Virtual Receptionist for Med Spas
A consultation that does not convert to a booking before the guest leaves almost never converts at all.
We staff the consultation follow-up, package tracking and booking line with people trained on how a med spa runs. A booking flow can take the deposit the moment someone is ready to commit; our team is who turns a hesitant consultation guest into a booked package.
Sound familiar?
The friction we hear most.
The consultation ends and the booking never happens
A guest leaves interested but unbooked, and without a same-day follow-up the moment passes. By the time anyone calls, they have already booked somewhere else.
Package sessions get lost in a spreadsheet, not a schedule
A client asks how many sessions are left on a package and the front desk has to go digging. That pause is the difference between a rebooked client and one who quietly stops coming.
A card decline at checkout should not be the last conversation you have with a client
Payment plans on larger treatment packages fail quietly when a card expires, and nobody follows up before the client assumes the relationship is over.
Consent forms and photos pile up before a treatment can even start
Before-and-after photo releases and treatment consent forms are not optional paperwork, and chasing them at the front desk on the day of the appointment slows every room down.
Who joins your team
Roles we staff.
Guest Services Coordinator
Follows up with consultation guests who did not book, answers pricing and availability calls, and keeps the schedule full across treatment rooms.
Membership & Package Coordinator
Tracks remaining sessions on packages and memberships, prompts rebooking, and flags renewals before they lapse.
Client Financial Coordinator
Sets up and tracks payment plans for larger treatment packages, and chases declined card payments without losing the client relationship.
Intake & Consent Coordinator
Collects consent forms and before-and-after photo releases ahead of a treatment, so nothing is chased at the last minute.
Day to day
What they handle, every day.
- Follow up same-day with consultation guests who did not book before leaving
- Track remaining sessions on packages and memberships and prompt rebooking
- Set up and track payment plans for larger treatment packages
- Confirm and reschedule appointments, holding deposits where your policy requires one
- Collect consent forms and before-and-after photo releases ahead of treatment
- Follow up on retail product recommendations made during a treatment
- Manage the membership renewal cycle and flag lapses before they happen
- Answer inbound calls about treatment pricing, financing and availability
- Coordinate provider schedules across injectable, laser and aesthetician treatment rooms
- Chase declined card payments and reschedule the checkout conversation
The handoff
Where AI stops. Where we start.
Automation is genuinely faster at the first, predictable touch — that part is not in question. What follows is the moment it runs out of road, and a trained person picks up with the context already in hand.
A consultation guest leaves without booking
Where AI stops
An automated text can go out the same day with the recommended treatment and next available slot, reliably and on time. It cannot have the actual sales conversation that finds out what made the guest hesitate and closes the booking.
What our team does
Calls if there is no response and works through whatever made them hesitate, then books the appointment.
A client asks how many sessions are left on their package
Where AI stops
A system can pull the package balance instantly instead of putting the caller on hold, with no risk of a wrong count. It cannot read the moment and turn a balance question into a rebooking, or run the upsell conversation that follows it.
What our team does
Recommends the next booking and handles any upsell conversation.
A card declines at checkout for a payment plan installment
Where AI stops
A system can flag the failed payment and hold the appointment rather than canceling it outright, the instant the decline happens. It cannot call the client, get a working card, and keep an awkward moment from becoming a lost relationship.
What our team does
Calls the client, gets a working card, and keeps the relationship intact.
A new caller asks about a treatment they saw advertised
Where AI stops
Pricing and availability questions get answered immediately and consistently, every time, with no variation in the numbers given. It cannot have the consultation conversation that turns curiosity into a booked appointment.
What our team does
Has the consultation conversation and books the appointment.
Outcomes
What changes.
Consultations left unfollowed
Booking and enquiry coverage
Consultation follow-up after a no-book
What this could save you
Put a number on it.
The outcomes above are what changes operationally. Here's what a role like this is worth in dollars at Med spas.
What this could save you on Med spas
Move the numbers to match the role you're costing. The totals below update as you type — no email needed.
US cost, all-in
$53,763/yr
GH cost, all-in
$20,800/yr
Annual saving
$32,963
61.3% lower than staying in-house
Full itemised breakdown
See the six line items that make up the US-side total — payroll tax, benefits, paid leave, equipment, and recruiting — for the numbers above.
No sales call. We'll just send the same breakdown to your inbox.
Every assumption this rests on
These are conservative public US averages — employer payroll tax, benefits load, paid leave, and the rest — not GH Business Solutions' own measured figures. They're disclosed here in full so you can check the arithmetic yourself rather than take our word for it.
| Assumption | Value |
|---|---|
| Employer payroll tax | 9.15% |
| Benefits load | 25% |
| Paid leave | 20 days |
| Workstation and software | $1,500 |
| Cost per hire | $4,000 |
| Annual turnover | 30% |
| GH rate | $10.00 per billable hour (our range is $9-$10 — we cost the top of it here) |
Ready to talk specifics?
Tell us what's piling up. We'll tell you exactly what we would take off your desk.
Getting started
Two weeks, start to finish.
Week one
We map your workflow
A dedicated team lead learns your systems, protocols and escalation rules before anyone takes a live call or opens a live ticket.
Week two
Supervised live coverage
Your new team works real calls and real tasks alongside your staff, with a safety net until every handoff is clean.
Full handover
Coverage runs on its own
By the end of week two the team runs independently, with reporting you can review each morning rather than a queue you have to check.
Compliance & data handling
Built to be trusted with what matters.
- Secure handling of client records, consent forms and payment information
- Compliance with applicable state health-record retention requirements
- Named-individual access to client records and payment details, audit-logged
- PCI-conscious handling of card payments and payment plans
Related services
Common questions
Before you ask.
Will clients know they are speaking to someone outside the spa?
It should read as your own front desk, full stop. The team answers under your spa's name and is trained on your treatment menu, your pricing and your package structure, not a script built for any med spa.
How do you handle client records and consent forms?
Client and treatment records, consent forms and payment information are handled securely with named-individual access and audit trails, in line with applicable state health-record and consent requirements. A med spa is not a HIPAA covered entity, and we do not claim otherwise, but the records are treated with the same care.
Our booking widget already takes deposits online any time of day. Why would we need people as well?
A booking flow is genuinely good at taking a deposit from someone who has already decided. What it cannot do is turn a hesitant consultation guest into a booked package, or recognize that a card decline is a relationship worth saving with a phone call, not a canceled appointment. Our team handles that conversation, and anything involving a possible treatment complication or a clinical concern goes to a person by default.
Can the team work inside the booking and payment system we already use?
Yes. We work in whatever booking, membership and payment system you already run, using credentials you issue and permissions you control. Nothing needs to migrate.
Does this make sense for a single-location spa or only a multi-location group?
Both. A single-location spa usually starts with one person covering consultation follow-up and the booking line; a multi-location group runs a small dedicated team split across guest services, membership and billing. The model scales by adding people, not by starting over.
How quickly can booking coverage start?
Two weeks is typical. The first week maps your treatment menu, package structure and booking rules and trains the team on them. The second runs live coverage supervised alongside your staff before full handover.
Also in healthcare
We staff the same half of the work here.
Ready to see this running in your business?
Tell us what's piling up right now. We will tell you exactly what we would take off your desk.
Talk to us