Med spa inquiry replies drafted from your own policies
A new inquiry rarely arrives at a good moment. A DM asks what something costs while you are with a client. An email asks about Saturday. A text asks whether you can do better on the price. Whoever is at the desk answers fast and from memory, and each answer comes out a little different.
These kits give your team a steady way to draft those replies. Each one works from what your clinic has decided, in your words. You copy the personalized prompt into your own AI tool, read what comes back, and send only what you approve.
The questions these kits cover
The set follows the conversations a front desk has every week: how much something costs, a first question about a service, an invitation to a consultation, a follow-up when someone goes quiet, and when the next opening is. It also covers the harder ones, such as explaining your cancellation policy, handling a discount request, describing gift cards and replying to a public review.
One more kit acknowledges a concern and routes it to a licensed member of your team. It gives no medical advice, and your licensed clinician needs to approve the wording before anyone uses it.
How a reply gets built
For most kits, you summarize the question instead of pasting the message. Leave out names, contact details, visit dates and anything about health or treatment. Then choose the channel: DM, email, text or a phone script. Last, add the policy the reply is allowed to use.
You usually get a main reply, a shorter one and a variant for another channel. The channel changes the shape of the draft, since a DM and a phone script need different things. The substance stays yours.
Write your policies down first
The kits work best with four short notes on file: how you share pricing, your position on discounts, your cancellation policy as it appears on your intake form, and what a consultation includes. If one of these only exists in someone's head, writing it down is the most useful thing you can do this week. It will help your team even on days nobody opens a kit.
What stays out of a reply
A front desk reply is no place for clinical detail, a promise, or a number nobody approved. The kits keep prices, availability and policies as things you enter, so a missing detail gets flagged for you to fill in.
Before following up by text or any new channel, check that you have permission to use it. Ask your own advisor what that means for your clinic. If you mark permission as unclear in the follow-up kit, it tells you not to send.
