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How the AlphaSync system works
AlphaSync is one system, not three tools. It answers missed calls, follows up on new leads fast, and reactivates past patients. It is for independent med spa owners running one to five locations, not private-equity backed. This page walks through how the parts fit together.
Three jobs, one system
Each job shares the same caller record and the same rules you set. Nothing sits in a separate tool your team has to check.
Voice intake for missed calls
Every call that rings out goes to the voice agent. It answers in a natural voice and asks what the caller needs. It captures the details your front desk needs to call back.
Follow-up on every new lead in under 90 seconds
Web forms, missed calls and messages all start the same clock. The system reaches out inside 90 seconds, by text or voice. It keeps trying on a schedule you set, and stops the moment the lead replies.
Patient reactivation
Your past patients sit quiet in the record system you already run. The system works through them on a schedule you control. It reaches out to people who have not been back in a while. Replies go to your front desk.
What the system is not
- It does not replace your front desk. Your team still runs the practice.
- It does not make clinical calls or give medical advice.
- It does not rip out the phone, scheduling or record system you already use.
- It does not run on its own rules. You set the hours, the tone and the escalation path.
- AlphaSync is a software vendor to practices. We do not provide medical care.
The integrations page explains how the system sits against your existing setup.
Where proof would normally go
This is the spot for client logos and case studies. There are none yet. No logos, no testimonials, no reviews.
The system is live, though. You can watch it take a real call on the growth session. That happens before any money changes hands.
Implementation is $10,000. Then it is $3,000/month. Full detail sits on the pricing page.
The engagement, step by step
Step one: a working session, before anything is built
Nothing is built or charged until we have looked at your own numbers with you. That happens on the growth session, with your reports open rather than a slide deck.
Four things get reviewed:
- Call volume, hour by hour. Where the phone rings and nobody is free.
- Missed-call rate. How many calls go unanswered, and in which hours.
- Response times. How long a new enquiry waits for a reply.
- Rebooking pattern. How many patients came back, and how many went quiet.
Rough numbers show the shape of it. Until then, nobody knows whether this is worth buying. Not you, not us. If the numbers point at a smaller problem, or at no problem, we say so on the call, before you sign anything.
Step two: build and configuration
Once the scope is signed, we build against your practice. Four pieces get configured, and you approve each one.
- The voice agent. Built on your services, hours and locations, it answers what your desk answers all day: what you offer, opening times, parking, appointment length, and prices inside ranges you approve.
- The follow-up rules. Which channels a new enquiry arrives on, how fast the first reply goes out, how many attempts follow, and when the sequence stops.
- The reactivation rules. Which past patients are in scope, how long since a visit is too long, what they had done, and how often the practice may make contact.
- The escalation path to a human. Who a call goes to, in what order, and in which hours. Anything clinical, or any request for a person, goes to your team rather than to a guess.
We connect to the systems you already run rather than replacing them.
Step three: go-live
Go-live changes how calls are routed, not the phone system. Your number stays yours, and nothing is ported.
A forwarding rule sends the calls you choose to the voice agent. Most practices start with the calls they already miss: after-hours traffic, lunchtime overflow and calls that ring out. The rule reverses at any time.
Your team gets a walkthrough first: the runbook, the wording that goes out, and what the summary looks like.
What the front desk should expect to change:
- The voicemail box stops filling up, and covered calls get answered.
- Short summaries arrive instead of audio files.
- During covered hours, the phone stops interrupting the room.
- The calls that reach the desk are the ones that should: a patient at the counter, or a caller who asked for a person.
What does not change: the front desk keeps the patients in front of them. The agent covers the calls your team cannot reach and hands a caller to a human on request.
Step four: after go-live
Going live starts the work rather than ending it.
What we monitor. Calls the agent could not complete or understand, failed follow-up sends, broken connections, and every escalation to a person.
What gets tuned. A question callers dodge, a booking path people drop out of, wording that reads badly in a text, an hour or a service that changed.
What you see monthly. A written review: calls handled, calls that went to a person and why, follow-ups sent and answered, reactivation replies, and the changes we made. The reports are yours, and they export.
What we need from your practice
A short list, and the whole ask. Everything not on it is our work.
One decision-maker
Someone who can approve scope and wording without a committee. If the practice contracts through a management company, tell us who signs.
Hours and services
Locations, opening hours, holidays, services, the price ranges you will have quoted, and the wording you want used.
Calendar access
Access to the calendar you already run, inside your rules: treatment lengths, injector, location, and how far ahead a caller may book.
Two to three hours of staff time
Across the whole build: the working session, one round of test calls, the walkthrough. The rest is our work.
What we do not do
AlphaSync sells software and configuration to practices. That is the whole relationship.
- No clinical advice. Not on treatments, products, dosages or aftercare.
- No diagnosis. Nothing in the system tells a caller what they need.
- No chart changes. We do not write into the medical record or amend patient notes.
- We do not run your operations. No rota, no managing your team, no patient care.
- No staffing or hiring. We do not recruit, screen or supply people.
- No legal or compliance advice. No promise about HIPAA or any other obligation.
Plainly: AlphaSync is a vendor to the practice. We do not provide medical care.
How long it typically takes
Two to four weeks is the typical shape between a signed scope and go-live. It depends on how many locations are in scope, how many routing changes are involved, and how fast your hours, services and calendar access arrive.
- Kickoff. Within 10 business days of signature.
- Build and configuration. Typically one to two weeks.
- Test calls with your staff. A few days.
- Go-live. Once the test calls are clean and you approve the wording.
- First review. After the first weeks of live traffic.
Those spans are typical, not contracted dates. Nothing here promises a delivery date or an outcome. When something slips, we say so rather than let a date pass quietly.
Start with the numbers you already have
The growth session is free and takes about forty-five minutes. We review your call volume, missed-call rate, response times and rebooking pattern, and the voice agent takes a live call from you.
Detail on each part sits on the speed to lead, patient reactivation and integrations pages.