences multi-treatment visits with protocol time-gating. Books with the right injector, MD, or wellness provider. Collects deposits via secure payment. Recognizes members and applies the right pricing and credits. Mentions package and membership benefits at the right moments. Captures health-history flags relevant to treatment safety. Sends pre-treatment instructions and intake forms via SMS. Handles outbound follow-up to clients who haven't rebooked.
What Aria does not do
Confirm a client is a good candidate for any treatment. Recommend specific dosing or peptide protocols. Interpret lab results. Discuss off-label uses of medications. Override an injector's, MD's, or wellness lead's clinical judgment. Process payments outside your existing payment processor. Promise outcomes. Discuss complications outside of the provider's care.
Aria opens doors. Your providers do the medicine. We will not configure Aria to opine on candidacy, outcomes, or safety for any specific client — that line belongs to your licensed practitioners.
How a typical clinic deployment works
Most clinics go live within two to four weeks.
Engagement intake
The operation gets read end-to-end: treatment menu, provider roster, equipment and room inventory, protocol time-gating rules, membership tiers, deposit policy, scheduling rules, and PMS.
What gets delivered
Aria configured to treatment-specific conversation flows, multi-treatment sequencing logic, member vs guest routing, deposit collection, and your scheduling integration.
Production deployment
Aria starts on a defined call slice, then graduates to handling the full front desk.
Live operation
Once initial coverage is clean, Aria handles primary answering with structured booking, member recognition, and deposit capture.
Ongoing tuning
Treatment menus change, injectors join, protocols update, new modalities launch. Aria is kept current.
Reporting
You see consults booked, multi-treatment visits scheduled, deposits captured, no-show changes, member retention signals, and which treatments drove the most calls.
Contact
Every consult call is a four-figure conversation
See exactly how Aria would handle your clinic's calls — with your treatment menu, your providers, your protocol rules, your membership tiers, and your deposit policy. The first conversation is on us.