Consult requests go cold in a day
Someone fills out the form for a filler consult at 9 p.m. By the time the front desk sees it the next afternoon, they have booked with the spa that texted back first.
Med spasCRM and follow-up
Consults that book, series that finish, clients who come back on time.
Every consult request from the website, the ad, the phone or a referral lands on one client record. The rebooking text, the pre-treatment instructions and the membership reminder all go out from it.
Where it goes wrong today.
Treatment series stop halfway
A laser hair removal or microneedling series needs the client back every few weeks. Without a prompt, the third visit never gets booked and the package sits half used.
Rebooking depends on the injector remembering
A neurotoxin client is due in three to four months. The provider knows it; the calendar does not. Nobody texts, and the client drifts to wherever runs a promotion.
How it works for med spas.
Every inquiry creates one client record
Website form, chat, phone call, booking page or a referral the front desk types in. The source and the treatment of interest are attached. A consult request after hours gets a text back in seconds, and a person picks up the thread in the morning.
Stages for consult, series and rebooking
A consult that has not booked, a series with visits left, a client past the rebooking interval: each is a stage with an owner. The patient coordinator works consults; the provider sees which of her clients are due.
Instructions and reminders from the same thread
Pre-treatment instructions, the consent and intake form link, the reminder two days before, and the “you’re due” text when the interval passes all send from the client record. Read how no-show reminders are sequenced.
Illustrative example
What a day looks like.
- Monday, 9:05 p.m.A form from the lip filler page arrives. The client gets a text back within the minute offering two consult times. She picks Thursday.
- Tuesday, 11:30 a.m.The coordinator opens the consult stage and sees who booked a consult last month but has not scheduled treatment. Each gets a short, personal text.
- Wednesday, 2:00 p.m.Clients past their neurotoxin interval get a text with openings next week. Replies land on their records.
- Thursday, 8:00 a.m.The afternoon consult gets a reminder with the intake and consent forms to finish on her phone before she arrives.
- Friday, 4:30 p.m.A client who finished a microneedling series is asked for a review and offered a date for maintenance in the same message.
An illustrative example of how the system runs, not a measured result.
More for med spas.
Med spasThe whole system for this work: pages, phones, follow-up and reviews.AI phone agentConsult calls answered while the provider is in the treatment room.WebsitesA page for every treatment, and a consult booked before they close the tab.ReviewsReview requests after the treatment, worded so the client decides what to share.
Questions med spas ask
Can the CRM track packages and memberships?
It tracks the stage and the next step: how many visits remain in a series and when a membership visit is due. Payment and inventory stay in your point of sale. We confirm which system holds what before launch.
Does the automated reply give treatment advice?
No. The first reply confirms the request, offers times and answers logistics from your approved list. Questions about candidacy, dosing or downtime are handed to a provider with a note on the record.
How soon can we be live?
On the platform plan, live in about five business days. We import your client list, set the intervals per treatment and turn on the sequences you choose. See contact.