Lead intake and consult follow-up
Med spa workflow audit for lead intake, consult follow-up, and rebooking
Turn DMs, website forms, calls, consult notes, treatment interests, quote questions, financing context, and rebooking reminders into a clean follow-up workflow.
From CAD 6,500 · fixed before we start · 10 business days · 6 deliverables
How the sprint works →Built by Duncan Anderson, an AI engineer and data scientist who builds practical automation around real operating workflows.
What usually breaks
Where med spas and aesthetic clinics lose time or revenue
The first audit is deliberately narrow. We identify the repeatable workflow, the owner, the inputs, the status points, and the places where a small automation would actually survive daily use.
- DMs and website leads do not enter the same follow-up queue.
- Consult no-shows, undecided prospects, and treatment-plan follow-ups are not worked consistently.
- Staff rewrite the same answers about pricing, downtime, preparation, and next steps.
- Rebooking prompts are generic instead of tied to treatment cadence.
Readiness Sprint
A fixed first step before any larger automation build
Before anyone builds, we map one costly workflow end to end, decide what AI should draft and what people must approve, and write the pilot brief. You keep every document whether or not we build together.
- From CAD 6,500, fixed before we start
- 10 business days
- 50% to start, 50% at readout
- English or French
Six things you keep
Workflow map
Current state end to end: steps, handoffs, systems, volumes and where time goes.
Intake and status schema
The fields and states a system would read and write, agreed with the people who do the work.
Exception taxonomy and decision rights
What goes wrong, how often, and who is allowed to decide each case.
Review-first prototype spec
Exactly what AI drafts, what a person approves, and what is never automated.
Pilot and measurement brief
Scope, baseline, success metric, stop conditions and a fixed-fee build quote.
Executive readout
Findings and a clear build / don't-build recommendation, with one round of revisions.
Offer path
Revenue Follow-Up Workflow
A visible queue for open opportunities, next follow-up owner, customer context, and review-first follow-up drafts.
First build could be
A small workflow your team can review
Unified inquiry queue for DMs, forms, calls, and booking requests.
Not this
Clear scope boundary
This improves inquiry and consult follow-up; it is not medical advice or treatment recommendation.
Workflow map
The audit follows the real work, not a generic AI checklist
The audit focuses on operational follow-up and admin consistency, not medical advice.
Lead source, treatment interest, urgency, consult status, booking source, and staff owner.
Consult notes, recommendation, quote/treatment plan, objections, financing questions, and next recommended touch.
Rebooking cadence by treatment type and patient status.
Compliance-aware messaging rules with human review.
Automation candidates
Likely first builds
The right first build is usually small, specific, and close to revenue or deadline pressure.
Unified inquiry queue for DMs, forms, calls, and booking requests.
Consult follow-up drafts based on treatment interest and staff notes.
Rebooking reminders tied to treatment cadence and patient history.
Lead aging report for inquiries that have not booked a consult.
Audit output
What you get back
The goal is a decision-ready plan: what to automate first, what to keep manual, and what data or tool connection is needed.
- A lead-to-consult-to-rebooking workflow map.
- A follow-up segmentation plan by treatment interest and status.
- A message approval workflow that keeps staff in control.
- A first automation candidate for inquiry triage or consult follow-up.
Request a fit review
Send the workflow that is costing time, deals, or deadline confidence
Specifics help. Include the tools involved, how the work arrives, who owns it, where status gets lost, and what would count as a useful win.
What happens next
I review every workflow personally and usually reply within two business days. If there is a fit, the next paid step is the AI Readiness Sprint.
From CAD 6,500 · fixed before we start · 10 business days · 6 deliverables
How the sprint works →Other workflow audits
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