We engage three clients at a time.
Configuring an AI operating layer across a multi-location portfolio requires a dedicated implementation team per client. We constrain capacity rather than dilute it.
How we work
Configured to your numbers in 14 days. Reported weekly against the outcomes we agreed.
We embed inside your operations. The engines are configured against your treatment menu and your existing stack. Weekly reviews against EBITDA, utilization, and consultation conversion until the engines run autonomously. Then we stay as long as you want us there.
Prefer a chat? Book a meeting.
How we operate
Three rules we operate under.
They are not aspirational. They govern how the work is run.
We measure from week one.
EBITDA uplift per location, utilization, consultation conversion, call answer rate. Reported weekly across every location, from the first day of live operations.
Money back if we miss the target we set.
Every engagement carries a written guarantee, sized during the operational diagnostic against your baseline. Miss it by day 90 and the fees paid are refunded in full.
The phases
Day 0 to steady state, with deliverables on every line.
Each phase has a fixed timeline and a written deliverable. No year-long migrations. No vague rollouts.
01
Day 0
Operational diagnostic
Pre-engagement diagnostic against your current operations. We quantify the conversion gap by stage and by location, set the baseline, and align on the outcomes the engagement is measured against. Pricing and guarantee are written off the findings.
Deliverables
- Inbound conversion funnel analyzed and scored
- Conversion gap quantified per location
- Baseline against which the engagement is measured
02
Day 1 to 7
Configure with you
We connect Olvaro to your PMS. We train the AI Front Desk on your treatment menu, your pricing, your brand voice. You approve every script before anything goes live.
Deliverables
- Native integration with your existing PMS
- Treatment menu, pricing and brand voice loaded into the AI
- Every script and cadence approved by your ops lead in writing
03
Day 8 to 14
Production go-live
AI Front Desk takes inbound. Reactivation Engine begins per-service cadences across your lapsed patients. The implementation lead sits in your daily standup so your team has direct support during the first two weeks of live operations.
Deliverables
- AI Front Desk handling 100% of inbound calls and DMs
- Reactivation cadences live across Botox, filler, laser, microneedling
- Implementation lead joining your daily standup
04
Day 15 to 60
Measure together
Weekly review of EBITDA uplift per location, utilization, consultation conversion, and call answer rate. We tighten cadences and scripts on the numbers. The Command Center goes live by day 30 so your finance team stops rebuilding the dashboard in Excel.
Deliverables
- EBITDA uplift tracked per location, week over week
- Multi-Location Command Center live by day 30
- Guarantee target set during the operational diagnostic, with full refund if missed
05
Steady state
Steady-state engagement
Quarterly Business Review with the Olvaro team. Direct line for 12-hour response. Engagement scope expands as locations and treatments are added.
Deliverables
- Quarterly Business Review every 90 days
- Shared Slack channel with 12-hour response
- Pricing and engagement scope updated as the portfolio expands
Who is on the engagement
The same team that built this in Germany runs your rollout in the US.
No outsourced implementation team. No partner network. Three roles on every engagement.
Operations lead
Built and ran the operations stack at Kalia Lab in Germany, where Olvaro scaled the chain from 2 to 7 locations with 85% provider utilization. Owns your offer design and weekly numbers review.
Technical lead
Architects the data layer that keeps a multi-location AI operation honest. Background in distributed systems and quant infrastructure. Owns the PMS integration and the Command Center build.
Implementation lead
One named person owns your rollout end-to-end. Sits in your daily standup for the first two weeks and stays your point of contact for the life of the engagement. No ticket queues. No account-manager carousel.
What we measure
Four metrics reported weekly, across every location.
The four metrics we measured at Kalia. The four we report across your portfolio.
EBITDA uplift per location
Bespoke, set during the audit
The Kalia playbook delivered +15 points in five months. Yours is sized to your starting baseline and written into the guarantee.
Provider utilization
85% steady state
Measured against your treatment-room and provider-hour capacity. Kalia went from roughly 62% to 85%.
Consultation conversion rate
Tracked from inquiry to first appointment
Every inbound call, DM and form fill attributed to a booked consult, per location and per source.
Calls answered under 60 seconds
95% guaranteed
Below the threshold for a calendar month and we refund that month.
The guarantee
Outcomes agreed in writing. Fees refunded if we miss.
Every engagement opens with a diagnostic of your current operations. Target outcomes, timeline, and success criteria are agreed in writing before work begins. If we do not deliver the agreed outcomes inside the agreed window, the fees paid are refunded in full.
Engagement
Convert the inbound you are already paying for.
We engage three medspa operators at a time. Join the list to be considered when capacity opens.
Prefer a chat? Book a meeting.