AI FOR MED SPAS · DONE FOR YOU BY ASTRA AI Your med spa never misses another inquiry.
Astra AI designs, installs and runs a team of 20 AI agents built for medical spas. They answer inquiries, book visits, send reminders, bring patients back and keep the paperwork moving. They work inside the booking and charting software you already use. Your nurse and provider make every clinical call.
Here is where the money slips out of a med spa.
- Missed calls and slow replies. A new inquiry that waits is a booking that goes to the next clinic.
- No-shows and empty chairs. Reminders and deposits depend on a person remembering to send them.
- No rebooking. A patient leaves happy and nobody asks them back at the right time for the next treatment.
- No reactivation. Old clients, expiring memberships and unused package balances sit in the software untouched.
- Admin that eats your best people. Charts, consent forms, photo permissions, inventory counts, review requests and posting all land on the same few people.
One visit averages $527 at the typical med spa, and 73% of patients are repeat patients (AmSpa, 2024 report). The money is in the follow-up, and follow-up is the first thing to slip when the day gets busy.
Why we built it like a team
We build software that gives AI a memory. That is what MIND is.
A med spa is a business of many small touches. An inquiry, a consult, a treatment, an aftercare note, a reminder, a rebooking. One AI tool trying to do all of that has no clear owner for any of it. A real team has roles, and they all work from one file on every patient.
So we design it like a team. Twenty roles. A clear owner for each task. One shared memory, so the agent that books the visit and the agent that checks in the next day know the same things.
Each role gets its own account and its own permissions, set up on purpose. Giving every agent the keys to everything is how you get a mess. Patient information only goes into tools covered by a signed business associate agreement with your clinic.
None of the agents does clinical work. They never diagnose, never pick a treatment and never set a dose. They prepare, remind and draft, and your nurse or provider decides. We build it, we run it, and we keep it running.
Meet your AI team
Get New Clients
- Speed-to-Lead Agent: Answers every new web form, Instagram or Facebook lead ad inquiry in minutes with a friendly, approved reply and a booking link. Works in: Meta Lead Ads, Instagram DMs, Google Business Profile, Boulevard, Zenoti, Mangomint, Aesthetic Record. You approve: The reply scripts, once. Anything outside the script goes to your front desk.
- Missed-Call Text-Back Agent: Texts back someone whose call went unanswered and asks how it can help. Works in: Your business phone system, Boulevard, Zenoti, Mangomint (texting). You approve: The wording, once. It only texts people who called you. No marketing texts without written consent.
- Local Search Agent: Keeps your Google Business Profile and listings right, drafts weekly posts and answers common profile questions. Works in: Google Business Profile, your website. You approve: Any post that names a treatment or makes a claim goes to you or your medical director first.
- Social Content Agent: Drafts a month of captions, stories and reel scripts from your approved treatment list and photo library. Works in: Instagram, Facebook, TikTok, Canva, your photo library. You approve: Every post, before it publishes. A claims check runs first. Before-and-after photos are used only with a signed photo authorization on file.
- Lead Source Reporting Agent: Shows which channel brought which booked, paid client, so ad dollars follow results. Works in: Meta Ads, Google Ads, Boulevard, Zenoti, Mangomint. You approve: You approve any budget change it suggests.
Win the Booking
- Inquiry Qualifier Agent: Asks what the person wants and what they have had before, then routes them to the right consult or treatment. Works in: Boulevard, Zenoti, Mangomint, Aesthetic Record, MIND. You approve: Any medical question, pregnancy, medication or health history flag goes to your nurse or provider. It never advises.
- Booking Agent: Finds a time, books the consult or treatment, takes the deposit and confirms. Works in: Boulevard, Zenoti, Mangomint, Stripe, Square. You approve: You set the booking rules, the deposit rules and which services need a consult first.
- Consult Prep Agent: Sends the intake and consent forms, collects the answers and puts a one-page summary in front of the provider before the visit. Works in: Aesthetic Record, Nextech, Boulevard forms, MIND. You approve: Your provider reads the summary and decides. The agent never marks anyone cleared.
