From Inquiries to Confident Bookings
The moment a curious, slightly nervous prospect feels informed and reassured — while your team receives a clean, structured lead without having to "sell."
Recommended starting point:Foundation Package
The Problem
Most med spas don't struggle with demand — they struggle with coordination and education. Calls and form fills arrive while staff are with clients. Prospects ask the same questions about downtime, pricing ranges, eligibility, and "will this work for me?" Consults are booked without proper context, no-shows increase, and providers walk into rooms without understanding the client's goals or concerns. There is no unified memory across inquiry → consult → treatment → follow-up. Promises are repeated, expectations drift, and the "white-glove" experience that drives high lifetime value becomes inconsistent. The result is operational leakage: missed bookings, underutilized calendars, stressed staff, and lost retention.
System Architecture
Meet Your New Team
Operator isn't just software. It's a verified swarm of specialized AI agents working in concert to run your operations.
Intake Specialist
Routing Manager
Engagement Lead
Policy Expert
System Logic: Inbound inquiry received via phone or web
Intake Specialist
Qualifies intent and gathers core requirements.
Policy Expert
Checks internal SOPs for case-specific compliance.
Routing Manager
Assigns to appropriate department with full context.
Engagement Lead
Schedules automated follow-up sequence.
Where Most Med Spas Start
Most med spas begin with the Foundation Package, which installs the core infrastructure required to run Operator inside the business.
What's Included
- Operator Node (Mac Studio) — on-prem runtime (as scoped)
- OperatorOS activated (control plane app)
- Core Stack (Lite) included — baseline intake → routing → handoff loop
- One HQ deepened beyond Lite mode (e.g., Voice or Data/RAG)
What It Can Do
- Answer inbound calls and website inquiries during business hours, after-hours, or peak periods
- Provide approved, non-clinical information (services offered, hours, general pricing ranges)
- Capture inquiry intent (treatment category, timeline, first-time vs returning)
- Route inquiries for follow-up or consult scheduling
What it intentionally does NOT include: Treatment-specific contraindication screening, provider- or room-aware scheduling logic, lifecycle follow-ups, memberships, or retention orchestration, or cross-system coordination. The Foundation Package establishes ownership, privacy, and local execution — it is the on-ramp, not the full system.
Capability Expansion Path
HQ Pro for Med Spa is a templated, niche-specific operating system designed around common aesthetic workflows. It introduces treatment-category-aware intake flows, standardized pre-consult question sets, expectation framing around consult flow and preparation (non-clinical), provider and room constraints reflected in scheduling suggestions, and consistent post-consult follow-up patterns.
HQ Pro is built from proven patterns across similar med spas. It is standardized by design and guardrailed for reliability. Customization is limited, but intake now behaves like a system instead of ad-hoc conversations.
Operator HQ represents the full system working as one coordinated unit. For med spas, this includes the Core Stack:
All HQs share memory. Inquiries, consults, treatments, and follow-ups become a coordinated lifecycle. Operator functions as a true operating system — not a collection of tools.
Custom Operator is designed for med spas with complex or high-growth requirements — multi-location operations, membership and package logic, advanced retention and rebooking workflows, or custom integrations with EMR, POS, or booking systems.
This includes deep workflow excavation and bespoke system architecture. This is not a template — it is a system built specifically around how that med spa operates.
Every tier reduces operational leakage — higher tiers add coordination, niche intelligence, and ultimately full-system control.
Outcomes (Modeled / Typical)
Practices deploying Operator may experience:
Outcomes vary by deployment level, but the system consistently shifts med spas from fragmented intake to coordinated operations.
Pricing Notes
Packages cap scope, not capability.
Examples only. Capabilities vary by scope, data quality, and integrations. Not legal, medical, or financial advice.
Ready to Deploy?
See how OperatorHQ can work for your specific needs.