What Is Opterra?
Opterra is a 24/7 AI receptionist and practice management platform built specifically for wellness businesses — med spas, acupuncture clinics, integrative medicine practices, functional medicine offices, massage therapy studios, and holistic health clinics. The AI concierge answers every call instantly, books appointments, sends personalized reminders to reduce no-shows, follows up automatically to reactivate lapsed clients, and handles after-hours calls so your team never misses a booking opportunity.
Most clinics recover $1,500–$4,000 in monthly revenue within the first 60 days. You're live in 72 hours with zero tech headaches — we handle the entire setup.
How Opterra Uses Google Services
Opterra connects to your Google account to streamline clinical record workflows for your practice. Specifically, Opterra accesses Gmail to automatically receive and organize inbound clinical records from referring providers, labs, and other clinics — filing them into the correct patient charts without manual sorting. Opterra also enables sending treatment summaries, session records, and required documentation to other providers and insurance companies directly from the platform. All data access is limited to the records workflows you authorize, and all transfers are encrypted and HIPAA-compliant. You can review our Privacy Policy and Terms of Service for full details on data handling.
How Does an AI Receptionist Work for a Wellness Practice?
Unlike generic answering services, Opterra's AI concierge is custom-trained to match your clinic's voice, handle your specific services, and manage complex multi-provider scheduling — including room availability, treatment timing, and practitioner-specific rules. It delivers warm, natural conversations (not robotic scripts) and routes clinical questions directly to your team.
Key Features
Opterra Concierge™ — AI Receptionist & Missed Call Recovery
- Answer every call instantly — 24/7, whether it's 2pm or 2am, with the warmth and knowledge your clients expect
- No-show prevention — Personalized appointment reminders that actually get read, plus automatic rescheduling
- After-hours answering — Your concierge handles calls, inquiries, and bookings even when the office is closed
- Lapsed client reactivation — Automated follow-ups bring back old clients who haven't booked in months
- Multi-provider scheduling — Manages different practitioner schedules, room requirements, and treatment timing
- Team sync — Everything syncs automatically in one place — no double-bookings, no "who has room A at 3?"
Practitioner's Assistant — AI Voice Charting & Treatment Plans
Opterra's Practitioner's Assistant eliminates the documentation burden that keeps wellness providers typing after hours. Talk through your session — the AI writes the SOAP note, captures clinical details, and formats everything into your existing chart templates. No typing, no after-hours catch-up.
- Voice-to-chart documentation — Speak naturally during or after a session. The AI transcribes, structures, and fills in your SOAP templates automatically — following your charting preferences and clinical vocabulary.
- AI-supported treatment plans — After a consultation, AI drafts a treatment plan from your clinical notes — treatments, sessions, pricing, maintenance schedule, and recommended products. You review, adjust, and send to the client portal.
- Practitioner-specific templates — Each provider's charting style, preferred sections, and protocols are learned and applied. Templates get smarter over time based on your patterns.
- Client portal sync — Approved treatment plans and session summaries are shared directly to the client's portal, keeping patients informed and engaged between visits.
Records Automation — Receiving, Organizing & Sending Clinical Records
Opterra streamlines the clinical records workflows that consume hours of staff time every week — receiving inbound records from other clinics, organizing them into the right patient charts, and sending records to other providers or insurance companies.
- Inbound records receiving & organizing — When records arrive from referring clinics, labs, or prior providers, Opterra automatically identifies the patient, categorizes the document type, and files it into the correct chart — no manual sorting or data entry.
- Outbound records sharing — Send clinical records, treatment summaries, and session notes to other providers or referring clinics securely and on-demand.
- Insurance records integration — Submit required documentation to insurance companies directly from the platform. (Coming soon)
- HIPAA-compliant transfers — All records are transmitted through secure, encrypted channels that meet healthcare privacy standards, with a full audit trail.
Opterra Dashboard™ — Practice Management Software for Wellness
- Simple practice management — Every appointment, client, and practitioner in one clean view designed for your workflow
- Client profiles — See visit history, session notes, sensitivities, and preferences before each appointment
- Business health metrics — Revenue, bookings, client retention, and time freed — all on one page, updated live
- Growth guidance — See which months are strongest, which services are gaining traction, and where your next opportunity is
How Can Med Spas Reduce No-Show Rates With Automation?