- Package & Quote Agent: Builds a written treatment-plan quote and a membership or package offer from your price list after the provider recommends it. Works in: Boulevard, Zenoti, Mangomint, Stripe. You approve: Your provider recommends the treatments and you set the prices. The agent only formats and sends.
Serve and Keep Clients
- Reminder & No-Show Agent: Sends reminders, handles reschedules and fills a cancelled slot from the waitlist. Works in: Boulevard, Zenoti, Mangomint. You approve: The reminder wording and the cancellation policy it quotes.
- Aftercare Agent: Sends your clinic’s written aftercare instructions and checks in the next day. Works in: Aesthetic Record, Nextech, Boulevard, MIND. You approve: Any reply that mentions pain, swelling, vision change, fever or "something is wrong" goes to your nurse or provider at once. The agent does not triage.
- Rebooking Agent: Invites a client back near the time your provider’s own plan says the next visit is due. Works in: Boulevard, Zenoti, Mangomint, MIND. You approve: Your provider sets the interval for each treatment. The agent never picks one.
- Membership & Package Agent: Watches balances and expiry dates and reminds clients before they lose value. Works in: Boulevard, Zenoti, Mangomint, Stripe. You approve: You approve any extension or exception.
- Reactivation Agent: Reaches out to lapsed clients with a personal, relevant note. Works in: Boulevard, Zenoti, Mangomint, MIND, your email platform. You approve: Only clients who agreed to marketing messages. You approve each campaign.
- Review & Referral Agent: Asks happy clients for a review and a referral, and flags unhappy ones to you first. Works in: Google Business Profile, Instagram, Boulevard. You approve: It never offers a reward for a positive rating. You reply to negative reviews and the agent drafts.
Back Office and Owner
- Front Desk Inbox Agent: Sorts email and DMs into "answer now," "send to provider" and "no action," and drafts the replies. Works in: Gmail, Outlook, Instagram DMs, Boulevard. You approve: Your staff send anything that involves health information.
- Inventory & Reorder Agent: Tracks product counts, expiry dates and lot numbers entered by your staff, and drafts reorder lists. Works in: Boulevard, Zenoti, supplier portals, spreadsheets. You approve: You or your medical director place every order. The agent never orders prescription products.
- Chart & Consent Audit Agent: Finds charts missing a signed consent, a photo authorization or a supervising-provider note, and lists them for your nurse. Works in: Aesthetic Record, Nextech, Boulevard. You approve: A licensed staff member fixes the chart. The agent never edits clinical notes.
- Books & Reporting Agent: Pulls daily sales, tips and refunds, codes them for the books and preps payroll inputs. Works in: QuickBooks, Gusto, Stripe, Square, Boulevard, Zenoti. You approve: Your bookkeeper or you approve. The agent does not move money.
- Owner Brief Agent: Sends a one-page morning summary: yesterday’s revenue, schedule gaps, open inquiries, charts to fix and reviews to answer. Works in: MIND and the tools above. You approve: Read-only. Nothing to approve.
How the agents work together
- Missed call to booked consult: Missed call → Missed-Call Text-Back Agent → Inquiry Qualifier Agent → Booking Agent → Calendar and deposit → Consult Prep Agent → Your provider gets a one-page summary
- New lead from an ad: Meta lead ad → Speed-to-Lead Agent → Inquiry Qualifier Agent → Booking Agent → Lead Source Reporting Agent logs the channel → Owner Brief Agent shows cost per booked client next week
- Treatment to next treatment: Visit completed → Aftercare Agent (a red flag goes to your nurse right away) → Rebooking Agent, at your provider’s interval → Booking Agent → Reminder & No-Show Agent → Repeat
- Unhappy client caught early: Aftercare check-in reply is negative → Review & Referral Agent holds the review request → Flag to you → You call → Only if it is resolved, the review request goes out
- Chart gap closed: Chart & Consent Audit Agent finds a missing photo authorization → Social Content Agent blocks that photo from the content calendar → Your nurse fixes the chart → The photo becomes available
A day with your team
- 7:00 am Owner Brief Agent sends yesterday’s revenue, today’s gaps and the charts to fix.
