Med Spa AI Reception
Med spas lose referral calls to voicemail every evening and weekend. MedReception's AI receptionist answers every inbound call, qualifies referrals, captures skin concerns and treatment goals, and books appointments into your live calendar so your team starts the next morning with a full queue of qualified leads ready to convert.
By MedReception AI, physician-built by Paul Toomey, MDPublished
Referrals are warm leads. A referred caller who hears voicemail often calls a competitor instead. Katie answers within seconds, takes their referral details and preferred treatment, and books them on your calendar. Your team wakes up to a full intake summary and a confirmed appointment, not a missed call.
Every referral call is captured as a structured summary: caller name, referral source, skin history, treatment goals, and any special requests. Your staff reviews and files it in seconds. No re-asking, no lost details, no manual data entry.
Set your own escalation rules. High-intent referrals or repeat callers can trigger an immediate callback to your on-call consultant or senior aesthetician. Lower-priority calls book and wait. You stay in control; the AI never makes clinical decisions.
MedReception is custom-built for your med spa and EMR-independent. If you switch from one platform to another, your AI receptionist moves with you. Your intake workflows, greeting, and routing rules stay intact. No rebuild, no lost configuration.
Every referral call answered
No voicemail, no missed leads to 24/7 instant pickup
Structured intake on every call
Skin type, concerns, treatment goals, and referral source captured and pasteable to your EMR
Urgent calls escalated by your rules
High-intent referrals routed to your team or consultant callback list instantly
HIPAA compliant, verified by Compliancy Group
Referral data and client details protected; BAA included
You set the greeting and intake questions. The AI asks 'How did you hear about us?' or 'Who referred you?' and captures the answer. Your staff reviews the call summary and referral source before follow-up.
If you use athenahealth, eClinicalWorks, Elation, Cerbo, Hint, Tebra, ModMed, Practice Fusion, Jane, Office Ally, SimplePractice, TherapyNotes, Accuro, pMD, PS Suite, or Nextech, yes, bookings sync directly. For other EMRs, Katie still answers every call, captures referral details, and your staff enters the booking. Custom integration available: want MedReception integrated with your EHR? We build custom EHR integrations; book a demo and we will scope yours.
The AI captures the preference in the intake summary. Your team reviews it and either confirms the appointment with that provider or calls the client back to discuss alternatives if that aesthetician is fully booked.
Launch takes about one week from signup. Your phone number is ready in 1 to 3 days, and we configure your referral greeting and intake questions during onboarding. If you want clients to text for booking too, texting registration takes about 5 business days.
Yes. Edits and optimization are free for life. Your onboarding team helps you refine your referral intake questions, and you can request changes anytime, no charge, no contract reset.
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Next step
Med spa call handling
How call handling differs for med spas and aesthetic practices.
Next step
What happens after hours
How calls are answered outside opening hours.
See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.
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