Med spa lead follow-up script: call within 5 minutes, confirm the treatment, offer two consult times; text if no answer
By Sharrk Team · October 28, 2026
The best med spa lead follow-up script calls the lead within 5 minutes, confirms the treatment they asked about, and offers two consult times; if they don't answer, it sends a short text right away and keeps a set cadence for two weeks. Sharrk runs that whole sequence for you: its AI agents reply to new leads in under 30 seconds, answer pricing from your menu, and hand medical questions to a licensed provider.
This post covers outbound follow-up on consult requests and ad leads that came in but didn't book: Botox and other neurotoxins, fillers, laser hair removal and body contouring. For inbound calls, use our med spa phone script. For the timing research in depth, see how fast a med spa should respond to leads, and for leads that arrive at night, how to book med spa appointments after hours.
Why do the first 5 minutes matter for med spa leads?
The best-known numbers come from older, general sales research, not med spa data, but the pattern is consistent:
- InsideSales.com/MIT Lead Response Management Study (2007): the odds of contacting a lead called within 5 minutes versus 30 minutes were 100 times higher, and the odds of qualifying the lead were 21 times higher.
- Harvard Business Review, "The Short Life of Online Sales Leads" (2011), via SmartCompany: companies that contacted a lead within an hour were nearly seven times as likely to qualify it as those that waited even an hour longer, and more than 60 times as likely as those that waited 24 hours or more. In the same audit of 2,241 US companies, 23% never responded at all.
Someone who fills out a filler ad form at lunch is often comparing two or three clinics that same afternoon. The first clinic that calls with a real answer usually gets the consult.
What follow-up cadence should a med spa use?
Keep calls and texts inside 8am to 8pm in the lead's time zone. If a lead comes in at 10pm, send one immediate text, then call at 8am.
| When | Channel | Goal |
|---|---|---|
| Within 5 minutes | Call | Confirm the treatment, offer two consult times |
| Right after a missed call | Text | Same offer in two lines |
| Same day, 2 to 3 hours later | Call (voicemail if no answer) | Second try at a different hour |
| Day 1 | Menu pricing for their treatment and consult times | |
| Day 3 | Call + text | New consult times |
| Day 7 | Text | Answer a likely question (price, downtime) and offer a time |
| Day 14 | Final text | Close the loop politely |
What should you say on the first call?
"Hi, is this Jordan? This is Maya with Glow Aesthetics (sample). You asked about lip filler on our Instagram ad a few minutes ago, so I wanted to reach you while it's fresh. Do you have a minute? Great. Is this your first time with filler, or have you had it before? [Listen.] The best next step is a consult with one of our injectors. They'll look at what you want, go over options and talk through risks and pricing for your plan. I have Thursday at 4:30 or Saturday at 11. Which works better? Perfect, you're booked for Thursday at 4:30. You'll get a confirmation text and a reminder the day before. If anything medical comes up before then, our provider is happy to call you."
Keep the call about the booking. If the lead asks whether something is right for their health, offer to connect them with a provider rather than answering yourself.
What middle question should you ask for each treatment?
Ask one easy question that shows you read their request, then go straight to the two times.
| Lead asked about | Middle question | Note for the front desk |
|---|---|---|
| Neurotoxin (Botox, etc.) | "Have you had it before, and which area are you thinking about?" | Quote from your menu; dosing and candidacy belong to the provider |
| Filler | "Which area, and is this your first time with filler?" | The FDA advises working with a licensed provider experienced in fillers |
| Laser hair removal | "Which area, and are you thinking single sessions or a package?" | The AAD says most patients need 2 to 6 treatments, so packages are a fair question |
| Body contouring | "Which area are you hoping to work on?" | The FDA says non-invasive body contouring does not result in weight loss; never frame it that way |
| Web form, no details | "What made you reach out today?" | Let them name the treatment before you suggest one |
What should a med spa voicemail say?
"Hi Jordan, it's Maya with Glow Aesthetics (sample), returning your consult request. I have openings Thursday afternoon and Saturday morning. Call or text me back at this number. Thanks!"
Leave out the treatment. If your med spa is a HIPAA covered entity, HHS says leaving messages is allowed but advises limiting how much information you disclose on the answering machine. A name, a callback number and a time is enough.
What follow-up texts work for med spa leads?
Mention only the treatment the lead asked about, and nothing about their health.
Right after a missed call: "Hi Jordan, it's Maya at Glow Aesthetics (sample). Just tried you about your lip filler consult. I have Thu 4:30 or Sat 11. Want one? Reply STOP to opt out."
Day 3: "Hi Jordan, Maya at Glow Aesthetics (sample) again. New consult openings: Tue 6pm or Wed 12:30. Reply with the one you want. Reply STOP to opt out."
Day 7: "Quick note from Glow Aesthetics (sample): our injector can go over pricing and options for your plan at the consult, no commitment to book a treatment. Want a time this week? Reply STOP to opt out."
What should the follow-up email say?
Subject: Your consult at Glow Aesthetics (sample)
Hi Jordan, Thanks for reaching out about lip filler. Our current menu pricing is attached, and your injector will confirm the plan and cost at your consult. I can hold Thursday at 4:30 or Saturday at 11. Just reply with the time that suits you, or pick another and I'll find it. Maya, Glow Aesthetics (sample)
How do you handle common objections?
| Objection | What to say |
|---|---|
| "How much is it?" | Give the range from your menu, then: "The provider confirms the exact amount at your consult. Want Thursday or Saturday?" |
| "I need to think about it." | "Of course. Would it help to hold a consult time? It's just a conversation, and you can cancel if you change your mind." |
| "Is it safe?" | "That's a great question for our provider, and they'll go over risks and benefits with you before any treatment. Would you like me to connect you now?" |
On safety, stay factual and let a licensed provider answer. The FDA notes that Botox and similar FDA-approved botulinum toxin products are available only with a prescription from a licensed health care professional and carry a boxed warning. The CDC suggests patients ask whether their provider holds a valid health care license and is trained to give the injections, so welcome that question. Never promise results: the FDA notes that not everyone responds to body contouring or gets the effect they wanted.
