Med spa lead follow-up, done for you.
Every Instagram DM answered in 60 seconds.
We build and run an AI system for your practice that answers every Instagram DM, Facebook message, Google message, lead form and website inquiry within a minute, finds out what treatment the patient wants, books the consult with the right provider, follows up for 30 days, recovers no-shows and recalls lapsed patients. Your front desk stops losing patients to the phone. Live in 14 days.
Why do med spas lose patients they already paid to reach?
Because the patient asks at 10 pm and your front desk answers at 9:15 the next morning. Aesthetic inquiries happen on the couch, after a scroll through before-and-afters, in a moment of decision. The DM that says "how much is lip filler" is sent to three practices at once. Whoever replies first with a real answer and an open slot gets the consult. Whoever replies in the morning gets a patient who already booked elsewhere.
The response-time research is old and consistent. In the largest published audit of lead response, Harvard Business Review tested 2,241 US companies and found the average response time to a web lead was 42 hours. Only 37% replied within an hour. 23% never replied at all. A separate study of 15,000 leads found that the odds of qualifying a lead were 21 times higher when contact happened within 5 minutes versus 30 minutes.
Meanwhile the industry keeps growing. The American Med Spa Association puts medical aesthetics at more than $17 billion in annual revenue, adding more than $1 billion a year. More practices, more ad spend, more DMs, and the same front desk trying to answer them between patients.
| What the data says | Number | Source |
|---|---|---|
| Average response time to an online lead | 42 hours | HBR audit of 2,241 companies |
| Companies replying within one hour | 37% | HBR audit of 2,241 companies |
| Companies that never replied | 23% | HBR audit of 2,241 companies |
| Lift in qualifying odds, 5 min vs 30 min | 21x | Lead Response Management study |
| US medical aesthetics industry revenue | $17B+, growing $1B+ per year | American Med Spa Association |
| Consultation conversion rate AmSpa says med spas typically see | 20% to 30% | American Med Spa Association |
| Typical duration of neurotoxin results | 3 to 4 months | American Society of Plastic Surgeons |
Full citations are listed in the Sources section at the bottom of this page.
That last row is the one most practices ignore. Every neurotoxin patient is due back in roughly three to four months. If nobody reaches out when they are due, a share of them drift to the practice that did. The re-treatment reminder is the cheapest revenue in the building and it is usually left to memory.
The three ways med spa leads leak
- Unanswered DMs. Instagram and Facebook messages pile up overnight and on Sundays. By Monday the patient has a consult booked somewhere that answered Saturday night.
- Price questions with no next step. The front desk quotes a starting price over text, the patient says "ok thanks," and the conversation dies. No consult, no timeline, no reason to come in.
- No-shows and lapsed patients nobody chases. A booked consult that does not show is rarely rebooked. A neurotoxin patient six months past due is never called. The list of people who already said yes once is the most ignored asset in the practice.
The fix is not a busier front desk. It is a system that does the first minute, the treatment-interest questions, the booking, and the 30 days of follow-up automatically, so your coordinators spend their time with patients who are in the room.
One system between the inquiry and the treatment room
Six pieces, set up for you on a platform we provide, tuned to your menu and your providers. Nobody learns new software. Your calendar fills with consults that show up. The booking layer is also available on its own as the AI appointment setter, and the phone side is covered by the AI receptionist.
Every inquiry channel in one inbox
Instagram DMs, Facebook Messenger, Meta lead forms, Google Ads forms, Google Business Profile messages, website forms, Yelp and RealSelf inquiries. Each lands as a contact with its source tagged, so the first reply matches where the patient came from.
A reply within 60 seconds, any hour
The AI answers in your practice's voice. It asks which treatment they are curious about, whether they have been in before, and when they were hoping to come in. 10 pm on a Saturday is handled the same as 10 am on a Tuesday.
Consults booked, logistics answered
The AI books directly onto the right provider's calendar and answers hours, parking, what to expect at a consult, and consult fee policy. It never gives medical advice, never promises a result, and never discusses a patient's history over text. Those belong to your providers.
Routing by treatment, provider and location
Injectables go to your injectors' calendars, laser to the laser room schedule, body contouring to the provider who does it. Multi-location practices route by the patient's preferred site. Single provider: everything books to you, and the front desk sees it all.
30 days of follow-up and no-show recovery
No reply? The system keeps going by text, email and voicemail on a cadence written for aesthetic patients. Consult booked? Reminders at 24 hours and 2 hours. No-show? A rebooking message goes out within the hour, then again over the following days.