- 8:00 am Chart & Consent Audit Agent has the list of charts missing signatures ready for your nurse.
- 9:00 am Reminder & No-Show Agent confirms the day. A cancellation is filled from the waitlist.
- 11:30 am A call goes unanswered while you treat. Missed-Call Text-Back Agent texts back and Booking Agent holds a slot.
- 1:00 pm Aftercare Agent checks in on yesterday’s patients. One mentions swelling and your nurse is alerted at once.
- 3:00 pm Review & Referral Agent asks three happy clients for a review.
- 5:30 pm Rebooking Agent invites clients who are due back, at the interval your provider set.
- 7:00 pm An Instagram lead comes in. Speed-to-Lead Agent replies and books a consult.
- 9:00 pm Books & Reporting Agent closes the day’s sales. Everything is logged to MIND.
Works with what you use
Boulevard, Zenoti, Mangomint, Aesthetic Record, Nextech, Pabau, QuickBooks, Gusto, Stripe, Square, Google Business Profile, Instagram, Facebook, Gmail, Outlook. Runs on the AI you already use: Grok Bot, Muse, Dots, Hermes, OpenClaw or Claude.
We connect to your systems at setup. How deep each tool connects is scoped on your call.
Built for med spa rules
- Patient information: it only goes into tools covered by a signed business associate agreement with your clinic. Where a tool has none, that agent works without patient information. We list every tool and its status at setup.
- Marketing permission: the Social Content, Reactivation and Review & Referral agents only use clients who signed marketing permission. Booking and intake never require it to get care.
- Photos: before-and-after photos are used only with a signed photo authorization on file, and the Chart & Consent Audit Agent checks for it.
- Texts: marketing texts need prior written consent. The agents only text people who contacted you or who opted in in writing, honor STOP and log it.
- Health claims: the agents write only from your approved treatment descriptions. No invented results, no guarantees, no "permanent" language. Claims go to you or your medical director before posting.
- Reviews: the Review & Referral Agent asks every client the same way, never pays or rewards for a positive review and never writes a review for anyone.
- Prescription products: the agents never discuss dosing and never offer a product without a provider visit. The Inventory & Reorder Agent never orders prescription product.
- State rules: medical director, who may inject and ownership rules vary by state. Your counsel gives us your state’s rules and we write them into your scope document.
- Email: every marketing email carries a real sender, a physical address and a working unsubscribe.
- Web tracking: we do not add ad pixels to booking or intake pages, and we flag any existing pixel on those pages for your counsel.
- Licensed people decide: the agents schedule, draft, remind and sort. Your nurse or provider handles every clinical call.
- This is not legal advice. Your counsel makes the final call on your rules.
What it is worth, and what it costs
- Front Desk Team ($5,023.06/mo): Answers, books and reminds around the clock. Receptionists $18.27/hr x 173 hrs x 100% = $3,160.71. Customer service representatives $21.53/hr x 173 hrs x 50% = $1,862.35.
- Marketing Team ($6,474.53/mo): Keeps your name in front of local buyers and shows what paid off. Market research analysts and marketing specialists $37.87/hr x 173 hrs x 50% = $3,275.76. Writers and authors $36.98/hr x 173 hrs x 50% = $3,198.77.
- Client Care and Retention Team ($3,909.81/mo): Brings clients back and keeps their value from expiring. Medical assistants $21.97/hr x 173 hrs x 50% = $1,900.41. Secretaries and administrative assistants $23.23/hr x 173 hrs x 50% = $2,009.40.
