Med Spa Virtual Assistant
Med spas and aesthetic clinics win clients on the first reply and keep them with follow-up. Enquiries come in through Instagram, the website and the phone at all hours; consultations that are not followed up never turn into treatment plans; memberships and packages need tending. The front desk is also checking clients in.
A med spa virtual assistant is a dedicated remote team member who handles the booking, follow-up and admin layer so your front desk can focus on the clients in the room and your providers on treatments.
What your VA takes on
- Enquiries and booking: fast replies to website, phone and social enquiries, booking consultations and treatments by your rules.
- Consultation follow-up: following up consultations with the treatment plan your provider prepared, and re-booking clients who went quiet.
- Intake and forms: sending intake, consent and pre-treatment forms before appointments and checking they are complete.
- Reminders and no-shows: confirmations, reminders, waitlist fills and deposit follow-up per your policy.
- Memberships and packages: renewal reminders, package balance updates and membership admin.
- Reviews and referrals: review requests after visits and replies drafted for approval.
- Marketing admin: scheduling promotions and email or SMS campaigns from your content.
A typical week
- Daily: new enquiries, next-day confirmations, form completion check.
- Monday: follow up last week's consultations.
- Wednesday: membership and package renewals, waitlist fills.
- Thursday: promotion and campaign scheduling.
- Friday: reviews, re-booking list, weekly bookings report.
Tools they work in
- Booking and practice software: Boulevard, Zenoti, Mangomint, Vagaro, AestheticsPro, Aesthetic Record
- Messaging: your business phone, texting tool and social inboxes
- Marketing: your email and SMS platform
The bright line
Your VA gives no medical advice: no treatment recommendations, no answers about side effects, suitability or results. Those questions go to your licensed providers, and pricing comes from your menu. Privacy obligations, including HIPAA where it applies, are discussed and agreed with you before any access is given, and your VA works only inside your systems with the role you assign. If a setup cannot meet your obligations, we will say so.
Signs it is time
- Instagram and website enquiries wait until someone has a free moment.
- Consultations do not convert because nobody follows up.
- No-shows and late cancellations are eating into provider time.
- Your front desk cannot answer the phone and check clients in at once.
Med spa or plastic surgery practice?
A med spa runs on memberships, packages and repeat treatments, so the admin is bookings, rebooking and membership billing. A plastic surgery practice runs on high-value consultations, so the admin is fast enquiry replies, quotes, deposits and pre-op paperwork. Many practices do both. For the surgical side, see our plastic surgery virtual assistant page.
Memberships and packages
Your VA keeps membership billing current, chases failed payments, reminds members of unused credits before they expire and books package sessions in Boulevard, Zenoti, Vagaro, Aesthetic Record or Mindbody.
What it costs
Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.
Most med spas start on Essentials for enquiries and follow-up; multi-provider clinics usually need a full-time Executive plan.
Your first 30 days
- Week one: booking rules, scripts and form workflow.
- Week two: enquiry replies and confirmations.
- Week three: consultation follow-up and re-booking.
- Week four: memberships, reviews and a weekly bookings report.
Related
- Virtual assistant for medical practices
- Chiropractor virtual assistant
- Virtual receptionist
- Social media virtual assistant
- All industries we support
FAQ
Can a med spa VA answer treatment questions? Only logistics and pricing from your menu. Anything clinical goes to your providers.
Do they work in Boulevard, Zenoti or Vagaro? Yes, with the role you assign.
Can they reply to Instagram DMs? Yes, from your scripts and booking rules.
What about patient privacy? Privacy obligations, including HIPAA where it applies, are discussed and agreed with you before any access is given, and your VA works only inside your systems with the role you assign. If a setup cannot meet your obligations, we will say so.
Can they run promotions? They can schedule and send campaigns you approve.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.
Can a med spa VA manage memberships? Yes: billing follow-up, failed payments, unused credit reminders and package bookings in your system.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.