The system
Not a receptionist.
A coordinator.
Every competitor in this market sells an AI that answers the phone. Vala answers the phone too, because it has to. But answering is the part of the job that ends when the patient hangs up, and in cosmetic surgery that is where the work starts.
Where we differ
Six things nobody else is doing.
These exist because cosmetic surgery is not dentistry with bigger numbers. Consult fees, financing, three to nine month decision cycles, and a named human whose entire job is conversion. The category needs its own product.
Financing pre-qualification before the consult
The soft pull link goes out during booking. The patient arrives already knowing their approved amount and their monthly payment. Your coordinator stops opening with a price and starts opening with a plan. No competitor in dental, med spa, or cosmetic surgery does this.
The consult prep brief
Before every consult your coordinator receives a written brief. What the patient asked about on the phone. Their stated timeline. What is driving the decision. Whether they pre-qualified, and for how much. They walk in already knowing the room.
The quote follow up engine
Structured contact indexed to the decision cycle rather than the calendar. Month one is not month four. It runs until there is an explicit yes or an explicit no, and it never ends in silence, which is how most quotes currently die.
Consult fee capture on the call
The $100 to $300 non refundable fee taken by card inside the same continuous call as the booking. It filters the browsers, it lifts your show rate, and generic voice agents cannot do it.
Coordinator conversion reporting
Conversion by procedure, by source, by coordinator. Most practices see one blended number and miss that abdominoplasty is converting thirty points below breast. You cannot fix what you cannot see, and right now almost nobody can see it.
Post operative triage
Routine recovery questions answered from your protocols. Genuine concerns escalated to the on call clinician immediately. Your new consult line stops competing with week two drain questions.
Table stakes
And everything the others sell, included.
None of this is a differentiator. It is the floor. It ships with every tier because a system that does the clever part badly and the basic part not at all is worth nothing.
- 24/7 answering across phone, text, webchat, and Instagram
- Real time booking against live provider availability
- Missed call text back inside 60 seconds
- Warm human handoff the moment one is needed
- Procedure aware routing, surgical from non surgical
- Intake and consent forms sent on booking, chased until complete
- Cancellation converted to a reschedule, not a loss
- Automated review requests with drafted replies
- Source attribution from first click through to booked case
- HIPAA compliant infrastructure with a signed BAA
Architecture
Vala sits beside your EHR, not inside it.
Your clinical record is a legal document. Conversion data, financing status, and follow up history are sales and operations data, and burying them in a chart is why most practices cannot answer a simple question about which procedure converts worst.
Ownership
Built to be handed over.
Every competitor in this market rents you a dependency. Contracts run twelve to twenty four months, and practices report real difficulty getting their own phone numbers back when they leave.
Vala builds the system inside an account that becomes yours. Your team is trained to run it. After the initial term you are month to month, and if you leave you take the build with you. We would rather you stay because it works.
Ask about a procedure. Try to book a consult.