For med spa owners · Front desk and inquiries
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.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Med spa owners and whoever confirms new client appointments.
I run a med spa. A new client just booked their first consultation. I want a welcome message that tells them what to expect, so they arrive on time, with the forms done, and know what the visit is for. What I have: - The appointment, without the client's last name: [APPOINTMENT DETAILS] - How they fill in our intake forms before the visit: [INTAKE FORMS] - What happens at a consultation here, in my words: [WHAT THE CONSULTATION COVERS] - Our cancellation and late arrival policy, word for word: [CANCELLATION POLICY] - Parking, the entrance and anything else people ask about on a first visit: [GETTING HERE] What I want: 1. Write a short welcome message with the day, time, provider and address at the top. 2. Tell them how to fill in the intake forms, using only the path I gave you. 3. Explain in two or three plain sentences what the consultation covers, from my notes. 4. Add the getting-here details and my cancellation policy, word for word. 5. Write a shorter text version for the day before. 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, promise a result or claim anything I did not give you. - Never ask the client to send health details by text or email. Point them to the intake form only. - Leave out anything about a client's health, treatment or history, and give no instructions about medication or skin care before the visit. Give me back: - The welcome message - The day-before text - Anything a first-time client would likely ask that my notes do not answer
When to use it
A first-time client has just booked a consultation and needs to know what happens next, before they show up unsure or with the forms still blank.
When not to
Do not use it to answer whether a treatment is safe for them, what to stop taking before a visit, or anything about their health. Those go to your provider.
What to paste in
- [APPOINTMENT DETAILS]: The day, the time, the provider's first name and the client's first name. Nothing else about the client.
- [INTAKE FORMS]: How the forms reach the client, for example a link from your booking app, and when they need to be done.
- [WHAT THE CONSULTATION COVERS]: Two or three sentences on what happens at a consultation and how long it takes.
- [CANCELLATION POLICY]: Your policy exactly as you already show it to clients.
- [GETTING HERE]: Address, parking, which door, and whether to arrive a little early.
Never paste
- The client's last name, date of birth, phone number or email
- Anything from their intake form, including health history, medications or past treatments
- Photos of the client
A filled-in example
Sample. Fictional business, fictional client.
APPOINTMENT DETAILS: Maya, Thursday October 15 at 4:30 pm, consultation with Dana. INTAKE FORMS: A link comes by email from our booking app right after booking. Please finish it by the night before. WHAT THE CONSULTATION COVERS: Dana talks through your goals, looks at the area you want to treat, and walks you through options and pricing. It takes about 30 minutes, and nobody expects you to book anything that day. CANCELLATION POLICY: Please give us 24 hours notice to cancel or move a consultation. Arriving more than 15 minutes late may mean rescheduling. GETTING HERE: 118 Cherry St, Suite 2. Free lot behind the building, enter by the blue door. Please arrive 10 minutes early.
What you should get back
- A welcome message with the day, time, provider and address up top
- Clear steps to finish the intake form, and no request for health details by message
- Your cancellation policy word for word
- A short day-before text
- Questions a first-time client may still have
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.
Related
- 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.
- Rebook a client who missed their appointment. A same-day note to a client who did not show, offering a new time, in two versions: one applies your no-show fee and one waives it. You choose.
- Answer a client's question about a deposit. A plain reply that explains your deposit policy when a client asks why you hold one or wants it back, with any exception left for you to decide.
More: every prompt for med spas, front desk and inquiries, and AI for med spas.
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