Every empty slot is revenue lost — on rent, staff, utilities, and your own time. Opterra sends personalized reminders that actually get read, handles reschedules gracefully, and follows up automatically. Clinics using Opterra see a fuller, more predictable calendar and the steady revenue that comes with it.
What Happens to Calls After Hours at a Wellness Clinic Using AI?
Your Opterra Concierge handles all of it — returning calls, confirming tomorrow's appointments, responding to inquiries. Whether someone calls at 10pm or 6am, the AI answers instantly with a warm, professional tone, books appointments on the spot, and sends confirmation details. You close your laptop at 4pm and the practice runs itself.
Getting Started — 72-Hour Opterra Conversion
- We set everything up for you — We move your customer and booking info over, connect your calendars and clients, and customize it to your clinic. All you need is a 30-minute onboarding call.
- Check brand alignment & launch — Test your new concierge as a customer. We make edits until it feels 100% aligned with your brand and desired customer experience.
- Ongoing support & team training — Monthly check-ins, script fine-tuning, team training, and a Monthly Clinic Health Report.
Is AI Scheduling Software HIPAA Compliant?
Yes. All Opterra communications meet healthcare privacy standards, and client data stays within your clinic's secure ecosystem. We offer a Business Associate Agreement (BAA) for HIPAA-covered entities.
How Does an AI Receptionist Compare to a Human Front Desk?
The Opterra Concierge handles the administrative side — booking, rescheduling, confirmations, reminders, and follow-ups — with a warm, professional tone. Anything that needs clinical judgment goes straight to your team. Most clients appreciate getting quick, clear answers instead of waiting on hold. Your human team is freed to do the truly human work: caring for clients, growing the business creatively, and focusing on what they actually trained for.
Guarantees
Cover-the-Cost Guarantee: If Opterra doesn't return 1.5x your investment in newly booked or recovered appointments by day 60, your monthly cost is paused until it does.
Quality Guarantee: During the 72-Hour Opterra Conversion, we'll work with you until you feel highly satisfied with the quality of your custom concierge.
No long-term contracts. Pause or cancel whenever you choose.
Frequently Asked Questions
- Won't it sound robotic?
- Your receptionist is custom-trained to match your clinic's voice and handle appointments the way you would. We focus on natural conversation flow, warm tone, and empathetic responses. You'll hear it during setup and approve it before launch.
- We're not techy. Is this complicated?
- We do the heavy lifting. You'll join us for a consultation call (30 minutes to an hour) to walk through your calendar and customer info. After that, we handle the rest — setup, integration, testing. You're live in 72 hours.
- How is this different from booking software I already use?
- Opterra drives revenue. The system answers calls around the clock, rescues missed opportunities, brings back old leads, and prevents no-shows. Most clinics recover $1,500–$4,000 monthly within the first 60 days.
- Can it handle multiple providers and complex scheduling?
- Yes. The system manages different provider schedules, room requirements, treatment timing, and any rules your clinic needs. We set it all up for you.
- Can the AI write my SOAP notes and treatment plans?
- Yes. Opterra's Practitioner's Assistant lets you talk through a session — the AI writes the SOAP note, fills in your chart templates, and drafts treatment plans from your clinical notes. You review, adjust, and send. No typing, no after-hours documentation catch-up.
- How does records automation work?
- When records arrive from other clinics or labs, Opterra automatically identifies the patient, categorizes the document, and files it into the correct chart. You can also send records to other providers securely on-demand. Insurance records integration is coming soon.
- Is client data secure?
- Yes. All communications meet healthcare privacy standards, and your data stays within your clinic's secure ecosystem.
- Can I cancel anytime?
- Yes. No long-term contracts. Pause or cancel whenever you choose.
Who Opterra Is Built For
Opterra is designed for wellness professionals who started their practice with purpose but find themselves buried under admin, scheduling, and the mental load of operations. Whether you run a med spa, acupuncture clinic, functional medicine practice, massage therapy studio, recovery center, biohacking studio, or integrative health clinic — Opterra handles the operations so you can focus on the work you actually want to do.
Book a Demo Call
See exactly how Opterra works for your clinic in a 30-minute demo call.