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Everything Amaia does, in one place.

Most clinics run on a handful of tools that don't talk to each other. Amaia is one connected system, with AI agents that work for you and act only when you approve. Here is the full picture, in the order the work actually happens.

The real difference

Romi, the AI agent inside the system

Ask in plain language. Romi reads your live data and does real work after one click. She never makes up a number, and she never spends money or sends a message without your approval.

Ask her anything

  • Revenue by location, provider or treatment, and money not yet collected
  • Who paid the most, and who hasn't booked again
  • A full client card with clinical alerts, from one question
  • Lead funnel, open slots, weekly schedule and no-shows
  • Campaign performance with real ROAS, CAC and cost per lead
  • Open recalls, the waitlist, pending callbacks and consent status

And she acts, once you approve

  • Book, cancel, reschedule and mark arrivals
  • Record a payment, convert a quote, issue a credit
  • Add to the waitlist, update a lead, add a note, mark a recall
  • Send a message to a whole segment in one click
  • Build a Meta campaign and move budget to what is working
  • A built-in money limit: she can collect payments and credits, while refunds stay with you

A trained marketing agent, built in

  • Hooks and offers written with proven direct-response methods
  • A Meta policy check, so health ads don't get rejected
  • Live research on competitors' active ads and how long they run
  • Targeting and budget moves tied to your real revenue

Your model, your rules

  • AI included and set up for you, or your own model (Claude, GPT, Gemini) with your own key
  • Understands "today" and "next week" without you spelling it out
  • Remembers your preferences
  • Keeps working in the background and calls you back in when it matters
Front desk

A calendar that fills without phone calls

Day, week and month views, a column per provider, and a public booking link that turns strangers into confirmed appointments while you sleep.

Built for a real clinic

  • Columns per provider, a live "now" line, and drag to reschedule with a ready message to the client
  • Cut, copy and paste appointments, and blocks that stay where you put them
  • Multi-treatment bookings with automatic end times
  • No double-booking of a room or a provider at the wrong location
  • Appointment statuses you define, from "booked" to "no-show"
  • Hours and provider schedules for every location and weekday

Book, confirm and fill the gaps

  • A public self-booking link: mobile-first, verified by text, and it recognizes returning patients
  • Shows only slots that are truly open, with your hours and buffers
  • A waitlist with ready offers: the longest-waiting patient gets the freed slot first
  • A one-tap claim page with a countdown: the first to confirm gets the slot
  • Confirmations in one click, to everyone not yet confirmed for tomorrow
  • A calendar invite to the patient's Google, Apple or Outlook calendar, for patients with an email on file
  • Callback reminders, so no promised follow-up gets forgotten
The people you treat

Patients and clinical records, done right

From a cold lead to a loyal client, the whole relationship lives on one card, with the clinical detail a real clinic needs.

Leads that never fall through the cracks

  • A full pipeline, with the source and campaign on every lead
  • Columns you can reorder, resize, hide, freeze, search and filter
  • Duplicate detection and merge, and fair round-robin routing
  • Text, email, booking and calls, right from the lead
  • A dated log of every meeting, reminder and call

The client card

  • Lifetime value, visits, cadence and risk flags at a glance
  • A visit timeline with billing and clinical notes on every visit
  • Products used, adverse events and allergy checks, locked after sign-off
  • Pinned alerts: balance due, allergies, VIP, at risk, next appointment
  • Consultation tracking: a consult becomes a client the moment they pay
  • Recalls set by treatment type, closed when the client comes back

Tasks and internal communication

  • The provider writes what's needed, picks a patient or a lead, and picks who does it
  • The person who got the task is the one who marks it done
  • Every task has its own thread, so nobody has to get up from the chair
  • History you can filter by date, team member, patient or lead
  • A bell that shows each person what is open on their side
Goodbye, paperwork

Medical forms and e-signatures

Consent and intake forms that patients sign on their own phone before they walk in, stored securely and linked to the right record.

