Med Spa
Med spa clients call for last-minute cancellations, emergency reschedules, and urgent questions outside business hours. MedReception answers every call, captures the reason and urgency level, and escalates to your team based on rules you set. Rescheduling requests are logged with availability notes so your staff can process changes into your system without delay. No missed calls. No voicemail tag-and-chase.
By MedReception AI, physician-built by Paul Toomey, MDPublished
You decide what counts as urgent: medical concerns, allergic reactions, infection questions, or high-value client complaints. Katie answers the call, asks your intake questions, and flags it for immediate staff callback or emergency routing. No AI guessing at clinical severity; your team decides the response.
Client calls to move their appointment. Katie captures the reason, preferred times, and service (Botox, laser, filler, etc.). Your staff gets a structured summary with calendar notes so they can confirm the new slot and update your system in one step, not three.
When a client cancels, Katie logs the reason and timing. Your team sees the open slot immediately and can reach out to waitlist clients or fill it with a same-day offer. Fewer empty chairs.
MedReception integrates with Acuity, Vagaro, Mindbody, Jane, and SimplePractice. Appointment details sync so your staff confirms the reschedule in your system without manual re-entry. Custom integration available: want MedReception integrated with your med spa platform? Book a demo and we will scope yours.
Every call answered
No voicemail dead ends for reschedules or urgent concerns
Urgent calls escalated by your rules
Your team decides severity and response time
Structured intake summaries
Reason, preferred times, and service type ready for staff action
EMR-independent and portable
Switch med spa software, keep your AI and all its customizations
You set the escalation rules. Katie asks your intake questions (symptom concerns, timing, client history, service type) and flags calls that match your urgent criteria. Examples: same-day adverse reactions, high-value client complaints, or medical questions. Your team reviews the summary and decides the next step; Katie does not make clinical judgments.
Katie can see your availability if you use one of our integrated platforms (Acuity, Vagaro, Mindbody, Jane, SimplePractice, and others). She offers available slots based on service type and consultant preference. Your staff confirms the reschedule in your system. If your software is not integrated yet, Katie captures the client's preferred times and your team matches them to your calendar.
Katie captures the reason, timing, and client contact. Your staff gets a summary flagged as a cancellation so you can immediately reach waitlist clients or offer the slot to others. No cancellation gets lost in voicemail.
Launch takes about one week from signup. Your med spa phone number and scheduling software connection are ready in 1 to 3 days. Registering your number for client texting takes about 5 business days. Your onboarding team walks you through intake questions, escalation rules, and staff workflows.
Yes. MedReception is HIPAA compliant, verified by Compliancy Group, and signs a BAA. All call recordings, intake summaries, and client data are encrypted and stored securely. Med spas in the US, Canada, and Australia are covered.
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Next step
Med spa call handling
How call handling differs for med spas and aesthetic practices.
Next step
How appointments get booked on the call
Booking, rescheduling and calendar rules the receptionist applies on every call.
See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.
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