vcita

BizAI is vcita's built-in AI assistant. It knows a business's services, pricing, client history, and working hours, and uses that to draft appointment invites and write client messages for staff to review. Staff can talk to it through chat or voice, ask it to look up information, and delegate tasks such as rescheduling appointments or resending invoices. The practice sets the rules that govern what it's allowed to do.

The CRM stores patient information in individual client cards, including notes, documents, appointment history, and payment records. Users can add custom tags, build segmented client views, and move leads through defined status stages. Data can be imported from spreadsheets, credit card details can be stored securely for recurring charges, and missed calls are logged automatically, with the option to record calls.

vcita's invoicing tools let practices create branded estimates and turn them into invoices with one click. Payment links are generated automatically, reminders for overdue balances go out on their own, and receipts are issued once a payment clears. The tools also cover recurring billing for ongoing treatment plans, deposit requests, and AI-drafted estimates built from patient messages, which staff check before sending.

The portal is branded and HIPAA-compliant. From it, patients can book or reschedule appointments, send messages, and view service details without contacting staff directly. They can also approve estimates, pay invoices, and pull up shared documents. No coding is needed to set it up, and patients log in with their email or phone number and a one-time code.

Inquiries from calls, website chat, direct messages, and web forms land in one inbox, each scored by intent. The agent drafts replies, prepares quotes, and suggests what to do next based on where the inquiry sits in the intake process. It also runs automated nurture sequences to follow up on open conversations.

Patients see real-time availability and can book, reschedule, or prepay through a website widget or the client portal. The system handles recurring bookings, converts time zones automatically, and syncs with Google and Outlook calendars. For teams, it adds shared calendars, round-robin assignment, and resource booking to avoid double-booking rooms or equipment.

Email and SMS campaigns go out under the practice's branding, built from templates or an AI writer. Campaigns can be segmented by client tags or history and set to trigger automatically for welcome messages, re-engagement, or similar occasions. The system tracks open rates, clicks, and conversions, and sends review requests automatically after appointments.