Turn Your MedSpa into a 24/7 Booking & Marketing Machine — HIPAA Compliant & Fully Automated
All-in-one digital office: Appointments, payments, reviews, AI calls, social media & more — built just for MedSpas.
Tired of Juggling 5+ Apps to Run Your MedSpa?
Managing bookings, reminders, no-shows, and follow-ups shouldn’t take up your entire day — or require a full-time admin.
Here’s what most MedSpa owners struggle with:
🛑 No-show clients and manual reschedules
🛑 Disconnected tools that don’t talk to each other
🛑 Lost revenue from missed follow-ups
🛑 Non-compliant systems risking HIPAA violations
That’s exactly why we created the Digital Office in a Box – MedSpa Edition.
Everything You Need to Automate, Scale & Stay HIPAA-Compliant — All in One Place
No more duct-taping tools. This is a plug-and-play solution made for MedSpas, by growth experts.
Feature Stack
🧠 Smart Operations:
Calendar with Rooms, Equipment, & Services
Pay-to-Book Feature with Auto-Cancel & Rebook
AI-Connected VoIP Line with Custom Voice
📢 Marketing & Retention Engine:
Automated Review Requests after Services
Promotional Campaigns to Bring Clients Back
Built-in Social Planner for Meta, TikTok, LinkedIn, YouTube
💳 Payments & Compliance:
Integrated Payment Processor
HIPAA-Compliant Snapshot & Secure Data Handling
Optional WhatsApp Add-on for $39/month
🤖 Branded Turn-Key Option (Limited):
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Fully Branded Setup Powered by ChatBotFarm.ai
Specific to Your Industry, Not Just Generic Automation
AI-Powered Lead Capture – Eliminate Missed Opportunities
AI powered workflows capture inquiries from calls, chats, and social media in real time.
AI-Powered Consent Management – Faster Bookings
Automate e-signatures and payment requests to speed up the appointment booking process
AI Chatbots for MedSpa– Boost Client Confidence
Respond to client inquiries in real time 24/7 over the phone, text or social channels
AI Workflow Automation – Stay Organized
Manage leads, appointments, and transactions from one central platform.
Reduce support costs and boost customer satisfaction with AI excellence.
Core Workflows at a Glance
1. Lead Capture & Qualification
Purpose: Convert inbound inquiries (web forms, calls, and chats) into qualified leads and prioritize follow-up for events, bookings, or production projects.
Key Steps:
- Automated Chat & Call Handling: Handle inquiries from clients professionally 24/7.
- Quick Questionnaires: Qualify clients with tailored questions on treatment type
- Priority Tagging for Hot Leads: Tag high-value inquiries like VIP events or urgent bookings for immediate follow-up.
2. AI Voice Assistant & Call Routing
AI answers calls, flags urgent inquiries, and routes them to the right person. Reduces support costs while maintaining high customer satisfaction.
3. Appointment Scheduling & Follow-Up
Purpose: Simplify service bookings while automating reminders and follow-ups.
Key Steps:
- Online Booking: Allow clients, vendors, or performers to schedule time slots for consultations and sales calls
- Automatic Reminders: Send SMS/email reminders for upcoming appointments, reducing no-shows and rescheduling headaches.
- Personalized Follow-Ups: After bookings, automate thank-you messages and provide next-step instructions tailored to the client or performer.
5. Contract & Payment Reminders
Purpose: Streamline consent forms workflows, digital signatures, and payment collections for smoother transactions.
Key Steps:
- Payment Reminders: Automate reminders for pending deposits or final payments to keep cash flow on track.
- Secure E-Signatures: Simplify contract signing with digital options, ensuring clients can sign and return documents with ease.
- CRM Updates: Automatically update client records to reflect paid or overdue invoices, enabling better financial oversight.
6. Post-Sale Nurturing & Referral
Purpose: Strengthen client relationships through personalized follow-ups, collect reviews, and encourage referrals.
Key Steps:
- “Thank You” Messages: Send personalized gratitude emails or texts after bookings, making clients feel valued.
- Feedback Forms & Incentives: Request reviews or feedback and offer referral discounts to encourage word-of-mouth.
- Social Proof Prompts: Encourage satisfied clients to leave Google or social media reviews to attract future bookings.
7. Marketing Funnel Workflow & Analytics
Purpose: Manage the journey from initial inquiry to booking, while tracking and optimizing lead sources (social media, event directories, or Google Ads) to improve ROI.
Key Steps:
- Automated Funnel Stages: Guide leads through a structured funnel (e.g., Inquiry → Quote Sent → Booking Confirmed → Payment Processed).
- Source-Based Tagging & Tracking: Identify the most effective marketing channels (e.g., Instagram campaigns or YouTube ads) for lead generation.
- Dynamic Analytics: Evaluate funnel performance to refine marketing strategies and maximize conversions.
Customize Your Tech Stack
Channel Integrations
Streamline your communication and engagement channels by connecting them directly to your CRM. Manage all inquiries, bookings, and updates in one place for maximum efficiency.
1. Phone Lines & SMS
Integrate dedicated phone lines and SMS channels to handle all inbound and outbound communications seamlessly, ensuring quick responses to clients and service providers.
MedSpa Industry Application:
- Manage inquiries directly through a centralized platform.
- Use SMS to send event reminders, confirmations, or quick updates to performers and clients.
2. WhatsApp
Offer customers and partners a convenient, globally recognized chat platform with automated follow-ups and quick replies to maintain engagement.
MedSpa Industry Application:
- Enable clients to connect through WhatsApp for seamless communication.
- Use automated follow-ups to confirm procidure details, answer FAQs, or manage last-minute changes.
3. Telegram
Leverage secure, fast messaging with Telegram for group chats, client updates, and automated bot interactions tailored to MedSpa workflows.
4. Facebook & Instagram
Brief Description:
Sync leads, direct messages, and comments from your social media platforms directly into your CRM to ensure unified follow-ups.Entertainment Industry Application:
How It All Fits Together
By customizing your tech stack, you ensure that no communication channel is left behind. From traditional phone lines to modern social platforms, integrate everything into a single system that supports the fast-paced nature of the entertainment industry.
A.I. Basic
AI Powered CRM + HIPAA Complianceusage and data rates apply
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HIPAA Compialnt
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VOICE A.I.
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REPUTATION A.I.
NO CONTRACTS CANCEL ANYTIME
A.I. Advanced
always on & workingusage and data rates apply
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EVERYTHING IN THE A.I. BASIC PLAN
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API ACCESS - INTEGRATE WITH ANYTHING
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WHATSAPP INTEGRATION
NO CONTRACTS CANCEL ANYTIME
Digital Office In The Box
always on & workingwith unlimited AI usage
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Choose Domain Name
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Select Vanity Number
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unlimited Tech Support