Health & Wellness
Med-Spa & Aesthetic Clinic Suite
Convert enquiries into booked consults, turn one-off visits into memberships, and let before/afters sell the next treatment.
An operating system for med-spas and aesthetic clinics that closes the three biggest revenue gaps: leads that never make it to a consult, consult no-shows, and one-off clients who never rebook. It works the existing client base first: reactivating lapsed patients, presenting treatment packages at the right moment, and following post-treatment care to drive results that generate reviews. Financing follow-up captures revenue that falls through after a consult, while the membership engine shifts clients from transactional to recurring. Before/after social proof is harvested automatically, so every successful outcome compounds into new enquiries.
A starting configuration to test against the business's actual evidence and operator constraints.
Illustrative failure hypotheses
Questions for the audit to verify
Enquiries that never convert to a booked consult: leads going cold in hours
Consult no-shows leaving practitioner time empty with no backfill
Financing not followed up after consults, killing high-value treatment acceptance
One-off clients who attend once and quietly lapse: no rebooking, no package
Post-treatment care gaps driving poor results, poor reviews, and no referrals
Before/after results sitting unused: no social proof to close new enquiries
Proposed starting point
A pilot hypothesis to review
Designed role · approval required
Consult Booker
Responds to every new enquiry within minutes and books a specific consult slot before the lead goes cold.
The audit must validate the evidence, permissions, review boundary, and stop condition before this role enters a pilot scope.
Designed playbook
Proposed work streams and roles
These are configuration ideas to test during an audit. They are not autonomous workers or evidence of a live deployment.
Forma Core
Runs under every suite. The shared operating spine: front desk, follow-up, reputation, owner reporting, cash, and content.
Designed role descriptions ↓Close ↑
Front Desk
Captures and triages every inbound (email, web form, missed call, DM), then replies, classifies, and routes it to the right place.
Follow-Up Engine
Runs persistent, polite multi-touch follow-up on every quote, no-show, and stalled enquiry until it converts or is cleanly closed.
Reputation Engine
Asks happy customers for reviews at the right moment, drafts replies to every review, and routes negative feedback to a human first.
Owner's Digest
Compiles the weekly (and on-demand) operating picture into a plain-English brief: what happened, what's at risk, what needs a decision.
Money Flow
Issues and chases invoices, tracks AR aging, and reconciles payments so nothing slips and cash comes in faster.
Content Engine
Turns the brand kit into a steady cadence of social, email, and blog content, ready for one-click approval.
Lead-to-Consult
Capture every enquiry instantly and get a specific consult booked before the lead cools.
Designed role descriptions ↓Close ↑
Consult Booker
Responds to every new enquiry within minutes and books a specific consult slot before the lead goes cold.
Consult Guard
Reduces consult no-shows through a structured reminder sequence and backfills gaps from a cancellation waitlist.
Consult & Conversion
Present treatment plans and financing at the right moment to lift case acceptance.
Designed role descriptions ↓Close ↑
Treatment Plan Presenter
Turns a post-consult treatment plan into a clear, personalised summary with before/after references and financing options to lift acceptance.
Financing Follow-up
Follows up with clients who were shown financing options but haven't committed, to recover high-value treatment bookings.
Treatment & Aftercare
Guide clients through post-treatment care to maximise results, safety, and reviews.
Designed role descriptions ↓Close ↑
Aftercare Sequencer
Delivers a personalised post-treatment care sequence to maximise results, reduce adverse events, and prompt a review at the right moment.
Retention & Membership
Turn one-off visits into packages, memberships, and long-term scheduled care.
Designed role descriptions ↓Close ↑
Membership & Rebooking Engine
Converts one-off clients into package holders or members by presenting the right offer at the right moment and keeping them on a scheduled cadence.
Lapsed Client Reactivation
Identifies clients who have gone quiet and brings them back with a personalised, relevant reason to return.
Reputation & Social Proof
Harvest before/after results and reviews to close new enquiries through social evidence.
Designed role descriptions ↓Close ↑
Before/After Social Engine
Systematically collects, organises, and repurposes before/after results into social proof that converts new enquiries.
Measurement design
Candidate measures to baseline
These labels do not claim a result. The audit must define the source, window, method, baseline, and owner before a metric can support a pilot decision.
Enquiry-to-consult conversion rate
Percentage of inbound leads that result in a booked consult, the first and most leaky step in the revenue funnel.
Consult no-show rate
Confirmed consults that don't attend; reduced by Consult Guard reminders and instant waitlist backfill.
Post-consult booking rate
Consults that convert to a paid treatment booking, including those closed via financing follow-up.
Membership & package attach rate
Share of clients on a recurring membership or multi-session package rather than single visits.
Before/after assets collected per month
Volume of approved, consent-cleared result photos entering the social proof library each month.
Connector boundary
Availability is scoped per controlled pilot
Connector names in the internal playbook are planning inputs, not a public integration promise. Current code-live readers are bounded and require account-specific verification before use.
See the commerce pilot boundaries →Audit first
Validate the playbook against your operation.
Pricing, scope, data access, review boundaries, and success measures are agreed in writing before any paid work.
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