For med spa owners · Front desk and inquiries
Write the replies that go out after close
A small set of after-hours replies in your words for openings, prices and changes, with your urgent line copied exactly and no medical advice.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Med spa owners setting up what the inbox or phone says after close.
I run a med spa. Messages land after we close: can I get in Thursday, what does a first visit cost, can I move my appointment. They sit until morning. I want a short set of after-hours replies in my words that I approve once. What I have: - Our hours and when someone reads messages again: [OUR HOURS] - The questions that come in most after close: [COMMON QUESTIONS] - What we tell a client who has an urgent question after a treatment, word for word: [URGENT WORDING] - How I sound with clients: [MY TONE] What I want: 1. Write one short reply for each common question that says we got it, when a person will answer, and the one next step they can take now. 2. Write one general reply for anything that does not fit, in the same tone. 3. Put my urgent wording at the end of every reply, exactly as I wrote it. 4. Tell me which questions should never get an automatic answer and should wait for a person. 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 an opening or claim anything I did not give you. - Copy my urgent wording exactly. Do not add, soften or change any medical guidance. - Leave out anything about a client's health, treatment or history. Give me back: - One reply per common question, plus the general one - The questions you think should wait for a person, and why
When to use it
Messages keep landing after close and wait until morning with no answer, and you want approved wording for the questions that come in most.
When not to
Do not use it to answer a client who reports a reaction, pain or any change after a treatment. That goes to your provider at once, by the route you already have.
What to paste in
- [OUR HOURS]: Your open hours and the time someone first reads messages the next open day.
- [COMMON QUESTIONS]: The three to five questions you see most after close, in the client's words if you have them.
- [URGENT WORDING]: The exact line your provider approved for urgent questions after a treatment, such as who to call. Do not write a new one here.
- [MY TONE]: Three or four words for how you sound, or a reply you have sent before that you liked.
Never paste
- Real client messages with names or numbers in them
- Anything about a client's health, treatment or a reaction they reported
- Staff home or personal phone numbers
A filled-in example
Sample. Fictional business, fictional client.
OUR HOURS: Tuesday to Saturday, 10 to 6. Messages are read from 9:30 the next open day. COMMON QUESTIONS: Do you have anything this week? What does a first visit cost? Can I move my appointment? Do you do laser hair removal? URGENT WORDING: If you have an urgent concern after a treatment with us, call our after-hours provider line at 616-555-0142. If it is an emergency, call 911. MY TONE: Warm, short, reassuring.
What you should get back
- A short reply for each common question that says when a person will answer
- Your urgent wording on every reply, word for word
- No prices and no promised openings
- A list of questions that should always wait for a person
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.
- Build a front desk answer sheet. One page the front desk keeps open: answers to routine questions from your own policies, and a clear line for what goes to the provider or to you.
- 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, front desk and inquiries, and AI for med spas.
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