How it works

This is the workflow we install at every clinic.

MedSpa Intake AI isn't a generic chatbot or a broad practice management tool. It does one thing well: recover inquiries and leads that your clinic already paid to generate. The workflow below is what goes live at every implementation.

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The problem

Med spas invest heavily in Meta and Google Ads, but most inquiries leak between the click and the follow-up. Form submissions land in a general inbox, the front desk is busy with walk-ins, and prospects get no response after hours. The result: paid leads going cold.

The solution

MedSpa Intake AI installs a branded, non-clinical intake layer that captures every inquiry, answers basic approved questions, qualifies the lead, and sends a structured summary to your team instantly. The prospect gets immediate acknowledgement. Your team gets a lead worth acting on.

The operational handoff

The front desk receives a clean lead summary with treatment interest, urgency, budget range, and contact details — not a vague chat log. The clinic owner gets full visibility into what demand is being captured and where it's coming from.

Everything is live right now

What's running in production

• Public intake leak audit — live and generating scores on real websites

• Branded hosted intake pages — live per clinic with approved FAQs and services

• Lead creation, routing, and acknowledgement emails — live and queue-based

• Onboarding review and publish workflow — live, copy reviewed before go-live

• Reactivation CSV import — live, import and send reactivation emails from old leads

• Stripe Checkout subscription billing — live with webhook-driven org activation

• Cron-based dispatch for audits and emails — runs automatically on schedule

The right questions are operational, not theoretical

→ Where are paid and website inquiries leaking today?

→ What does the prospect see after the click?

→ What exactly lands in the clinic inbox when a lead comes in?

→ How fast can this go live once the copy is reviewed and approved?

→ Can we reactivate older leads from prior campaigns?