An AI receptionist for med spas: consults, deposits and the questions it must not answer

A med spa's AI receptionist books consultations and treatments against your providers' calendars, answers prices and prep instructions from the list you approve, and collects the deposit that protects the slot. It does not answer whether a treatment is right for someone. Suitability, contraindications and anything about medication stay with your provider.

Where the phone gets lost at a med spa

Most med spa enquiries are not phone calls. They are Instagram DMs at 10pm asking "how much for lip filler", web form fills from a paid ad, and texts asking to move Thursday's appointment. Each has a short window: the person asking about filler is asking three spas in the same session. The one that answers first and books the consult usually wins, and a front desk cannot be first at 10pm.

Booking with a deposit

Consult no-shows are the expensive part of the business. The AI books the consultation, explains the deposit policy in your words, and sends the payment link. Nothing is confirmed until the deposit clears, and the slot is released automatically if it does not. Rescheduling happens by text without anyone on your team touching it.

Pricing questions

Price questions are the majority of first messages, and answering them wrongly is worse than not answering. Load starting prices per treatment, per unit or per syringe, and package and membership prices, and let the AI answer from that list only. Where the price depends on assessment, the honest answer is "starting from, confirmed at your consultation", and that is what it says.

The line it does not cross

Anyone can ask "would filler work for me" or "can I get Botox while breastfeeding". The AI does not answer these, not even reassuringly. It captures the question, tells the client a provider will follow up, and creates the task. The same applies to anything about medication, allergies, pregnancy, previous reactions, or promised results. Load your escalation wording so the handoff sounds like your clinic.

Instagram DMs in the same inbox

When Instagram is connected, DMs land in the same shared inbox as texts and web chat, the AI answers from the same knowledge, and your team sees the whole thread with the client's record. A client who DMs on Monday and texts on Wednesday is one person, not two conversations.

Reminders with prep instructions

A reminder that says "see you Thursday" reduces no-shows. A reminder that also says "no blood thinners or alcohol for 24 hours, arrive without makeup" reduces the appointments that have to be rescheduled on arrival. Attach the prep instructions per treatment and the AI includes the right ones.

Frequently asked questions

Can it quote a per-unit price for Botox?

From the price list you approve, yes, and it says when the total depends on the treatment plan. It will not invent a number.

Can it handle Instagram DMs and web chat?

Yes, once those channels are connected. Every channel uses the same approved knowledge and lands in one inbox.

What happens when a client asks a medical question?

The question goes to a provider with the client's details, the client is told who will follow up, and the AI does not offer an opinion in the meantime.

What Frontiva does here

The med spa page shows the workflows. In Frontiva clients book on your public booking page, where your deposit policy is shown before they book (charging it needs Stripe, which is not connected yet), and SMS reminders go out 24 hours and 2 hours before to clients who agreed. Instagram DMs are received and answered in the same inbox once an account is connected, which is waiting on Meta's app review.

For the wider picture of what one of these does, see what is an AI receptionist.