Med Spa Consult Booking System: Book More Consults Without Hiring
Most med spas don't have a lead problem—they have a booking problem. Prospects call once, submit a consult request, and disappear if they don't get a fast reply. This page breaks down a simple consult booking system that turns missed calls and web leads into scheduled consults with instant text-back, follow-up, and a booking link.
Setup takes ~30 minutes. $0 today. Cancel anytime.
Table of Contents
What a "consult booking system" really means
A consult booking system isn't fancy software or a complex CRM. It's three simple pieces working together: instant response, follow-up, and scheduling. When a prospect calls or submits a form, they get a reply within seconds. If they don't respond, you follow up. When they're ready, booking takes one click.
The goal isn't to automate everything—it's to catch leads the moment they come in and turn them into booked consults before they call your competitor.
Where consults get lost (calls + forms)
Consults disappear in two places: missed calls at peak hours and web form submissions that get answered hours or days later. When your front desk is handling check-ins and payments, calls roll to voicemail. When prospects fill out a consult form, they expect a quick response—not an email tomorrow.
Both scenarios have the same problem: prospects are shopping, and slow replies mean they book elsewhere. Learn more about why missed calls cost med spas consults.
The 3 pieces that increase bookings fast
1) Respond in seconds
When a prospect calls or submits a form, text them immediately. Not in an hour. Not tomorrow. Within seconds. The first med spa to respond often wins the consult.
2) Follow up if they don't reply
Not everyone replies to the first message. A simple follow-up a day or two later can recover leads that would otherwise disappear. Learn more about recovering missed calls.
3) Make booking frictionless
When a prospect is ready, don't make them wait for a call-back or navigate a complex booking flow. Send a booking link they can click right now.
Instant text-back for missed calls
The moment a call goes unanswered, send a text. This isn't about replacing your front desk—it's about catching leads when they slip through. A simple "Hey! Sorry we missed you—what service are you looking for?" can turn a missed call into a conversation. Learn more about how to recover missed calls.
Follow-up that doesn't feel spammy
Good follow-up is helpful, not pushy. If someone doesn't reply to your first text, wait a day or two and check in once. "Just wanted to make sure you got my message—still interested in a consult?" If they still don't reply, stop. Respectful persistence wins; spam loses.
Booking links that actually convert
When a prospect is ready to book, make it easy. Send a booking link in the text conversation. They can click it, pick a time, and confirm—all without leaving the conversation. The fewer steps, the more bookings.
How Aptiva works for consult booking
Aptiva combines instant response, follow-up, and booking links into one simple system designed for med spas.
- 1
Prospect calls your med spa or submits a consult form
- 2
If you miss it, Aptiva texts them in ~5 seconds
- 3
If they don't respond, Aptiva follows up politely
- 4
When they're ready, you send a booking link
- 5
Consult gets booked and you get notified
Hi—do you have openings for filler consults?
3:45 PM
Yes—what day works best for a consult?
3:45 PM
Friday afternoon
3:46 PM
Perfect. Here's the link to book: [link]
3:46 PM
Recovering even one consult per month can justify a $297/mo system for many med spas.
Common fixes that don't work
"We call back later"
By the time you call back, they've often booked elsewhere.
"We use voicemail"
Most prospects don't leave voicemails, and those who do rarely convert.
"We'll add a chatbot"
Generic chatbots don't solve missed calls and often frustrate prospects.
"We'll hire another person"
Expensive and still not 24/7—missed calls happen even with more staff.
Pricing
Do nothing
Keep missing consult calls and chasing leads later.
- Leads go cold fast
- Voicemail gets ignored
- You lose consults you could've booked
Aptiva System
Website + instant response for consults—done for you.
- Free med spa website
- Missed-call instant text-back
- Consult form-to-text reply
- Follow-ups + booking link
- Hosting + maintenance
We will issue a new number specifically for Aptiva (instant) or you can port your own (with correct documentation, takes 3-4 weeks).
Traditional agency
+ $500/mo support
- Weeks of back-and-forth
- Change requests + delays
- Automations usually cost extra
If one consult is worth $300+, this pays for itself fast.
Most med spas break even with 1 recovered consult/month.
FAQ
Want more consults booked this week?
Setup takes ~30 minutes. We'll show you how it works on your number.