HR Departments

More leads ≠ more revenue if 65% of them are unqualified.

Here’s what happens with most med spa marketing:

• Agency runs Facebook/Instagram ads
• You get 200 leads per month
• 130 of them (65%) are price shoppers, insurance seekers, or Groupon hunters
• Your front desk wastes 20+ hours/week qualifying them
• Your providers waste 15+ hours/week on consultations that don’t convert
• You spend $5K-10K/month on ads but can’t track ROI

Our approach:

• We focus on QUALIFIED leads, not just MORE leads
• Pre-qualification system filters out bad fits BEFORE they waste your time
• You get 120 leads per month, but 85% are qualified (102 qualified vs 70 before)
• Your team spends time on patients who actually book
• Clear ROI tracking: cost per qualified consultation, consultation-to-booking rate, patient lifetime value

Bottom line: Would you rather have 200 leads (70 qualified) or 120 leads (102 qualified)?

Most practices see measurable improvement within 30-60 days. Here’s the typical timeline:

Week 1-2: Setup

• 5-question form installed on website
• Lead scoring system configured
• Routing rules set up
• Team trained on new process

Week 3-4: Initial Results

• ✅ Front desk inquiry time reduced by 30-40%
• ✅ No-show rate starts declining
• ✅ Team reports “better quality” consultations

Month 2-3: Significant Impact

• ✅ No-show rate reduced by 50-70%
• ✅ Consultation-to-booking rate increases 30-45%
• ✅ Average treatment value increases (better-qualified patients)
• ✅ Staff morale improves (less time wasted)

Month 3-6: Full System ROI

• ✅ Predictable flow of qualified consultations
• ✅ Revenue increase: $150K-400K+ (depending on practice size)
• ✅ Team operating more efficiently
• ✅ Premium brand positioning (not competing on price)

Real example: Radiance Med Spa (Dallas) saw $180K additional revenue in the first year with the same consultation capacity.

A: This system works for any cash-pay medical practice where consultations are required before treatment.

✅ Ideal for:

• Med spas (injectables, laser treatments, skincare)
• Cosmetic surgery practices (facial plastic surgery, body contouring)
• Aesthetic practices (non-surgical procedures)
• Hair restoration clinics
• Dermatology practices (cosmetic services)
• Wellness clinics (cash-pay services)
• Dental practices (cosmetic dentistry, implants)

✅ Works best if you:

• Do consultations before treatment (not walk-in)
• Have a no-show or price-shopper problem
• Offer multiple procedures/treatments
• Are cash-pay or have financing options
• Want to attract premium patients (not discount seekers)

❌ Not ideal if:

• You’re insurance-based only (different qualification needs)
• You’re walk-in only (no consultation process)
• You want to compete on lowest price (this attracts premium patients)

Not sure if it’s right for you? Book a 15-minute call and we’ll tell you honestly if we’re a good fit.

A: Our pricing depends on your practice size and which services you need.

Most common engagement:

Setup (One-Time): $3,500-$7,500

• 5-question intake form (custom to your procedures)
• Lead scoring algorithm
• Routing rules configuration
• CRM/booking system integration
• Team training
• Week 1 implementation support

Ongoing (Monthly): $1,500-$3,500/month

• Website hosting & maintenance
• CRM automation management
• Email/SMS sequences (abandoned consultations, patient reactivation)
• Monthly analytics reporting
• Ongoing optimization

Optional Add-Ons:

• Paid advertising management: $2K-5K/month + ad spend
• Website redesign: $8K-25K (one-time)
• Advanced automation (AI chatbot, photo analysis): Custom pricing

Typical ROI:

• Setup investment: $5K
• Monthly investment: $2K
• First 90 days additional revenue: $60K-240K (based on case studies)
• ROI: 6X-24X in first 90 days

Want exact pricing for your practice? Book a call and we’ll give you a custom proposal.

A: No. We integrate with whatever you’re already using.

We work with:

• ✅ AestheticRecord
• ✅ Nextech
• ✅ PatientNow
• ✅ DermEngine
• ✅ SimplePractice
• ✅ Acuity Scheduling
• ✅ Calendly
• ✅ Square Appointments
• ✅ Any custom or proprietary system

What we integrate:

• Lead capture forms → Your CRM
• Lead scoring → CRM tags/fields
• Routing rules → Staff notifications
• Email sequences → Your email platform
• SMS reminders → Your SMS system

Don’t have a CRM? We can recommend one based on your practice size and needs (and help you set it up).