Lapsed patients, reactivated
Neurotoxin patients past their 3 to 4 month window, filler patients due for a touch-up, consults that never redeemed, memberships that lapsed. We segment the list during the install and send each group a check-in that fits. Replies go straight to your desk.
What does the AI conversation actually look like?
Short, warm, and in your practice's voice. The goal of the first two minutes is not to sell a syringe. It is to find out what the patient wants, set expectations, and get a consult on the calendar. Here is a real-shape example from an Instagram DM that arrived at 10:04 pm on a Saturday.
Notice what the AI did not do. It did not quote a price, describe a treatment plan, promise a result, or ask about allergies or medications. It explained how pricing works, addressed the nerves, and booked a consult with the right provider. Dana opens her Saturday schedule to a patient who already told her what she wants and how she feels about it.
The names above are placeholders. The script, tone, questions and handoff rules are written with you during the install. Some practices want the AI to share a starting-at price range. Some want it to mention the consult fee and how it applies to treatment. Some want it to ask nothing beyond treatment and timing. It is your intake.
Which channels does it cover?
Every place a patient can reach a med spa, with one system answering all of them in the practice's name.
- Instagram DMs. The channel most med spa ads send people to, and the one that goes dark after the front desk leaves. Answered within a minute, day or night, with a consult booked before the patient scrolls on.
- Facebook Messenger and Meta lead forms. Lead-form submissions get a text within 60 seconds; Messenger conversations are handled the same way as Instagram.
- Google Business Profile messages. The "chat" button on your Google listing, which most practices never turn on because nobody can watch it. The AI watches it.
- Website forms and booking inquiries. Form fills get a text, not an auto-reply email, and the conversation continues by text.
- Missed calls. A caller who hangs up on voicemail gets a text back within a minute. If you want the phone itself answered, the AI receptionist covers that.
How does this compare to a patient coordinator or booking-software reminders?
There are three common ways med spas try to fix slow follow-up. Each works for someone. Here is where each one lands on the things that decide whether a DM becomes a treatment.
| Front desk answering between patients | Hire a patient coordinator | Booking-software reminders and drips | LeadSixty | |
|---|---|---|---|---|
| First response time | Minutes to next morning | Minutes during their shift | Seconds, fixed message | Under 60 seconds, conversational |
| Nights and weekends | No | No | Yes, one-way | Yes, two-way |
| Handles Instagram and Facebook DMs | When someone checks | Yes | Rarely | Yes, in the same inbox |
| Asks treatment and timing questions, reads the answers | Yes | Yes | No | Yes |
| Books to the right provider's calendar | Yes | Yes | Link only | Yes, with reminders |
| Follows up for 30 days without being told | Rarely | If managed | Yes, fixed schedule | Yes, adjusts to replies |
| Who builds and maintains it | You | You train and manage | You or a consultant | We do, ongoing |
| Time to live | Now | 4 to 8 weeks to hire and train | Weeks of setup | 14 days |
| Reactivates lapsed patients | When someone has time | If assigned | Possible, manual setup | Included in every install |
Honest note: if you already have a full-time coordinator who answers every DM within minutes, seven days a week, and never drops a rebooking, you are covered on speed and should only consider us for the after-hours and reactivation pieces. The pipeline tools you already use are good at what they do. We are not a replacement for them; we are the layer in front of them that turns a lead into a booked conversation.
Three steps. Fourteen days. Nothing for your team to learn.
Free Where AI Fits call
We map where your inquiries come from, how fast they are answered today, and where they stall. You leave with a written picture of the leak, whether or not you hire us.
We build and install in 14 days
Booking system or CRM connected, texting number registered, DMs routed into one inbox, AI trained on your menu and handoff rules, provider routing configured, 30-day follow-up written, reactivation launched, team walked through it.
We run it, you treat
Every conversation is monitored. We tune scripts, timing and routing every month based on what patients actually say. You get a weekly summary and a calendar full of consults that show up.
What happens in the 14 days
| Days | What we do | What we need from you |
|---|---|---|
| 1 to 2 | Where AI Fits call, access to your booking software, Meta and Google accounts, export of lapsed patients and unredeemed consults | One 30-minute call, logins |
| 3 to 6 | CRM build or connection, DM and lead-form integrations, business texting number and A2P 10DLC registration, provider calendar sync | Business details for carrier registration, treatment menu, provider schedules |
| 7 to 10 | AI intake script, handoff rules, medical and pricing boundaries, routing by treatment and location, 30-day follow-up and no-show sequences. Test conversations with your front desk. | One 45-minute review call, feedback on test threads |
| 11 to 13 | Reactivation campaign across lapsed neurotoxin and filler patients, unredeemed consults and expired memberships | Approve the messages |
| 14 | Go live on all channels. Monitoring on. First weekly summary the following Monday. | Keep the treatment rooms ready |
Carrier registration for business texting usually clears within a few business days but can occasionally take longer. We start it on day 3 and tell you on day 1 if your setup carries that risk.
