Med spas & aesthetic clinics
HIPAA-grade setup
Fuller consultation schedules, a calmer front desk.
A med spa lives on consultations, repeat visits and a well-run schedule across several providers. We add a website that books, reminders and an AI front desk alongside your own charting and payment software, so the team spends less time on the phone and more time with clients.
What we set up
Consultation requests and provider schedules
New clients request a consultation, pick a preferred window and see who is on the schedule that day. Provider and injector calendars respect the limits you set, and the AI front desk books the consultation and hands any clinical question to your team.
Forms, consent and packages
Intake and consent forms are handed off to your own charting system before the visit, and photo consent is recorded as a separate yes or no. Treatment packages and memberships are sold and tracked, with generic aftercare reminders that never give clinical guidance.
Deposits, no-shows and a clear front desk
A deposit and cancellation policy you set protect long appointment blocks, with reminders and easy rescheduling. Product and injectable counts and expiry reminders stay in your own system, and the demo only shows a simple count.
Where this business gets hard
Long appointment blocks make no-shows expensive
A treatment visit can hold a provider for an hour or more. A deposit, reminders and a clear cancellation window set by the clinic protect that time without chasing clients.
Who may do what depends on the state
Rules on medical-director oversight and on which staff can perform which treatment differ by state. The schedule can limit each visit type to the roles you assign, and the owner and medical director stay responsible for the rules themselves.
Consent and photo permission have to be tracked
Consent forms and the choice about photos are separate things. Handing forms off to your own charting system and recording photo consent as its own yes or no avoids guesswork at the front desk.
Clinical questions land on the wrong person
Clients ask the front desk about suitability and what to expect. The front desk, and any AI assistant, books the consultation and passes the question to a provider instead of answering it.
Set up for the way you work
Not every med spas & aesthetic clinics business runs the same way. We adjust the setup to fit yours.
- Single-provider clinic
- One calendar, a small menu and a lot of direct messages. Setup centers on consultation requests, reminders and a simple deposit.
- Multi-provider med spa
- Several injectors, aestheticians and a medical director. Schedules by role, rooms and the limits on each visit type drive the setup.
- Membership-led clinic
- Recurring plans and packages are the base of revenue. Renewal reminders, visits left and card-update prompts matter more than one-off bookings.
- Multi-location group
- Providers rotate between sites, and each location has its own hours and policies. Schedules by site and one shared view for the owner drive the setup.
Busy seasons and slow ones
Interest often rises in the weeks before big events, weddings and holidays, and again in cooler months when clients want time to plan. Summer sun and travel can bring slower stretches for some visit types. Slow periods are a good time to promote packages and memberships, and to send consultation reminders to past requests. Seasonal timing is only a pattern, and the clinic's providers decide what is appropriate for any client.
What your customers ask before they book
Your AI assistant and website are set up to answer these before anyone has to call.
- Can I request a consultation, and what days are open?
- Which provider would I see?
- How long does a visit take, and do I need to fill anything out first?
- Is there a deposit, and what happens if I need to cancel?
- Do you offer packages or memberships?
- Can you answer a medical question before I book? (It goes to the clinic's providers.)
Common mistakes we help you avoid
- Letting a front desk or chatbot answer suitability or dosing questions instead of handing them to a provider.
- Leaving photo consent as a line in a general form instead of recording it on its own.
- Skipping a deposit or cancellation policy, then losing long provider blocks to last-minute no-shows.
- Sending client details through tools that will not sign a business associate agreement. The owner stays responsible for that choice.
Handled with care
Med spas are medically supervised, and whether HIPAA applies depends on how your clinic operates and bills. Either way, consultation and consent records hold sensitive information, so we limit access, log it, and confirm that every vendor that touches patient information, including hosting, texting and AI, will sign a business associate agreement where one is required. We add booking, intake and an AI front desk alongside your own charting, EHR and payment software, never in place of them. State rules on medical-director oversight and on who may perform which treatment vary, and the owner and medical director stay responsible for them. The AI never gives medical advice, assesses suitability, or discusses dosing or contraindications. We are not a compliance auditor and do not give legal or medical advice.
See it working
Click through a sample med spas & aesthetic clinics website, then see the owner dashboard behind it.
How it works
- Step 1
Tell us about your business
A short call or the free AI check-up. No jargon.
- Step 2
We set it up
Your site, customer system and assistant, with your branding and your data.
- Step 3
You go live
We train you and your team, then keep everything running.
Under the hood
Pricing
HIPAA-grade work is not sold from a price list. The compliant hosting, texting and AI vendors cost more and every practice handles data differently, so we start with a conversation and quote after we understand your setup.
See where AI fits your business
Five minutes, free, and written in plain English.
Start the AI check-up