A: We often work alongside existing agencies. Here’s how:

Scenario 1: You have a general marketing agency

• They handle: Social media, content, ads
• We handle: Lead qualification, CRM automation, website optimization
• Result: They drive traffic, we make sure it converts efficiently

Scenario 2: You have an in-house marketing person

• They handle: Strategy, creative, social media
• We handle: Technical implementation, automation, analytics
• Result: They focus on marketing, we handle the tech stack

Scenario 3: Your current agency isn’t delivering results

• We audit what’s working/not working
• We either supplement their work OR replace them
• Result: You get both strategy AND execution that drives ROI

The difference: Most agencies focus on generating leads. We focus on qualifying leads so your team doesn’t waste time.

A: Most practices are fully operational within 2-3 weeks.

Week 1: Discovery & Setup

• Kickoff call (1 hour)
• We audit your current process
• You answer questionnaire about procedures, ideal patients, budget ranges
• We customize the 5-question form
• We configure lead scoring algorithm

Week 2: Build & Integration

• We build intake form
• We integrate with your CRM/booking system
• We set up routing rules
• We create email templates
• We test everything

Week 3: Training & Launch

• We train your team (1-hour session)
• We go live
• We monitor first 50 leads
• We adjust scoring/routing based on real data

Week 4: Optimization

• We review first month results
• We refine lead scoring thresholds
• We optimize messaging based on feedback
• System is fully dialed in

Timeline can be faster if: You’re responsive, your team is available, your tech stack is simple

Timeline may be longer if: Multiple integrations, custom requirements, compliance reviews needed

A: This is the RIGHT question to ask. Here’s the truth:

You might get fewer TOTAL leads. But you’ll get MORE QUALIFIED leads.

Example (Real Practice – Radiance Med Spa):

BEFORE:

• 200 leads per month
• 130 qualified (65%)
• Front desk: 22 hours/week on inquiries
• Consultation-to-booking: 28%
• 36 bookings per month

AFTER:

• 120 leads per month (40% fewer total leads)
• 102 qualified (85%)
• Front desk: 8 hours/week on inquiries
• Consultation-to-booking: 52%
• 53 bookings per month (47% MORE bookings with fewer leads)

What changed:

• ✅ Price shoppers self-selected out (didn’t fill out form)
• ✅ High-intent patients loved the professional intake process
• ✅ Less time wasted = more time for actual patient care
• ✅ Higher conversion rate = more revenue

The goal isn’t MORE leads. It’s MORE REVENUE with LESS WASTED TIME.

If your only metric is “number of leads,” this isn’t the right system for you.

If your metric is “revenue per hour of team time,” this is exactly what you need.

A: Yes. We build all systems with HIPAA compliance in mind.

What we do:

• ✅ Encrypted form submissions (SSL/TLS)
• ✅ Secure data storage
• ✅ Business Associate Agreement (BAA) provided
• ✅ Access controls and audit logs
• ✅ HIPAA-compliant CRM integrations
• ✅ No PHI stored unnecessarily
• ✅ Patient consent forms included

What we DON’T do:

• ❌ Store PHI on unsecured servers
• ❌ Use non-compliant third-party tools
• ❌ Send patient data via unencrypted email
• ❌ Share data with unauthorized parties

Note: The 5-question intake form asks about procedure interest, timeline, and budget—NOT protected health information. Medical history and detailed health questions happen AFTER someone qualifies (during consultation scheduling).

Want to review our security practices? We’re happy to walk through our compliance protocols on a call.

A: Yes. Start with the Quick-Start Guide (free).

Option 1: DIY Implementation (Free)

• Download the Quick-Start Guide
• Use our 5-question template
• Implement lead scoring yourself
• Set up basic routing rules
• Cost: $0 (just your time)
• Best for: Practices with in-house marketing/tech resources

Option 2: Pilot Program ($2,500 one-time)

• We build basic intake form
• We configure lead scoring
• We set up simple routing
• 30-day trial period
• If it works: Apply $2,500 toward full implementation
• If it doesn’t: Part ways, no hard feelings
• Best for: Practices that want to test before full commitment

Option 3: Full Implementation ($5K-7.5K setup + $1.5K-3.5K/month)

• Complete system build
• Full CRM integration
• Ongoing optimization
• Best for: Practices ready to scale now

Not sure which option is right? Book a 15-minute call and we’ll recommend the best path based on your situation.

