One AI system for independent med spas
We build for owners running one to five locations, not private-equity backed groups. The system answers the calls your front desk misses, follows up every new lead in under 90 seconds, and reactivates patients who have gone quiet. It runs on the phone and scheduling setup you already have.
Three ways revenue leaks out of a med spa
None of it is dramatic. It is a Tuesday afternoon, and it repeats.
Calls nobody answers
The phone rings while your coordinator walks a patient out and explains aftercare. It rings again at 12:40, while the front desk eats at the back. It rings at 7:15 in the evening, with the lights off.
A caller who is ready to book does not wait for a callback. They open the map and ring the next practice. Not because they are angry. They want a time, and someone else answers.
The desk is not failing. One person cannot be in a treatment room, at the till and on the phone at once. The gap has a shape you already know.
Leads that go cold before anyone replies
A form comes in at 8:50 on a Friday. The reply goes out Monday morning. By then the person has spoken to two other practices, and the conversation starts from behind.
Nobody mishandled it. Someone had to be at the desk, and the enquiry sat in an inbox.
The first minutes decide the rest. A person enquiring about injectables is usually comparing two or three practices in one sitting, and the first reply sets the tone.
Patients who never come back
Your software holds a list of people who have not been in for eight, twelve, eighteen months. It is the cheapest growth you have. Nobody has time to open it.
That list is worth opening. AmSpa reports that 73% of med spa patients are repeat patients.
American Med Spa Association (AmSpa), 2024 Medical Spa State of the Industry Report.
None of these three is a people problem. They are timing problems, each with a shape you can hand to software.
Three parts, one system
One build, connected to the phone and scheduling setup you already run. Answering, following up and reactivating are one job, so they share one set of rules.
Voice intake for missed calls
A call that goes unanswered is a booking you never see. The voice agent picks up and answers the questions callers ask. It takes down the details your front desk needs and sends a short summary of every call.
Follow-up in under 90 seconds
New leads from forms, ads and calls get a reply in under 90 seconds. The system keeps working the lead until someone answers or asks to stop. Your front desk stops chasing cold lists.
Patient reactivation
Past patients drift away when nobody reaches out. The system works through your existing patient list and starts a conversation. You decide which treatments and offers it may mention.
Where the system stops
The handoff rules are set before go-live.
- It does not give clinical advice. Nothing about products, doses or aftercare.
- It does not diagnose or say what a caller needs.
- It does not touch the chart. No clinical notes, no record changes.
- It does not quote a firm price for a treatment plan. A range you approve, or nothing.
- It does not pretend to be a person. It says it is an AI assistant in its first sentence.
- It does not replace the front desk. Your coordinator reads the room, and software does not.
When a caller asks for a person, describes a symptom or a reaction, or asks something your practice has not answered before, the agent hands the call over. If nobody is free, it takes a message with a real callback number and flags the call for review.
Plainly: AlphaSync is a vendor to the practice. We sell software and configuration. We do not provide medical care, and we do not give clinical direction to you or to your patients.
Who this is for
Independent owners and small chains. If that is you, every section here is written for your setup.
- You own and run one to five locations, and you answer to yourself. One location is the normal case here, not a smaller version of something else.
- Your front desk cannot pick up every call during treatment hours.
- Leads arrive from ads, search and referrals, and some sit untouched.
- You have a patient list you have never had time to work.
- You want to watch the system working before you commit to anything.
- Private-equity backed groups with a central call centre and an in-house team.
- Large corporate chains with their own technology staff.
- Vendors selling into med spas: practice software, device reps, marketing agencies, lead sellers.
- Anyone who wants software to make clinical decisions.
- Owners who want a tool that runs itself with no input from the team.
Plainly
We sell one system to independent med spa owners, and a single location is in scope. We do not sell ads and we take no cut of your bookings. If you are outside that group, we say so on the first call.
How an engagement runs
It starts with a scoping workshop. We walk your calls, follow-up and patient list, then write down what gets built. You sign that scope before work starts. Kickoff happens within ten business days of signature.
Plan on two to four weeks to go live. That covers the build and the checks below.
- Discovery and the call script. Your hours, treatments, booking rules and the questions to ask, in your words.
- Calendar and call routing. Built against the phone and scheduling systems you already run. We connect, we do not replace.
- Test calls with your own staff. Your front desk rings the agent, hears real scenarios and says what sounds wrong.
- Go-live and a week of live monitoring. We watch the first real calls and sends, then review them with you.
At handover you get a written runbook and a recorded walkthrough, so a new hire can be trained from it.
Three things hold the timeline: access to your phone, scheduling and patient-record systems, one decision-maker who can approve scope, and one named person who learns the runbook. The build stalls without them.
After that, the monthly fee keeps the system running. We monitor for failed calls and broken connections, fix what vendor updates break, tune scripts and wording, and staff a support channel with a named human. The first term is 90 days, then it runs month to month, cancellable with 30 days of notice.
How we prove it
You may be looking for logos, testimonials or case studies. There are none on this page, because there are none yet. We have no published client list, and we are not going to invent one.
The system is live, and that is the proof on offer. On the growth session the voice agent takes a real call from you, not a recording of one. Ask it for a firm price on a treatment plan and watch it decline. Ask for a human and watch it hand over. Then read the transcript it produced.
Forty-five minutes, no charge, and you leave with a written plan either way.
What it costs
Implementation from $10,000, one time. That is build work: the scoping workshop, the voice script, the follow-up path, the reactivation campaign, the test calls, the runbook and the recorded walkthrough.
Then $3,000 per month, starting when the system goes live rather than at signature. It covers running the system and keeping it working as your practice changes. No per-minute billing and no share of your revenue.
Third-party software is in neither number. You own those accounts and you pay those vendors directly.
Questions owners ask before they buy
Who owns the patient data?
The practice does. Your data stays yours and it is exportable in a form you can move. The system built for you belongs to the practice, as do the third-party accounts it runs on. Retention is set with you during implementation.
What happens when the voice agent cannot resolve a caller's request?
It stops guessing and takes a message with a real callback number. The caller is told plainly that a person from the practice calls back. Those calls are flagged, and we read the transcripts with you.
What if a patient asks to speak to a person?
The agent hands the call over the moment it is asked. If nobody is free, it takes a message and says when to expect the callback. A good handoff is not a failure. It keeps the other calls safe to handle.
What does my team do each week?
Set the rules, read the summaries, and keep doing the work that needs a person. We run the system: monitoring, maintenance, tuning and support from a named human. One person on your side learns the runbook, usually the owner or practice manager.
Will callers know it is AI?
Yes. The agent says it is an AI assistant in its first sentence, and it never claims to be a member of your team. Most callers care about one thing: getting an answer and a booked time.
Do we need to change our phone number or scheduling system?
No. Your existing number keeps working, and calls route to the agent with a forwarding rule. Point only the overflow at it, or all after-hours traffic. We build against the calendar you already run and do not ask you to move your diary. We claim no packaged connection to a named platform, because none has shipped yet.
Recording, retention and data handling are set out in the privacy policy.
Where to go next
Three pages go deeper. Each is written for the person who runs the practice.
- AI receptionist for med spas — what the voice agent does on a call, the questions it asks, and the rules that keep it off clinical ground.
- Speed to lead — the follow-up sequence minute by minute, from the first text to the last message on day seven.
- Patient reactivation — how the list gets segmented, what the messages say, and how a patient opts out.
Rather see it first? The growth session runs forty-five minutes and the voice agent takes a live call from you.