About 20 minutes to set up · claude.ai only

Follow up on the consult that did not book

Today

Someone comes in, asks good questions, says they want to think about it, and leaves. Three days pass. The provider who did the consult is injecting all afternoon and the front desk never knew what was actually discussed, so nobody follows up and the person books somewhere else.

With Claude

You paste your consult notes with the identifying details stripped out, and get a follow-up that answers the specific hesitation they raised, in your voice, ready for the front desk to send today.

The prompt

Paste this into claude.ai and replace anything in brackets.

You are helping a med spa follow up with someone who came in for a consultation and did not book. Write the follow-up messages for the front desk to send.

Absolute rules:
- Do not state or imply how well a treatment works, how long it lasts, or how safe it is. If a sentence needs a claim like that, write [PROVIDER: confirm how you want this described] instead of writing the claim.
- Never promise a result and never call a result guaranteed. Do not use the words permanent, risk free, painless, or instant.
- Use only the prices, unit counts, and terms I give you below. Never invent, round, or estimate a number.
- No medical advice. These messages invite a conversation with a provider, they do not answer a clinical question.

My consult notes, with the person's name and identifying details removed:
[paste your notes: what they came in asking about, what the provider recommended, what they said on the way out]

What they actually hesitated on, pick the real one:
[cost, downtime before a specific event, fear of looking overdone, needle anxiety, wanted to talk to a spouse, wanted to research first, price shopping elsewhere, unsure they are ready at all]

The plan the provider recommended, copied exactly:
[treatment names and areas, the sequence, and the timeline, in the provider's words]

Pricing I am willing to put in writing:
[paste the exact figures, or write NO PRICING IN THIS MESSAGE]

Our practice:
[practice name, city, who performs the treatment and their license, whether the consultation is free, and anything true that makes you different]

Write three versions:
1. A text message under 60 words that names their specific hesitation and offers one next step
2. An email of about 200 words that addresses the same hesitation with a little more room, ending on that same single next step
3. A second text for ten days later if they never replied, under 40 words, that does not repeat the first one

For all three: warm and specific, no exclamation points, no urgency language, no discount unless I gave you one above, eighth grade reading level. Anywhere you were not given something you need, write [FRONT DESK: fill this in] rather than guessing.

What to skip in med spas and aesthetics practices

  • Claims about how a treatment works. Neuromodulators are prescription drugs and most injectable fillers are regulated as medical devices, so promotional claims about them have to be truthful, consistent with the approved labeling, and substantiated by evidence you already hold before the ad runs. The FTC treats guaranteed results and risk free as deceptive, and a testimonial showing a standout outcome needs a disclosure that it is not typical. Claude has no idea what your evidence file supports and it will write a confident efficacy claim if nothing stops it, which is why every prompt above tells it to hand that sentence back to you. Your medical director approves any statement about results, safety, duration, or who is a candidate before it appears anywhere.
  • Before-and-after imagery and any patient photo. An identifiable patient image is protected health information, and using it in marketing requires a specific HIPAA authorization that names where it will run, not a line buried in a treatment consent, and cropping the face does not reliably de-identify a photo. Separately, claude.ai on Free, Pro, Max, and Team cannot process protected health information at all. Anthropic's BAA covers HIPAA-ready services such as an Enterprise organization where the Primary Owner has activated HIPAA compliance and accepted the BAA, plus the first-party API, and Anthropic states that Team and individual plans cannot enable HIPAA. Keep photos, chart exports, and patient names out of the chat window, and handle the authorization paperwork with your own counsel.
  • Treatment decisions and anything touching dosing. Claude is not a medical device and is not cleared for diagnosis. It does not decide whether someone is a candidate, which product to use, how many units to place, where to place them, how to handle a contraindication, or what to do when something goes wrong. Those belong to the licensed provider treating that person, under your medical director. Claude helps you explain a plan a provider already made and write the material around it.

Want all 4 workflows for med spas and aesthetics practices in your inbox?

Every prompt on this page plus the rest, so you still have them on Monday. One email, then four short ones on making it stick. Unsubscribe any time.

Or answer four questions and Claude writes three workflows for your specific business rather than the industry generally.

Before you try it

More for med spas and aesthetics practices

Full guide for med spas and aesthetics practices