- Back Office Team ($4,234.18/mo): Finds the gaps before an auditor or an unhappy client does. Bookkeeping, accounting and auditing clerks $24.36/hr x 173 hrs x 50% = $2,107.14. Medical records specialists $24.59/hr x 173 hrs x 50% = $2,127.04.
- Managed Operations ($587.64/mo): We watch the team, fix what drifts, update prompts when your prices or rules change, and review the logs with you. Management analysts $48.97/hr x 12 hrs = $587.64.
- Industry Architecture and Agent Design ($1,958.80 one-time): Choosing the roles, the handoffs and the approval points for your office. Management analysts, 40 hrs x $48.97.
- Integration and MIND Memory Build ($5,155.20 one-time): Connecting your software, phone, calendar, forms and email, and loading your contacts and history into MIND. Software developers, 60 hrs x $64.44 = $3,866.40, plus 20 hrs x $64.44 = $1,288.80 for the memory load.
- Prompt and Routine Library ($1,738.40 one-time): The scripts, message sets and daily routines every agent runs. Technical writers, 40 hrs x $43.46.
- Compliance Guardrail Build ($931.44 one-time): Claim filters, consent checks, opt-out handling and clinical red-flag escalation rules. Not legal advice. Compliance officers, 24 hrs x $38.81.
Total value: $30,013.06. $2,500/month · AI running costs billed at cost · cancel any time
Value is what it would cost to hire the closest roles at national median pay (U.S. Bureau of Labor Statistics, May 2025), at the share of a full-time role the agents cover. One-time lines and the managed operations hours use the same wages as a low stand-in for consultant time. It is not a promise of results.
Start now: secure checkout by Stripe
Who it is for
- Owners of a med spa or aesthetic clinic who already have booking software and a steady flow of inquiries.
- Owners whose follow-up slips when the day gets busy.
- Owners ready to name a medical director or provider who will approve the scripts.
Who it is not for
- Anyone who wants AI to give medical advice, set doses or make clinical decisions. It will not.
- Anyone who wants a promised result or revenue number. We do not promise one.
- A clinic with no booking software and no plan to use one.
Frequently asked questions
How do med spas use AI?
Most med spas and aesthetic clinics start with one AI tool, like a chatbot or a writing assistant. The bigger gain comes from a team: 20 agents that each own one job, such as answering inquiries, booking, rebooking and following up after treatments. They share one memory in MIND, so nothing restarts from zero. Astra AI designs that team for your office, installs it on the AI you already use and runs it every month. A licensed person on your team approves anything clinical.
What does the AI cost to run?
Our fee is $2,500 a month to design, install and run your team. What the AI itself costs to run is billed separately, at cost. It depends on your volume. We estimate it with you before you start.
Do I have to switch software?
No. The team works in the software you already use, such as Boulevard, Zenoti, Mangomint or Aesthetic Record. We confirm how it connects for your plan at setup.
How does this fit HIPAA?
The team is designed around HIPAA rules. Patient information only goes into tools covered by a signed business associate agreement with your clinic, and marketing only reaches people who gave written permission. Your counsel signs off on the setup.
Will the AI give medical advice?
No. It never diagnoses, picks a treatment or sets a dose. Any health question goes to your nurse or provider.
Will it text my clients without permission?
No. It texts people who contacted you, and people who agreed in writing to marketing. Every STOP is honored.
Which AI do you use?
We work with any AI agent you already use: Grok Bot, Muse, Dots, Hermes, OpenClaw and Claude. We pick the setup that fits your team and run it for you.
What happens to my client information?
Every agent shares one memory, MIND, so the Aftercare Agent knows what the Booking Agent said. Each agent gets its own login and permissions, set up on purpose at install. We describe what we do and do not promise a security outcome.
Can I cancel?
Yes. It is a month-to-month fee and you can cancel any time. We do not offer guarantees, free pilots or refunds, and we do not promise results.
See your AI team.
Enter your email and pick a time. We will show you which of the 20 agents your med spa needs first.
$2,500 a month management fee. What the AI itself costs to run is billed separately.