// CASE STUDY
AI VOICE RECEPTIONIST
FOR MED SPAS
Maya is a production-grade voice AI receptionist built specifically for med spas. She answers every inbound call within 3 rings, handles the full booking conversation, creates appointments, and sends SMS confirmations.
- Twilio
- Vapi
- Deepgram Nova-3
- Claude Sonnet 4
- Cartesia Sonic-2
- Fastify
- Supabase
- PostgreSQL
- Next.js
// THE PROBLEM
EVERYMISSED CALLIS LOST REVENUE.
Med spas operate in a high-intent, appointment-driven market where the phone call is the sale. A prospective client searching "Botox near me" or "lip filler consultation" is ready to book, if someone answers.
Front desks are busiest during treatment hours, the same hours when calls peak. The phone rings, goes to voicemail, and a $750 lip filler appointment walks to a competitor who picked up. Voicemail callback rates in med spas average 12-18%. The caller already found someone else.
“They needed a receptionist that is available 24/7, never calls in sick, and seamlessly books appointments against their real schedule.”
// WHAT WAS BUILT
24/7 AI AGENT.LIVE BOOKING.
Maya answers calls naturally, handles pricing inquiries dynamically, checks availability via real-time API integrations, and performs actual database transactions to confirm appointments.
Identifies the Caller
Greets returning clients by name, remembers preferred providers, flags VIP status, and notes sensitivities seamlessly.
- Personalization
- CRM Sync
Service Inquiries
Navigates 13 service categories with real pricing ranges and units, steering non-standard medical questions to free consultations.
- Dynamic Pricing
- Medical Deflection
Real-Time Availability
Queries actual provider schedules across Mon-Sat hours with 15-minute slot granularity, respecting provider-service qualifications.
- Smart Scheduling
- Provider Logic
// HOW IT WORKS
ENGINEERINGDECISIONS.
The platform orchestrates Twilio for PSTN, Vapi for AI voice management, and a Fastify backend connecting to Supabase for PMS integration and real-time dashboard updates.
Transaction-Safe Booking
Database transactions prevent double-booking when two callers request the same slot simultaneously. Captures essential details instantly.
- Concurrency Control
- Frictionless Capture
Real-Time Owner Dashboard
Live conversation streaming directly to a dashboard. Watch ROI metrics update, track conversions, and monitor every call transcript in real-time.
- Live Webhooks
- SSE Updates
Instant SMS Confirmation
Sends an SMS confirmation via Twilio within 10 seconds of booking, before the call even ends, driving down no-show rates.
- Twilio SMS
- Instant Delivery
Graceful Degradation
If SMS fails, booking succeeds. If recording upload fails, data logs. Built to prioritize the core booking action above all else.
- Fault Tolerance
- Reliability
// THE ROI
WHY ITMATTERS.
At an average booking value of $450, missing 25% of 50 monthly calls leads to thousands in lost revenue. Maya changes the fundamental math of a med spa's front desk.
After-Hours Coverage
Available 24/7 including evenings, weekends, and holidays, peak inquiry times when no one is at the desk.
Concurrent Call Handling
A human receptionist handles one call at a time. Maya handles an infinite number of simultaneous calls without putting anyone on hold.
Instant Conversion
Voicemail callback conversion is 12-18%. Maya books the client while they are still highly motivated to schedule.
// OUTCOMES
RESULTS.
// LET'S TALK
WANT RESULTSLIKE THIS?
We scope everything in detail before payment is taken. You work directly with a senior engineer, not a project manager relaying messages to an offshore team.