Med Spa Front Desk Automation: Book More Consults Without Hiring
Your front desk can be great and still miss calls. Check-ins, payments, intake forms, room turnover—phones get ignored during the busiest moments. Front desk automation isn't about replacing people. It's about catching leads the moment they come in and routing them back to your team.
Setup takes ~30 minutes. $0 today. Cancel anytime.
Table of Contents
Why the front desk misses calls
Peak hours mean peak chaos: check-ins, payment processing, intake forms, room prep, walk-ins, provider schedule changes, and patients asking questions. The phone rings, but your team is already juggling three things. The call goes to voicemail—and the prospect calls your competitor.
This isn't a front desk problem. It's a volume problem. Learn more about why missed calls cost med spas consults.
What to automate (and what not to)
Automate first response and reminders—don't automate medical advice or pricing quotes. The goal is to catch leads instantly and route them to your team, not replace human judgment.
Do automate
- Instant text-back for missed calls
- Consult form submissions → instant text
- Follow-up reminders if they don't respond
Don't automate
- Medical advice or treatment recommendations
- Specific pricing quotes (let your team handle this)
Missed-call text-back
The moment a call goes unanswered, text them immediately. A simple "Hey! Sorry we missed you—what service are you looking for?" starts the conversation while your front desk handles in-person tasks. Learn more about recovering missed calls.
Consult form → instant text
When someone submits a consult form on your website, don't wait to email them tomorrow. Text them instantly. They're already interested—strike while they're still shopping.
Follow-up + booking link
If they don't reply, follow up once after a day or two. When they're ready, send a booking link right in the text conversation. Your front desk gets notified and stays in control of the final booking. Learn more about the consult booking workflow.
How Aptiva supports your front desk
Aptiva catches leads when your team is busy, then routes conversations back to your front desk.
- 1
Prospect calls during a busy moment
- 2
Call goes unanswered → Aptiva texts them instantly
- 3
Prospect replies → your front desk gets notified
- 4
Front desk sends booking link → consult scheduled
Hi—pricing for laser hair removal?
4:20 PM
Happy to help—what area are you looking at?
4:20 PM
Underarms
4:21 PM
Great. Want to book a quick consult? [link]
4:21 PM
Saving front desk hours and capturing consults that would otherwise be lost can justify a $297/mo system for many med spas.
Common fixes that don't work
"Answer every call"
Impossible during peak hours when your team is handling in-person tasks.
"More staff"
Expensive and still not 24/7—missed calls happen even with more people.
"Call tracking only"
Tracking missed calls doesn't solve the response problem.
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 to support your front desk better?
Setup takes ~30 minutes. We'll show you how it works on your number.