AI receptionist for med spas

The visit you sell on the phone is the one your providers require, which for many new guests is a consultation rather than a treatment squeezed into a gap. The assistant offers consult times the calendar exposes, and only for categories you listed, such as injectables, laser, peels, facials, or body treatments. A returning guest may book a treatment directly only when that exception is a rule you wrote.

Names and credentials stay literal. If the injector is a nurse practitioner, the assistant uses that title, and it does not upgrade anyone to a physician or minimize a physician. New guests and returning guests can be different appointment types with different lengths. A habit of booking the usual visit will put a first consult into a short follow-up.

Callers will describe a concern in clinical language or in mirror language. The assistant records the concern in their words and the category they asked about, and it does not map that concern to a device, a unit count, or a promise that it will be gone. If the caller mentions pregnancy, a condition, or a medication, the script says the provider reviews it at the visit. It does not clear them and it does not turn them away.

• Consultations for categories on your menu only
• Treatment bookings only where your written rule allows them
• Provider titles copied from how the practice identifies them
• New and returning visits kept at their real lengths
• Concerns stored in the words the caller used, without a treatment plan
• Pregnancy, medication, and conditions deferred to the provider

If a consultation or a treatment requires a card or a deposit, the assistant says the amount, whether it applies to the service, and the cancel window, all from the policy sheet. It does not pick a friendlier number. Callers who want the deposit waived get a note to the coordinator, and the phone does not grant the waiver. A surprise fee at arrival is usually a script that was too shy to say the number.

Inside the cancel window, the assistant states the consequence you wrote, including when a deposit is kept. Outside the window, it can move the visit to a real opening or take a request if the calendar is not connected. The script can say, plainly, that a no-show on a device day wastes provider time. It should not lecture the caller while it says that.

Packages, memberships, and per-area starting prices can be read when they are on the current sheet. The assistant calls a starting price a starting price and says the provider confirms the plan. It does not assemble a custom package, stack offers, or extend a promotion past its date. Financing is mentioned only if you offer it, as an application a person completes, not as an approval on the call.

Outcomes are off the script. The assistant does not say someone will look younger, that a scar will fade, that a treatment is painless, or that a photo is what this caller will get. Before-and-after claims stay off the phone even when the site has a gallery. The assistant may point to that gallery if you have consent for the images, and it does not narrate them or call a result typical.

Medical advice is the same refusal. There are no unit counts, no device settings, and no recommendation of a prescription product or of one injectable over another. A caller who asks what you would do is offered the consult. The assistant also does not diagnose a blemish, a vein, or a lesion from a description, and it does not clear a guest who mentions a medication.

Commercial lines mislead as easily as clinical ones. The assistant does not invent a discount to save a booking, does not quote another clinic price as fact, and does not call a package refundable unless the policy says so. It does not promise a specific provider on a day that provider is not scheduled. If the caller asks for a guarantee, the answer is that the practice does not give one.

• Outcome promises, including painless or permanent results
• Before-and-after narration or a claim that a result is typical
• Dosing, device settings, or product recommendations
• Medical clearance, including pregnancy and medications
• A discount or refund that is not on the written sheet
• A provider booked onto a day they do not work

A med spa call can slide into health information quickly: medications, pregnancy, history, or a photo of a face tied to a name. Collect the minimum unless counsel has already decided the voice vendor is an appropriate place for those details. Name, callback number, service of interest, and a time window are enough to hold a consult. This page is not legal advice, and it cannot tell you that a stack of tools is compliant.

Before you record conditions or accept clinical photos, ask the vendor whether they will sign a business associate agreement, where the audio and transcripts live, who at the practice can open them, and how long they are kept. If the vendor will not sign, do not use that line to collect health details. A recording disclosure belongs in the greeting when your state or your own policy requires it. Staff still confirm identity before discussing an existing chart.

Photos by text are a separate decision from the booking script. Do not ask a new caller to send a face photo so the phone can say what they need, because that implies an opinion the assistant cannot form and creates a file you must protect. The coordinator can explain image handling after the agreements are in place. Until then, the consult is booked without the picture.

Use the week as an example of consult handling. It names no clinic and claims no revenue, and it is not a case study. Picture a practice with two providers, where new injectable guests need a consult and returning guests may book treatment on published days. A coordinator reviews the queue each morning.

Tuesday a new caller wants filler this week and asks how many syringes a lip treatment would take. The assistant books a consult into an opening the calendar shows, refuses the syringe count, and states the deposit and the cancel window. Wednesday a caller asks whether a laser is appropriate during pregnancy, and the assistant neither clears nor refuses the guest. It records the question for the provider and keeps the visit as a consult.

Thursday a returning guest reschedules inside the window, hears the deposit consequence, and is not granted a waiver. Friday a caller wants a price match and a guarantee, so the assistant reads the starting price, says the provider confirms the plan, and says the practice does not guarantee an outcome. No photo is requested. The Monday queue is an example of those boundaries, not a report of treatments sold.