For med spas · Meet Olivia

The DM nobody answered. The 9pm enquiry. The patient who lapsed in February.

Olivia answers the phone, replies to the Instagram DM inside two minutes, books the deposit into Phorest, Pabau or Fresha, and hands clinical questions to your team. Built for injectables clinics — not salons, not dentists, not "wellness."

Book a 20-min call

On the call: we'll look at your DM backlog and after-hours volume together, show you Olivia handling them, and run the deposit-and-rebook maths against your actual numbers. No slide deck.

Where the money is leaking right now

Not features. The five things med spa owners actually lose sleep over.

What's broken

Enquiries land between 6pm and Sunday night — when the front desk is gone.

What Olivia does

Picks up the phone, replies to the DM, qualifies the lead, books the consult, takes the deposit.

What it means

New patients don't book with the clinic down the road who answered at 9pm.

What's broken

Front desk juggles the phone, the patient in the room and the Instagram inbox — badly.

What Olivia does

Takes the phone and the DMs off their plate. They stay with the patient in front of them.

What it means

Fewer dropped enquiries, calmer reception, no more "sorry, mad day."

What's broken

Tox is a 12-week cycle. Filler is 6–9 months. Patients lapse silently and nobody chases.

What Olivia does

Runs reactivation threads on patients 90+ days lapsed, in your voice, with your offer and your boundary on discounts.

What it means

Quiet recovery of the regulars who just drifted — not new lead spend.

What's broken

£600 appointment no-shows and forgotten deposits.

What Olivia does

Collects the deposit at the point of booking. Confirms 48 hours out. Fills last-minute cancels from your waitlist.

What it means

Empty rooms get refilled, no-show fees actually get collected.

What's broken

Four tools — phone, IG, booking software, spreadsheet — that don't talk to each other.

What Olivia does

One thread per patient, across every channel. Writes back to the PMS you already use.

What it means

You finally know which DM became which patient — and which didn't.

40% of med spa enquiries arrive after 5pm — and 85% of after-hours callers ring the next clinic before morning. Frontdesk.care

Leads contacted within five minutes are roughly 100× more likely to convert than leads contacted after 30. Med spa-specific: 8× more bookings inside the five-minute window. Dezyit

Roughly 35% of calls are missed while practitioners or nurses are with clients. UK med spa patient LTV: £6,200+. Hyperleap

Olivia knows aesthetics

Not a generic phone bot with a spa skin on it.

A generic AI receptionist knows "schedule a meeting." Olivia knows the difference between a tox consult and a HydraFacial, between a Morpheus8 series and a one-off filler top-up, between a price-shopper DM and a serious bridal lead.

Channels she covers

Phone (inbound and overflow). SMS. Instagram DM and story replies. Facebook Messenger. Web chat. The web enquiry form. One thread per patient, across every channel — replies in the same voice, with the same boundaries.

Routine she handles without escalation

The price-shopper script ("we don't lead with price, here's why"). Deposit collection at booking. 48-hour intake form delivery. Confirmation and rescheduling. Rebook prompts at the 10-week mark for tox. Reactivation outreach for lapsed patients at 90+ days. Waitlist refills when a cancellation lands.

What she always escalates

Clinical history. Contraindications. Anything touching dosing, units, suitability or prognosis. Anything she's less than certain about. Any patient who asks to speak to a person — instantly, no menus.

We over-escalate by design — you'd rather Olivia pass you a DM that didn't need passing than the other way around.

Roughly 40–50% of med spa patients don't rebook — and package or series clients are worth 3–4× the LTV of single-treatment clients. Olivia's reactivation rules exist for exactly this reason. Regulr

Integrations

Sits on top of the booking software you already use.

Your front desk's workflow stays the same. Olivia just stops being the only person who can answer the phone. We integrate — we don't replace.

Phorest Pabau Fresha Treatwell Pro Timely Kitomba Salonized Zenoti + yours, on request

Roughly two-thirds of med spas have no centralised system tracking which DM became which patient. Olivia is that thread — the one your PMS doesn't have. Zoca

On UK GDPR & patient data

The honest version — not the marketing version.

Olivia is built to book and qualify, not to discuss clinical history. We operate under UK GDPR and the Data Protection Act 2018, and we structure the data flow to keep patient data out of the AI layer. A Data Processing Agreement (DPA) is signed before deployment, and the setup is aligned with JCCP, Save Face and CQC expectations where your clinic is registered. If you have a clinical governance lead, we'll happily get them on the call.

No vague "enterprise-grade" claims, no "powered by GPT-4." If a question is clinical, she takes a message — same rule, every time.

Let's do the maths

We won't tell you what you'll recover. Tell us your DM backlog, we'll show you.

