The promise
If Avidra doesn't recover 3 booked appointments in your first 30 days, I refund everything and disconnect you myself.
No forms. No retention call.
Asad
MED SPA · OTTAWA
AI phone receptionist for med spas in Ottawa
Phone rings first4.2s response30-day guarantee
Consult-to-treat is the conversion that matters and it starts at the phone call. The phone rings during a touch-up. The receptionist is in the back. The voicemail box is full.
When the phone rings and you can't
The front desk is at lunch and the call rolls to the recorded message.
What Avidra does
Avidra is a text-back system that runs the second you miss a call. The caller gets a real reply, not a voicemail loop. You get a structured lead with the basics filled in.
The text doesn't replace the human conversation. It buys time for it. You still call back. You still close the job. Avidra just makes sure the lead is warm and the basics about the clients are in your inbox before you do.
How Avidra answers your missed calls
Step 1 · Missed call detected
Your business line gets monitored around the clock. The moment a call goes unanswered, a text goes out automatically.
Step 2 · SMS qualifier
The SMS opens with a brief acknowledgement, then asks the qualifying questions you'd ask if you'd answered.
Step 3 · Job summary to your phone
When the caller finishes the intake, Avidra hands you the summary. The format is intentionally boring: who, where, what, when.
Step 4 · You decide when to call back
The caller stays in the loop while you finish your current job. A polite reminder fires if too much time passes.
Pick a pickup mode
You decide who picks up first. Run the human-first mode: your phone rings, and Avidra only steps in if the call goes unanswered. Or run the AI-first mode: Avidra picks up live and transfers when the caller wants a human. Most shops start human-first because the customer relationship still flows through you. AI-first makes sense once the volume is past what one person can handle.
The Free tier includes both AI voice answering and SMS text-back, so the pickup-mode choice doesn't cost extra.
What Avidra does and doesn't
Avidra answers calls live with AI voice, or texts missed callers back if you'd rather. It runs your intake script. It captures the appointment request and relays messages to your clients when you ask. What it doesn't do: replace your front desk, schedule treatments, pull client history from your scheduling system, or run your billing.
It doesn't book the consult. It doesn't quote a treatment tier. It doesn't replace the nurse-injector conversation. The text captures interest and tells the client the office will follow up. The consult and the treatment plan stay with your team.
The math on your missed calls
The numbers on a spa your size.
8 calls/week missed$320 avg appointment$2,560 / week$11,093 / month$133,120 / year
73% of clients don't leave a voicemail. They call the next med spa on Google.
Avidra catches them in 4.2 seconds.
Calls med spas in Ottawa actually take
Here's what your line catches on a normal week. Lip filler touch-up for a returning client. Consult-to-treat conversion for a hesitant prospect. Chemical peel consult ahead of a wedding. Microneedling series booking. Each one is a booking your front desk would close if they could pick up.
After-hours patterns are tighter. The questions are shorter and the patience is thinner. Post-laser redness that's lasting longer than expected. Bruising or swelling after a treatment, client wants reassurance. Whoever answers first lands the appointment. Everyone else gets the voicemail tone.
What the year looks like
Spring run-up to wedding season and summer drives consults March through June. November and early December bump for holiday packages and gift cards.
Most med spas can predict the peaks. The trick is keeping pickup steady through them. Avidra doesn't surge-price during your busy weeks and doesn't go quiet during the slow ones.
Setup is short
Setup is a 10-digit phone number and a short script. You forward your missed calls to the Avidra number that gets assigned at signup. You edit the default intake script to match how you talk to a new lead. That's the whole setup.
Most owners run their first real test inside an hour of signing up. The honest test is to miss a call on purpose from a friend's phone and watch what happens. The text fires. The follow-up questions land. You see the lead summary on your phone.
The five-second window
Speed is the whole game. A caller who got voicemail and then got a confirmation email twenty minutes later has already booked the next number on the list. A text-back inside five seconds reads as a real reply. The caller responds while they're still mentally on the call. The human callback then lands into a warm conversation, not a cold one.
Common questions
What about packages versus single sessions?
The intake asks which the client is interested in. Packages branch to capture series preferences.
Can it capture skin-type information for laser inquiries?
Yes. Laser hair removal and laser skin treatments include Fitzpatrick-type questions in the intake.
Will it book consults automatically?
Booking is on the team. The intake captures preferred days and times for the consult.
Will the script know the difference between Botox and filler inquiries?
Yes. The first question branches on the treatment type. Each path asks the right follow-up questions.
Will the script offer a price range?
Only if you approve a published range. Most spas keep pricing for the consult.
Try Avidra on your own number
14-day free trial. No credit card, no contract. If it doesn't catch your first missed call, you don't pay. The same product runs in Ottawa as it does in every other market we cover.
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