Frequently Asked Questions
Everything you need to know about DIVA 360°
Browse essential FAQs about DIVA 360°, including features, security, integrations, EHR workflows, and clinic operations.
💡Product & Features
DIVA 360 is an enterprise-grade Voice AI platform designed specifically for multi-location aesthetic clinics, medspas, dermatology practices, and plastic surgery groups. It automates calls, books appointments, manages follow-ups, handles lead qualification, and improves patient communication at scale.
DIVA 360 automates:
New lead qualification
Consult and treatment booking
Rescheduling and cancellations
Pre-op and post-op instructions
Patient intake questions
Insurance / payment reminders
Membership and promotional inquiries
No-show recovery
Post-procedure check-ins
Review collection and feedback
Routing urgent cases to staff
Yes.
DIVA 360 is built for multi-location operations and supports centralized call management, decentralized workflows, cross-location routing, franchise-specific rules, and brand consistency across the entire chain.
Yes.
Voice, tone, phrasing, escalation rules, and workflows are fully customized to match your brand—whether you prefer warm and friendly, luxury spa tone, clinical, or highly professional.
No.
DIVA 360 reduces routine workload so your staff can focus on in-person care, walk-ins, revenue tasks, and patient experience. It acts as a 24/7 operational layer—not a replacement for your team.
DIVA 360 uses advanced speech models optimized for healthcare and aesthetic terminology. It handles accents, emotional cues, interruptions, and context-aware conversation. Patients perceive it as professional, calm, and human-like.
Up to 20.
DIVA 360 can handle up to 20 simultaneous calls. We can increase this limit based on your needs and customize it according to your workflows.
Yes, Jessica checks patient info from the EHR and ensures they’re booked with their usual provider.
Highly accurate.
The system is trained on your brand's aesthetic-domain language, including injectables, lasers, surgeries, pre/post-procedure FAQs, contraindications, and membership-related terms.
If a question falls outside approved scripts or indicates a clinical decision, the AI escalates immediately to a human team member.
Yes within HIPAA-compliant boundaries.
We continuously refine call flows, intents, and phrasing based on your clinic’s real interactions and performance goals.
24/7 availability = zero missed calls
No voicemails
70% faster call handling
Auto EHR entry & note-taking
40% fewer no-shows
No burnout or inconsistency
Can handle multiple calls at once
Yes, it can either replace or seamlessly integrate with your current tools—working like a smart co-pilot.
🔗Integration
We support integrations with nearly all EHRs, CRMs, scheduling systems, and telephony platforms. Current implementations include:
EHRs: EPIC, Athena, ModMed, Cerbo, AdvancedMD, Aesthetic Record, CareCloud, and many more
CRMs: HubSpot, GoHighLevel, Boulevard, Acuity Scheduling, Pabau, IntakeQ, and many more
Telephony Systems: Twilio, Quo (Openphone), RingCentral, 8x8, Dialpad
DIVA 360 integrates with most software platforms that have available APIs.
If your system is legacy or lacks APIs, our integration layer connects seamlessly via RPA without disrupting existing workflows.
Once integrated, the DIVA 360 can:
Read availability
Create, reschedule, or cancel appointments
Update patient notes
Add call summaries
Trigger reminders and follow-ups
Log actions for audit
and many more custom workflows depending on use-cases
No.
DIVA 360 works with your existing phone numbers, routing, and IVR setup. We have active integrations with Twilio, Quo (Openphone), RingCentral, 8x8, and Dialpad—and we can integrate with other telephony systems based on your business use case.
Yes.
We support lead-flow syncing, campaign triggers, call tracking, and CRM automation. Current integrations include HubSpot, GoHighLevel, Boulevard, Acuity Scheduling, Pabau, IntakeQ, and many more. We can integrate with other CRMs based on your business use case.
Not at all. The integration is designed to complement your workflow, not interrupt it. We don’t alter or overwrite any existing data.
🔐Security
Yes.
All data is encrypted, access is role-based, and PHI handling follows strict regulatory protocols.
Yes.
We adhere to:
SOC 2 Type II
ISO 27001 (information security)
ISO 9001 (quality)
HIPAA
GDPR
We take necessary measures to protect your data:
Data encryption for both storage and transmission.
Role-based access control (RBAC) to restrict unauthorized access.
Regular security audits to ensure compliance with GDPR and HIPAA standards.
Securely on Microsoft Azure in the region selected by the client.
All data is encrypted at rest using AES-256 and in transit using TLS 1.3.
All data is encrypted—both when it’s being sent and when it’s stored—using strong industry standards like TLS 1.3 and AES-256.
Minimal storage.
PHI is primarily stored only in your EHR.
Call summaries and logs are retained for operational reasons for 90 days unless you request otherwise.
Role-based access controls
Multi-factor authentication
Audit logs
Key vault management
Automated access revocation
Zero-trust network architecture
We act fast: contain the issue, investigate, fix it, and notify you within 72 hours if any sensitive data is affected.
💰Pricing & Set-Up
Most aesthetic chains go live in 4-6 Weeks.
This includes integration, workflow design, call testing, tuning, and training.
Yes.
We provide personalized onboarding, live monitoring, and post-launch optimization. A dedicated support resource is assigned to your account. If changes or issues arise, we continue resolving them after go-live and continuously optimize the system. We also support custom workflow changes and development. These are discussed and executed during the engagement.
No.
We tailor rollout to your operational maturity—pilot → refine → scale.
Staff training is minimal; most tasks are handled inside the platform.
Escalation triggers include:
Emotional tone
Medical complexity
Urgent intent
Request for a human
Billing or clinical concerns
Staff receives the call instantly with transcript context, if the transfer happens after hours, DIVA takes the message and notifies the staff.
Our pricing model is tailored, with discounts that increase as call volume grows:
Usage-based billing (per minute)
One-time setup fee
Learn more by connecting with our team.
We offer flexible terms designed for scaling chains. Most enterprise clients choose annual plans for better pricing.
Learn more by connecting with our team.
AI-driven sentiment scoring
Real-time call dashboards
Missed-intent detection
Quality assurance reviews
Call outcome tracking
Weekly Reports
Yes.
All interactions include transcripts, logs, timestamps, and optional audio recordings for compliance.
We follow strict AI governance rules:
No medical diagnosis
Explainability of AI actions
Human override
Continuous bias checks
Workflow-level approval
Weekly improvements are deployed for:
Call accuracy
Workflow enhancements
New EHR capabilities
Security patches
Operational metrics
Enterprise voice AI,
built for high-growth aesthetic chains
Automate patient calls, bookings, follow-ups, and front-desk workflows with HIPAA-compliant Voice AI designed for multi-location aesthetic clinics.