How do you keep automated messaging compliant for a medical practice?
Three things, all handled during the install.
- Registered business texting. We register your number for A2P 10DLC under your legal business name. That is what makes carriers deliver the messages instead of filtering them, and it is the step most do-it-yourself setups skip, which is the quiet reason their texts "stop working". Once the number is registered it also receives inbound texts, so a new lead who texts you first gets the same 60-second reply and the same qualifying questions. We set that up during the install where your number allows it.
- Consent and opt-out. Your forms carry a one-line text-consent checkbox, and STOP is honored instantly across every sequence. Carrier registration asks how people opt in, so the two go together.
- Scheduling and logistics only. The AI collects name, contact details and treatment interest, books the consult, and does not ask about medical history, promise results, or quote a treatment plan. Clinical conversations stay with your providers.
This is not legal advice. It is what a clean setup looks like, and we build it that way by default.
Who is this for, and who should not buy it?
Good fit: med spas and aesthetic clinics running Meta or Google ads; practices whose Instagram inbox is the primary lead source; multi-provider or multi-location practices that need routing; any practice with a database of a few hundred or a few thousand past patients that nobody is systematically re-contacting when they are due.
Not a fit: a single-injector practice booked out for weeks with no marketing spend and a coordinator who already answers DMs within minutes. The system would work, but the math would not, and we will say so on the Where AI Fits call. Also not a fit if your practice prohibits any automated patient outreach; the follow-up and reactivation layers are the point.
We also build beyond follow-up. Practices that start with speed-to-lead often come back for pre-consult intake reminders, post-treatment check-ins and review requests, membership renewal agents, or a re-treatment scheduler that reaches neurotoxin patients the week they are due. Those are scoped separately once the core system is running.
Questions med spa owners ask before they start
What does an AI lead follow-up system for a med spa actually do?+
Will the AI quote prices for Botox or filler?+
Does the AI give medical advice or answer questions about side effects?+
Can it actually reply to Instagram and Facebook DMs, not just texts?+
Which booking software or CRM does this work with?+
Is this HIPAA compliant?+
How is this different from the reminders and drips in my booking software?+
How long does it take to go live?+
What happens to my lapsed patients and old consults?+
What if a patient wants to talk to a real person right away?+
How much does it cost?+
How do I stop losing Instagram DM leads after hours?+
What is a normal no-show rate for a med spa?+
What is a good consultation-to-treatment conversion rate?+
How do I get lapsed Botox and filler patients to rebook?+
Do missed-call text-back tools work for Instagram too, or just the phone?+
Who is this not a fit for?+
Other businesses we build this for
The same system, with different intake questions and routing, runs for loan officers, insurance agencies, real estate agents and teams, and car dealers and brokers. Dermatology and plastic surgery practices with a cosmetic side use the same setup described on this page.
- Oldroyd, McElheran, Elkington. "The Short Life of Online Sales Leads." Harvard Business Review, March 2011. Audit of 2,241 US companies: 42-hour average response, 37% within one hour, 23% never responded. hbr.org
- Oldroyd, James. "Lead Response Management Study." InsideSales.com / MIT, 2007. Odds of qualifying a lead 21x higher at 5 minutes versus 30 minutes. leadresponsemanagement.org
- American Med Spa Association. "Medical Spa Industry Report." Industry revenue of $17B+, growing $1B+ per year. americanmedspa.org
- American Med Spa Association. "Deal or No Deal: Why Increasing Your Consultation Conversions Is Critical," April 2019. Med spas typically see a 20% to 30% consultation conversion rate. americanmedspa.org
- American Society of Plastic Surgeons. "How long does Botox last?" In general, results last 3 to 4 months. plasticsurgery.org
Page updated September 6, 2026. Every number on this page is either cited above or describes how our own installs work.
Find out how many consults you are losing to the clock
Book a free 30-minute Where AI Fits call. We look at your inquiry channels, your current response times, and your patient list, and show you where the leak is. No pitch if it is not a fit.
Book a Where AI Fits callor tell us in writing
Tell us what you want AI to handle and we come back with a straight answer, usually the same day. If it is not a fit, we say so.