For med spa owners · The owner's desk

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.

By Aaron Byrne, KeenHand

The prompt

Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Med spa owners who want the week's numbers in front of them.

I run a med spa. I go by feel on two numbers that shape my week: how many consultations turn into booked treatment, and how many provider hours sit empty. I want a short weekly read of my own numbers, in plain words, so I can see the pattern and decide what to do.

What I have:
- This week's consultations: held, booked treatment, still thinking, did not show: [CONSULTATION COUNTS]
- Each provider's booked and open hours this week, first names only: [PROVIDER HOURS]
- The same numbers from the last few weeks, if I have them: [EARLIER WEEKS]
- Anything unusual this week, like a provider out or a holiday: [THIS WEEK NOTES]

What I want:
1. Tell me how many consultations booked treatment out of how many were held, and how that compares with earlier weeks.
2. Show each provider's open hours and when they fell, if I gave you that.
3. Point out the two or three things that changed most, and say plainly when the numbers are too small to mean much.
4. Give me three questions to decide this week, such as which open hours to offer my waitlist or which consultations to follow up.

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.
- Do not invent numbers, fill gaps or call one week a trend.
- Do not judge any provider's skill from these counts. Show the numbers and let me read them.
- Leave out anything about a client's health, treatment or history. Counts only, no client names.

Give me back:
- A summary I can read in two minutes
- A small table of the counts, by provider
- Three decisions for me, with no answer chosen

When to use it

Once a week, when you want to know how many consultations turned into booked treatment and where each provider's book had gaps, without building a spreadsheet.

When not to

Do not use it to judge any provider's clinical work, or to settle pay, prices or staffing from the numbers alone. It shows a pattern; the decisions are yours.

What to paste in

[CONSULTATION COUNTS]: How many consultations were held, booked a treatment, are still thinking, or did not show. By provider if you have it.
[PROVIDER HOURS]: For each provider, by first name: hours booked and hours open this week, and when the open hours fell if you know.
[EARLIER WEEKS]: The same counts from the last few weeks, or the word none.
[THIS WEEK NOTES]: A line on anything that made this week unusual.

Never paste

Client names or any list of who came in
What treatments clients booked, or anything about their health
Provider pay

A filled-in example

Sample. Fictional business, fictional client.

CONSULTATION COUNTS: Held 14, booked treatment 6, still thinking 5, did not show 3. Dana: 8 held, 4 booked. Priya: 6 held, 2 booked.
PROVIDER HOURS: Dana 26 booked, 6 open, mostly Tuesday mornings. Priya 18 booked, 14 open, mostly Thursday and Friday afternoons.
EARLIER WEEKS: Last week held 11, booked 6. The week before held 12, booked 7.
THIS WEEK NOTES: Priya was out Monday. School break started Friday.

What you should get back

A two-minute summary of consultations and empty provider hours
A small table by provider, with your numbers and nothing invented
A plain note when the numbers are too small to read much into
Three decisions for you, with no answer chosen

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.

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.
Offer a provider's open slot to your waitlist. A short message that offers a provider's last-minute opening to the right people on your waitlist, first reply first, with no treatment named.
Let a member know a payment did not go through. A kind notice to a member or package client whose payment failed, with how to update the card and nothing decided about credits or a pause.

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

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