Providers and managers meeting around a table with tablets, planning across locations

One voice across every location, without one shared calendar.

Groups do not fail at reception because staff are careless. They fail because the same question gets three different answers, and because the caller who wanted the closer location gets booked into the one with an opening.

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From the call to your calendar

Send callers to the right practice location

A booking link is useful when the caller can find the right location, provider and approved appointment. Rita follows your configured location rules, with the booking path and available platform actions verified before launch.

Our work with two customer booking platforms has included launching online booking and cleaning up service categories, including work with Booker by Mindbody and Square Appointments. We review both the call and the destination so the client can find the next step. Platform support and booking actions are confirmed for each practice.

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A sent link is the next step; the booking platform confirms the appointment. Trial scope and eligibility are confirmed before activation.

Rita establishes which location the caller means before anything else, then works inside that location’s services, providers, hours and escalation path.

What your practice gains

One approved experience, location by location.

Call flow

Location first, then everything else.

Step 1 Identify the location By what the caller says, the number they dialed, or a short question when it is genuinely ambiguous.

Step 2 Match the service Using that location’s menu. Not every site offers every treatment or provider.

Step 3 Qualify the patient New or returning at that location, which decides consultation versus treatment.

Step 4 Check availability Against that location’s calendar or booking system where it is connected.

Step 5 Send and guide The booking path for that specific location and service, followed by a summary to the right inbox.

The parts that usually drift between sites.

One script, many desks

The policy answer is identical at every location because it comes from one approved source, not from whoever is covering the phone.

Different hours

Each site keeps its own opening hours, closures and after-hours behavior. Rita answers according to the location, not a global rule.

Provider matching

Callers asking for a named injector are matched to where that provider actually works, with alternatives offered on your rules.

Escalation per site

Each location can have its own transfer target, notification channel and urgent-message recipient.

Integration readiness

What a group needs in place before launch.

Multi-location setups succeed or fail on data hygiene. This is the list we work through with your operations lead.

✓ A current service menu per location, with the services that are genuinely bookable

✓ Provider lists mapped to the locations and services they actually cover

✓ Calendar or booking-system access for each site, tested individually

✓ Hours, holiday closures and after-hours rules per location

✓ Escalation contacts and notification channels per location

✓ Time zone confirmation: America/New_York for South Florida sites, and explicit handling for anything outside it

South Florida

Built for how groups grow here.

Aesthetics groups in South Florida rarely expand tidily. A second site opens across the causeway, a third inherits a different booking system, and the phone line ends up as the only thing all of them share.

Rita can be the consistent layer across that, answering the same way for every site while respecting how differently each one runs.

01 Callers reach the location they meant, not the one with an opening

02 Answers stay identical across sites, shifts and weekends

03 Each location keeps its own hours, providers and escalation path

04 English, Spanish and Russian on every line

Hub Aesthetics overview How Rita handles aesthetics calls across every practice type. Integration Square Appointments Location- and provider-specific availability where Square is configured for it. Integration Google Calendar Per-location calendars, conflict checking and time-zone handling.

Hear Rita

Hear Rita switch languages mid call.

Two real recordings in Spanish and Russian, the same routing logic your English callers hear.

Audio could not play. Try again.

Sample transcript · names and services are examples

Questions

Group questions.

See Rita handle a two-location call.

A 30-minute working session built around your services, policies and booking flow.

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