For med spa owners · The owner's desk

Follow up consultations that did not book

A warm follow-up for each of last week's consultations that did not book, written so no message names the treatment or pushes for a yes.

By Aaron Byrne, KeenHand

The prompt

Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Med spa owners and providers who run consultations.

I run a med spa. Every week some consultations end with 'let me think about it', and most of those people never hear from us again. I want a kind follow-up for each one that keeps the door open without pressure, and I want to see them all at once.

What I have:
- Last week's consultations that did not book, one line per person, with no treatment named: [OPEN CONSULTATIONS]
- How they book or send the provider a question: [NEXT STEP]
- Any offer I already run for booking after a consultation, word for word, or none: [CONSULTATION OFFER]
- How I sound with clients: [MY TONE]

What I want:
1. Write one short message per person that thanks them for coming in, names their provider by first name, and gives the next step.
2. Match each message to where they left it: still deciding, checking their calendar, or wanting to ask more.
3. If they had more questions, invite them to send those to the provider, and do not try to answer them.
4. Flag anyone who sounds like they need a call from me instead of a message.

Rules:
- Write a draft for me to read. Do not send anything.
- Use only what I gave you. If something is missing, ask me instead of guessing.
- Never quote a price, invent an offer, promise an opening or claim anything I did not give you.
- Leave out anything about a client's health, treatment or history. Do not name the treatment, the area or the plan we talked through.
- No pressure lines, no deadlines and no claims about results.

Give me back:
- One message per person, ready for me to edit
- The people who should get a call from me, and why

When to use it

Once a week, when you look at the consultations that ended with 'let me think about it' and want each person to hear from you before they ask somewhere else.

When not to

Do not use it to answer a clinical question they asked after the consultation, to offer a discount you have not decided on, or to chase someone who said no. Those go to you or the provider.

What to paste in

[OPEN CONSULTATIONS]: One line per person: first name, the provider's first name, the day, and where they left it in a few words. No treatment, no health details.
[NEXT STEP]: How they book or send the provider a question: a link, a call, or a reply.
[CONSULTATION OFFER]: An offer you already run for booking after a consultation, word for word, or the word none.
[MY TONE]: Three or four words for how you sound, or a reply you have sent before that you liked.

Never paste

Last names, phone numbers or emails
The treatment plan, areas discussed, photos or anything from the consultation notes
Anything about their health, medications or past treatments

A filled-in example

Sample. Fictional business, fictional client.

OPEN CONSULTATIONS: Maya, Dana, Tuesday, wanted to check her calendar. Chris, Priya, Wednesday, still deciding. Lena, Dana, Friday, had more questions for Dana.
NEXT STEP: Reply to this text with a day that works, or book in our booking app. Questions go to the provider through the desk.
CONSULTATION OFFER: none
MY TONE: Warm, patient, never salesy.

What you should get back

One short message per person, matched to where they left it
No treatment, plan or result named, and no pressure or deadline
Questions handed to the provider, not answered
A short list of who should get a call from you instead

What stays with you

The prompt writes a draft. You decide what happens to it, and nothing should reach a client until you have read it. Decisions about money stay with a person every time, and so do health questions and complaints. When KeenHand builds a routine like this, every message carries the same four decisions: Automate, Approve, Revise, Reject.

Spot empty provider hours and stalled consults. A short weekly read of your own counts: how many consultations booked treatment, where provider hours sat empty, and the calls left for you.
Answer a treatment price question. A reply to a price question that explains how you price the treatment and books a consultation, without quoting a number before the provider sees them.
Prepare a new client for their consultation. A welcome message for a newly booked consultation: when and where, how to do the intake forms, what the visit covers and your cancellation line.

More: every prompt for med spas, the owner's desk, and AI for med spas.

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