Consultation requests, booking and rebooking, evening and weekend inquiries: what an AI receptionist does for a med spa, and why pricing, deposits and clinical questions stay with your team.
An AI receptionist answers a med spa's phone right away, including evenings and weekends when many people first reach out. It answers the questions you approve, such as hours, location and which services you offer, and captures each caller's name, number and what they are interested in, so your team can follow up from one dashboard. Pricing details, deposits, policies and anything clinical stay with your staff.
Med spa calls often start with curiosity. Someone has been thinking about a treatment for weeks, finally has a free moment after work, and calls to ask a few questions. If that call goes to voicemail, the moment passes. They may try another spa, or they may not call anyone at all. Meanwhile, your front desk is checking in clients, answering the person at the counter, and trying to return yesterday's messages.
An AI receptionist is a practical way to make sure those calls are answered and turned into a clear follow-up list. This guide covers the calls a med spa gets, what an AI receptionist should handle, what should always stay with your staff, and how Catchsera works with the phone number you already have.
Catchsera's receptionist answers in a warm, natural voice with your spa's name. It tells callers at the start that it is a virtual assistant and that the call may be recorded. Then it handles the routine parts of the call:
Med spa conversations often touch on money, policies and health. Those parts belong to people.
Callers sometimes describe what they hope to change or how they feel after a treatment, and ask for an opinion. Catchsera's receptionist is restricted from giving medical recommendations, diagnoses or medication guidance. It will not say whether a treatment is a good fit, comment on a reaction, or suggest what someone should do. It takes the caller's details, flags the call for your team if it sounds urgent, and can transfer it to the number you choose. If a caller describes something that sounds like an emergency, the receptionist tells them to call 911.
A med spa's phone is also its front door for new business, so what happens after the call matters as much as the call itself. Every call appears on a live dashboard with:
Your team is notified when each call ends, and can reply by text from the dashboard once a caller has agreed to receive texts. Instead of a pile of voicemails on Monday morning, your staff start the week with a list of weekend inquiries, each one ready for a callback.
You don't need a new number, a new phone company or any new equipment. Calls forward to Catchsera from your existing line. You can forward after a few rings so your front desk answers first, only after hours and on weekends, or all the time. If you want to stop, you turn forwarding off, and if there is ever a technical problem on our side, calls roll back to your main line. Our guide to keeping your number with call forwarding lists the questions to ask your phone company.
Catchsera also answers in English and continues in Spanish whenever the caller does. Read more about bilingual call handling.
Med spa callers often share health information, such as conditions, medications or past treatments, even when they are only asking a question. Catchsera is built with HIPAA safeguards and signs a BAA with every practice, covering calls, recordings, transcripts, summaries and messages. The platform runs on Microsoft Azure, recordings and transcripts are encrypted, sign-in uses two-factor authentication, access is limited by role, and actions are recorded in an audit trail.
The receptionist does not ask for sensitive details such as a date of birth over the phone. Those go on a secure form link instead. For more on recordings and consent, see HIPAA, call recording and consent.
Every plan includes every feature, starting at $129 per month, with a free trial and no contract. Script updates, such as a new service or new hours, are included and usually handled the same day you ask.
Only in the way you choose. A common approach is to have the receptionist explain that pricing is discussed during a consultation and offer a follow-up from the team. Specific quotes, packages and promotions are handled by your staff.
No. Deposits, payments and cancellation policies are handled by your staff. The receptionist captures the caller's request so your team can follow up.
It captures consultation and booking requests, including the caller's details and what they are interested in, and adds them to your team's follow-up list. Your staff confirm the time in your own scheduling system.
They are answered, and each one appears on your dashboard with a summary, a transcript and the caller's details, so your team can follow up when they are back.
No. The receptionist does not give medical recommendations. Questions about suitability, results or how someone feels after a treatment go to your licensed providers.
We build a receptionist for your med spa and let you call it before it goes live. Free trial, no contract.
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