What we'll work out together on the call

Calls + DMs per week __
% landing after 5pm or weekends __
Avg revenue per booked consult / treatment £__
% of patients lapsed 90+ days __

Monthly captured revenue

£__

Lapsed patients reactivated / month

__

Net of Olivia's cost

£__

Industry research suggests 30–60% of potential revenue evaporates in the 48-hour window before an appointment. Your number is almost certainly different. Let's find it.

What week one actually looks like

No black box. No big-bang go-live.

1

Day 1–3

We capture your menu, providers, pricing ranges, deposit rules and tone-of-voice. Olivia learns how your spa actually answers the phone and the DMs today.

2

Day 4–7

Olivia shadows. She drafts replies to real DMs and call transcripts but doesn't send them. You see every line in a dashboard and tell us where she'd have been wrong.

3

Day 8–14

Soft launch: after-hours and DM overflow only — the enquiries currently going dark. Zero risk to your existing flow.

4

Week 3+

Olivia answers as primary across all channels, your front desk backs her up. You can pull her off in a single click, any time, forever.

Founding partner offer

We're taking on ten founding med spas.

What you get

  • ·White-glove setup, tuned to your menu, your providers and your actual DM voice.
  • ·A direct line to the founder, not a support queue.
  • ·PMS integration priority — your booking software goes to the top of the roadmap.
  • ·Founding pricing, locked in for the life of the account.
  • ·First med spa in your area.

What we ask

A thirty-minute monthly call to tell us what's working and what's not.

That's it. No annual contract, no minimum term, no exit fee. 60-day guarantee: if we go live and Olivia doesn't pay for herself in the first 60 days, we keep working on it until she does — or you walk, no hard feelings.

Who's behind this

Built by one person, on purpose.

James Stallwood, founder of VoxalFlow

I'm James. I build VoxalFlow on my own, and Olivia is hand-tuned for med spas specifically — injectables, fillers, DM-led inbound, rebook cycles. Generic phone bots don't know the difference between a tox consult and a HydraFacial. Olivia does.

When you book a call, you talk to me. When Olivia goes live, you've got my number. More about VoxalFlow →

Honest disqualifiers

This probably isn't a fit if —

  • · You do under ~150 calls and enquiries a month. The economics don't work yet — come back when you're busier.
  • · You only run cosmetic injectables and don't want any after-hours availability. Most of Olivia's upside is in the hours your desk isn't on.
  • · You'd rather have a human virtual receptionist service than software. We're not that — and we won't pretend to be.

The eight real questions

What med spa owners actually ask.

Will she sound like a robot to my patients?
The voice in the sample above is the voice your patients will hear. We tune the script, the warmth and the boundaries together before go-live — you sign off on every line before she answers a single call or DM. If a patient ever asks whether they're speaking to a person, she tells them.
What about UK GDPR / patient data?
Olivia is built to book and qualify, not to discuss clinical history. We operate under UK GDPR and the Data Protection Act 2018, and structure the data flow to keep patient data out of the AI layer. A Data Processing Agreement (DPA) is signed before deployment, and the setup is aligned with JCCP, Save Face and CQC expectations where your clinic is registered. If you have a clinical governance lead, we'll get them on the call.
What if she quotes the wrong price or books the wrong service?
Your menu, your pricing, your providers and your rules go into her knowledge base before launch. She quotes from your list, not from the internet. Anything she's less than certain about, she takes a message and flags it for you to review.
I already pay for Phorest / Pabau / Fresha. Is this another tool to manage?
She sits on top of the booking software you already use. We integrate — we don't replace. Your front desk's workflow stays the same. Olivia just stops being the only person who can answer the phone.
What if she screws up — am I in control?
You get a real-time feed of every call and conversation. Listen back, take over a DM thread mid-conversation, or pull her off the phone entirely with one switch. One click in the dashboard. No contract, no offboarding fee.
I've never heard of VoxalFlow — why should I trust you?
Fair. We're early — no wall of logos yet. We're picking our first cohort of med spas now, and a 60-day guarantee sits behind every deployment: if Olivia doesn't pay for herself in the first 60 days, we keep working on it until she does, or you walk.
How long to go live?
Most setups go live in 2–3 weeks. Week 1: we shadow the phone and capture your menu, providers and FAQs. Week 2: we build, you review every line. Week 3: soft launch on after-hours and DM overflow only, then we ramp.
Is my patient data safe?
Calls and DMs encrypted, recordings and transcripts stored only as long as you want them, nothing trains a shared model. We operate under UK GDPR and the Data Protection Act 2018, structure the data flow to keep patient data out of the AI layer, and sign a Data Processing Agreement (DPA) before deployment.

Twenty minutes. Your actual DMs.

Olivia tuned to your med spa.

We'll look at your DM backlog and after-hours volume together, show you Olivia handling them, and run the deposit-and-rebook maths against your actual numbers. No slide deck.

Book a 20-min call

No deck, no sales team. Founder direct.

Book a 20-min call