When should you stop following up?
Stop right away if the lead replies STOP or asks you not to contact them. Stop the sequence once they book, reply, or have a real conversation with your team, and switch to your normal confirmation and reminder flow. If there's no reply after day 14, send the closing text and move them to a later reactivation list. For more on attempt counts, see how many times to follow up with a lead.
How does Sharrk follow up with med spa leads?
Sharrk reaches every new consult request in under 30 seconds by call, text or email, 24/7, from web forms, custom webhooks and Meta lead ads (via Zapier or Make). Its Strikes run the cadence above automatically: an AI voice call, a text if there's no answer, email and ringless voicemail drops, branching on whether the lead answered, booked or replied. Calls stay within 8am to 8pm by default, and a lead who reaches out at night still gets one immediate text or email. Every text carries "Reply STOP to stop or HELP for help," and the sequence stops when the lead asks, replies or has a real conversation; add a rule like "stop if the consult is booked."
Sharrk's agents book consults onto Sharrk's calendar, Calendly or Cal.com, with confirmation by email and text and a 24-hour reminder by default. Attach a knowledge base with your services, menu pricing, hours and FAQs so the agent quotes prices accurately. When a lead asks a medical question, the agent live-transfers the call to your provider, with a private whisper brief on warm transfers, while the lead still sees your business number.
Mako, Sharrk's AI assistant, builds all of this from plain English. Tell it "Call new filler and Botox leads within a minute, text if they don't answer, offer two consult times, and send medical questions to Dr. Lee's cell," and Mako drafts the agent from your website, builds the Strike and shows every change on an Apply card. It waits for your OK, and you can Undo anything.
Start free with Sharrk and build your follow-up with Mako, or book a demo to see it on your own leads.
Related on Sharrk: AI receptionist for med spas · Speed to lead · Lead reactivation · AI voice agent
Sources
- InsideSales.com and MIT (Dave Elkington and James Oldroyd), "Lead Response Management Study" (October 16, 2007): https://www.mortech.com/hs-fs/hub/25649/file-13535879-pdf/docs/mit_study.pdf (checked October 28, 2026)
- SmartCompany (Sue Barrett), "Are you letting online leads go cold?", summarizing Harvard Business Review, "The Short Life of Online Sales Leads" (July 1, 2011): https://www.smartcompany.com.au/?p=20719 (checked October 28, 2026)
- U.S. Food and Drug Administration, "Dermal Filler Do's and Don'ts for Wrinkles, Lips and More" (content current as of July 7, 2023): https://www.fda.gov/consumers/consumer-updates/dermal-filler-dos-and-donts-wrinkles-lips-and-more (checked October 28, 2026)
- U.S. Food and Drug Administration, "Non-Invasive Body Contouring Technologies" (content current as of October 15, 2025): https://www.fda.gov/medical-devices/aesthetic-cosmetic-devices/non-invasive-body-contouring-technologies (checked October 28, 2026)
- U.S. Food and Drug Administration, "FDA Warns Companies Over Illegal Marketing of Botox and Related Products" (November 5, 2025): https://www.fda.gov/news-events/press-announcements/fda-warns-companies-over-illegal-marketing-botox-and-related-products (checked October 28, 2026)
- Centers for Disease Control and Prevention, "How to Stay Safe When Getting Botulinum Toxin Injections" (last reviewed April 22, 2026): https://www.cdc.gov/botulism/prevention/botulinum-toxin-injections.html (checked October 28, 2026)
- American Academy of Dermatology, "Laser hair removal: FAQs": https://www.aad.org/public/cosmetic/hair-removal/laser-hair-removal-faqs (checked October 28, 2026)
- U.S. Department of Health and Human Services, "May physician's offices or pharmacists leave messages for patients at their homes...?" (last reviewed December 28, 2022): https://www.hhs.gov/hipaa/for-professionals/faq/198/may-health-care-providers-leave-messages/index.html (checked October 28, 2026)
Frequently asked questions
How fast should a med spa follow up with a new lead?
Call within 5 minutes if you can. Older general sales research (InsideSales.com/MIT, 2007) found the odds of reaching a lead were 100 times higher at 5 minutes than at 30, and a 2011 Harvard Business Review study found leads contacted within an hour were nearly seven times as likely to qualify.
What should a med spa say when following up with a lead?
Name the treatment they asked about, ask one easy question, and offer two specific consult times. For example: "You asked about lip filler a few minutes ago. Is this your first time? I have Thursday at 4:30 or Saturday at 11."
Should the front desk answer safety questions about Botox or filler?
No, medical and safety questions should go to a licensed provider. The FDA notes FDA-approved botulinum toxin products are prescription-only and carry a boxed warning, and it advises working with a licensed provider experienced in fillers, so offer to connect the lead with your provider.
What should a med spa put in follow-up texts?
Keep texts to your name, the treatment the lead asked about, two consult times and "Reply STOP to opt out." Leave out anything about their health or history.
How long should a med spa keep following up with a lead?
About two weeks, then send a polite closing text. Stop immediately if the lead opts out, and end the sequence once they book or reply.
Can Sharrk follow up with med spa leads automatically?
Yes, Sharrk replies to new med spa leads in under 30 seconds by call, text or email and runs the full follow-up cadence with Strikes. It answers pricing from your menu through a knowledge base and live-transfers medical questions to your provider, and Mako builds it all from plain English.