Everything your team trusts stays in Klaviyo
All of it stays where it is: the email list, the segments, the flows and the campaign history. Your team keeps the software it knows, and no booking is entered twice. If a patient books with the voice agent at 9 pm, it is on the calendar in your record system at 9 pm, with the notes. Your front desk sees it the way they see every other appointment. The booking lands on the calendar in your record system; the conversation and the consent are written back to Klaviyo.
What an email and SMS platform like Klaviyo adds to a record system
- Segments built from visit history, so a comeback message goes to the patients inside their interval and not to the whole list.
- Flows the system triggers from the record system: the first-visit series, the comeback at the interval, the party invite to one segment.
- Campaign history, so the dashboard shows which message brought the booking and which one the list ignored.
- The booking still lives in your record system; the system reads it there and keeps the email list, the segments, the flows and the campaign history in Klaviyo.
What the system does around it
- Reads the numbers out of Klaviyo and the record: revenue by provider and treatment, utilization and who is due. With your supply invoices and payroll, puts the margin to the dollar beside them on one page.
- Builds the strategy from them: which treatment carries the practice, which party can afford a discount, which membership credit is safe.
- Answers every call, DM and text in seconds, qualifies the patient and books into the calendar in your record system.
- Builds the comeback segment in Klaviyo from visit history and sends it at the interval the treatment runs on.
- Fills parties and launches from one Klaviyo segment, with the campaign history showing which message brought the booking.
- Puts every number that matters on one page: calls, bookings, no-shows, reactivations, revenue.
How the connection works
Every platform exposes its data a little differently: an API, scheduled exports, a booking link, or some mix of the three. We confirm what we are connecting to in Klaviyo on the first call and build on what it exposes. Nothing is written into a patient record until the data flow is agreed in writing. Where a piece of data is not available through an API, the system works from the booking link and the exports, and you are told which is which before anything goes live.
What we need from you
- An admin login for Klaviyo, or the API key Klaviyo issues, so segments and flows can be built and campaign history read. Plus a scheduled export from your record system for visit dates and consent.
- The phone number and the social accounts the system should answer for.
- Thirty minutes with whoever runs the front desk, so the scripts sound like your practice.
Scoped in writing, built in weeks, covered by the promise
Scoped in writing on the call and built on top of Klaviyo in weeks rather than quarters. Covered by the same promise as everything we build: results in 90 days, or we keep working until you have them.