OPERATING SYSTEM — MED SPAS
The MedSpa OS
The operating layer for owner-operated med spas. Lead to retention, never clinical. An operating layer that runs on top of the tools you already pay for.
An operating layer,
not another CRM.
A Notion workspace, working automations, Claude Skills, and a community channel — engineered for the operator-side work your CRM leaves on your desk.
Speed-to-lead reply (IG DM / web / chat)
Inbound lead from Instagram DM, web form, or chat widget gets a friendly, provider-aware first reply with two booking links inside 5 minutes — the single biggest conversion lever in the vertical. Tags the lead, queues a 24-hour follow-up, a
Consult no-show recovery (3-touch rebooking sequence)
When a consult is marked no-show or canceled inside 24 hours, a three-touch rebooking sequence runs: same-day text with rebooking link, day-3 value-add tip (no clinical advice), day-7 small soft incentive. If the lead doesn't re-engage, the
Pre-consult nurture (booked → confirmed → provider-briefed)
When a consult is booked, run the four-touch pre-consult sequence: confirmation with non-clinical FAQ, day-before reminder, intake-form request, provider one-pager. Ends with a 2-hour-before final confirmation. Reduces no-show rate to the 5
Track membership renewals (30-day retention nudge)
Weekly cron pulls memberships renewing in the next 30 days, scores churn risk based on visit frequency, drafts a personalized renewal note for medium-risk members, and creates a front-desk call task for high-risk and critical members. Owner
Generate weekly content calendar draft (IG + TikTok)
Monday-morning cron pulls treatment focus, seasonal trends, and membership promos. Drafts five IG/TikTok posts plus one email for the week. Suggests before/after slots only when consent is on file. Routes everything to owner review — never
Post-visit follow-up (day-1 check-in, day-7 review, complaint escalation)
When a treatment is marked complete in the EMR (webhook in), run the post-visit sequence: day-1 non-clinical check-in, day-7 review request on positive sentiment only, gentle next-visit suggestion. Any reply hinting at complaint, side-effec
Built for a specific operator.
You'll run this if…
You lead a small team that has outgrown spreadsheets and broker-memory. You treat AI as an instrument, not a magic trick. You'd rather buy sharp software than maintain dull software.
Skip this if…
You want a one-click "AI grows my business" button. You won't spend an hour on setup. You expect outcome guarantees — this product does not sell those.
Memory + inbox
Not a CRM. It sits on top of yours and absorbs the operator-side process work that currently lives in your head and your sent folder.
One price list.
No sales call.
Answers, before you ask.
Q.01Is this clinical advice?
No. The MedSpa OS is owner-side operations — bookings, marketing, membership retention, owner reporting. It does not give clinical advice, does not recommend treatments, and does not interpret state board rules. Any clinical question, message, or signal escalates to your medical director.
Q.02HIPAA — what about patient data?
The bundle is HIPAA-light: it processes bookings, marketing, and owner-ops metadata only. Patient PHI stays in your EMR. The Treatment Menu stores descriptions and pricing — never clinical protocols. The Provider Roster surfaces what your medical director has approved — never validates state board compliance. Intake form links live in your EMR; this bundle sends the link, never the responses.
Q.03What about adverse events or complaints?
The flag-review-or-complaint skill is load-bearing. Any inbound that mentions a clinical concern, side effect, or adverse-event-adjacent signal escalates to the medical director immediately — and pauses all automated touches for that patient. The skill drafts an internal handoff brief and (for non-clinical complaints only) a draft public reply for the owner to review and send. Nothing auto-replies on a flagged signal.
Q.04Do I need to know Notion or AI?
No. The Notion workspace duplicates with one click. Claude Skills install in two clicks. Automations run on our infrastructure — connect Instagram, your booking source, and your email; you're done in under thirty minutes.
Q.05Why no Discord or community at launch?
Med spa owners live on Instagram, not Discord. Forcing you into a chat you wouldn't otherwise join would be a ghost-town. Instead, v1 ships a static resource library that grows monthly, plus a monthly IG Live with Q&A. When 25+ buyers exist, an invite-only Discord opens — until then, the resource library plus IG Live is the community pillar.
Get the operations audit.
A one-page diagnostic that surfaces the three biggest leaks in your operating week. Emailed once. No nurture sequence.
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