Forms and signatures

  • Build your own templates: text, dates, checkboxes, yes/no and required fields
  • Sign on a tablet in the clinic, or remotely by a link sent by text
  • No password for the patient, and several forms in one link
  • Live status: pending, opened, completed, expired
  • Every signed form is saved as a snapshot of exactly what the patient saw

Photos and private files

  • Before and after photos, PDFs and video in private storage
  • A drag slider to compare before and after
  • Location data removed from photos automatically
  • Two separate consents: clinical use and marketing use never mix
  • A clinical profile for every patient: date of birth, allergies, medications, history
The money

Checkout and payments

Every dollar collected is recorded down to the payment, the method and the location, so the numbers match from the ad to checkout.

Checkout

  • Revenue, balances and payment status, by payment method and by location
  • Mixed and partial payments, itemized to the line
  • Quotes that turn straight into a payment
  • Credits and refunds handled cleanly, with a full record
  • The next visit booked right at checkout

Your processor stays yours

  • Keep the card processor you already use
  • Record card, cash and transfer payments in one place
  • Store credit and open balances tracked on the patient's card
  • A cash report by period and payment method, ready for your accountant
Numbers that add up

Live analytics and ROI

Every number comes from a real lead, appointment and payment, and the totals match to the dollar. No vanity metrics.

See the whole business

  • Lead funnel, pipeline and leads by status, for any period
  • Performance for every rep, scored on both booking and show-up
  • Revenue by provider, treatment and location, side by side
  • Filter any view by location, provider, staff member, treatment, campaign and date

Marketing ROI that adds up

  • Conversion measured in paying clients, not clicks
  • Spend, cost per lead and cost per paying client, ranked
  • Real ROAS and CAC for every campaign
  • No-show and cancellation stats, and consult conversion
Growth

The marketing engine

Bring in new patients, keep the ones you have, and know exactly which dollar came back. All in one place.

Paid campaigns, from here

  • Build, launch, pause and scale campaigns without leaving Amaia
  • An agent that reads your ad and revenue data and acts on it
  • Every campaign checked against the appointments it booked and the dollars it collected
  • A live view of competitors' active ads

A quote pipeline, so nothing expires quietly

  • Every open quote and treatment plan in one view, with the dollars on the table
  • Cooling quotes surface for a follow-up you approve in one click
  • Closed, open and lost, tracked by clinic and by rep
  • A lost quote becomes a remarketing audience on its own

Remarketing

  • Smart audiences: lapsed clients, expired quotes, overdue recalls, no-shows, birthdays
  • A checklist per client that shows who got which message
  • A "new people only" filter and a cool-down, so nobody gets spammed
  • An opt-out list that is always respected

Reputation engine

  • A review request at the right moment, after a successful treatment
  • Your rating tracked per location over time
  • Opt-in only, quiet hours, and nobody is asked twice

Messages and automations

  • One composer for text and email, with merge fields and booking links
  • Editable templates and a lifecycle automation center
  • Quiet hours and segment counts before anything goes out
The foundation

Platform

Multi-location from day one, modular so you switch on only what you need, and wired to connect to the tools you already use.

Every location, its own world

  • An owner view across all locations, or a manager limited to one
  • Calendars, schedules, hours and reports for each location
  • Unlimited locations, providers, rooms and staff
  • Lead routing that follows your rules between locations

Modular, and you decide what's on

  • A feature manager to switch each module on or off
  • A feedback button built into every screen
  • Call tracking: click-to-call, a call log and a privacy mode

Connect your tools, on your terms

  • Texting, email, phone and lead sources
  • Bring your own account for each, with no markup and no lock-in
  • Incoming lead webhooks from Meta, Google and Zapier
  • Your data stays yours, and we export all of it whenever you ask

Built to be reliable

  • Daily automatic backups, with an off-site copy
  • Automatic updates, so everyone is always on the latest version
  • Roles and permissions for every user

See it working on your numbers

A 20-minute demo on a clinic like yours. Setup is included, and you approve every move.

Book a 20-minute demoSee pricing