A: This is common. Here’s how we handle it:

Common objections we hear:

“Our front desk likes talking to patients”

• Response: They still talk to patients—just the QUALIFIED ones. Less time on “How much is Botox?” calls = more time on high-intent consultations.

“We don’t want to seem too corporate/impersonal”

• Response: The form is professional, not robotic. High-end patients expect a professional intake process. Discount seekers complain about forms—premium patients appreciate them.

“What if we lose patients by adding friction?”

• Response: You lose PRICE SHOPPERS (good). You attract SERIOUS PATIENTS (great). Radiance Med Spa saw 40% fewer total leads but 47% MORE bookings.

“This seems complicated”

• Response: We train your team (1 hour). The system runs automatically. Less work for them, not more.

How we handle change management:

1. We explain the “why” (show the cost of unqualified leads)
2. We show real results from other practices
3. We train the team (not just management)
4. We monitor first 30 days and adjust based on feedback
5. We celebrate wins (fewer no-shows, better patients, less stress)

Bottom line: Your team will love this system within 30 days—once they see they’re spending time on patients who actually book.

A: We don’t guarantee specific revenue numbers (too many variables). But we DO guarantee measurable improvement—or we keep working until you see it.

What we guarantee:

✅ Setup guarantee: System will be fully operational within 3 weeks (or we refund setup fee)

✅ Integration guarantee: System will integrate with your CRM/booking system (or we refund setup fee)

✅ Training guarantee: Your team will understand how to use the system (or we provide additional training at no charge)

✅ Support guarantee: We respond to issues within 24 hours (or we credit your monthly fee)

What we DON’T guarantee:

❌ “You’ll get 100 more patients per month” (depends on traffic, seasonality, market)

❌ “You’ll increase revenue by $500K” (depends on your close rate, pricing, services)

❌ “Your no-show rate will drop to 0%” (even qualified patients occasionally no-show)

What we CAN predict based on 20+ med spa implementations:

• No-show rate will decrease 40-70%
• Consultation-to-booking rate will increase 30-60%
• Front desk inquiry time will decrease 50-70%
• Team will report higher satisfaction within 60 days

Our philosophy: If the system isn’t working after 90 days, we either fix it or part ways. We’ve never had a practice where the system failed when properly implemented.

Want to see our track record? Read our case studies or talk to our current clients (we’ll make intros).

A: Depends on whether you want to DIY or have us implement it.

Path 1: DIY Implementation

1. Read the Quick-Start Guide (15 pages)
2. Customize the 5 questions for your procedures
3. Build the form on your website (or use Typeform, Google Forms, etc.)
4. Set up lead scoring in a spreadsheet
5. Create routing rules for your team
6. Test with 50-100 leads
7. Adjust based on results

Timeline: 2-4 weeks (depends on your tech skills)
Cost: $0 (just your time)
Best for: Practices with in-house resources

Path 2: Done-For-You Implementation

1. Book a 15-minute strategy call
2. We audit your current process
3. We give you custom proposal (pricing, timeline, scope)
4. You approve, we start
5. System live in 2-3 weeks
6. We monitor and optimize for 90 days

Timeline: 2-3 weeks to launch
Cost: $5K-7.5K setup + $1.5K-3.5K/month
Best for: Practices that want it done right, done fast

Path 3: Pilot Program (Test Before Committing)

1. Book a call
2. We build basic version ($2,500 one-time)
3. You test for 30 days
4. If it works, apply $2,500 toward full system
5. If it doesn’t, part ways

Timeline: 1 week to build, 30 days to test
Cost: $2,500 (applied to full system if you proceed)
Best for: Practices that want proof before full commitment

A: Book a call. We’ll tell you honestly if we can help.

Unique situations we’ve handled:

✅ Multi-location practices (5+ locations)
✅ Franchise med spas (need to replicate across locations)
✅ Practices with multiple specialties (plastic surgery + med spa + wellness)
✅ High-volume practices (500+ consultations per month)
✅ New practices (just opened, building systems from scratch)
✅ Practices transitioning from insurance to cash-pay

Situations where we’re NOT a good fit:

❌ Practices that only want more leads (not better leads)
❌ Practices that compete primarily on price (this attracts premium patients)
❌ Practices with no consultation process (walk-in only)
❌ Practices that aren’t willing to filter out bad leads

Not sure if we can help? Book a 15-minute call. We’ll tell you straight up if we’re a good fit—or refer you to someone who can help if we’re not.

Book Your Free 15-Minute Call