Operations infrastructure for medspas
We install the systems, SOPs, and trained ops team that runs your clinic daily. In 30 days. Without a single US hire.
Does this sound familiar?
But here you are. Laptop open on the couch. Texting tomorrow's confirmations because the front desk forgot. Again. A DM from Tuesday still sitting unanswered in Instagram. A CRM you paid for six months ago, gathering dust.
The problem isn't you. It's that nobody ever installed the operations layer underneath your clinic — the systems, the team, the daily accountability that lets a growing business run without the owner holding it together by hand.
That's what we build. In 30 days.
What you get
Five GoHighLevel pipelines covering every patient touchpoint — new lead to lapsed client reactivation. Instant lead reply under 60 seconds, 3-touch follow-up, appointment reminders, post-visit review requests, lapsed client win-back sequences. All running without anyone touching a button.
Six core operating procedures — written as Notion docs, recorded as Loom walkthroughs. Lead response, booking protocol, no-show recovery, cancellation reschedule, end-of-day checklist, monthly reactivation. Your clinic's institutional knowledge — documented so any new hire is operational in 5 days.
Two dedicated coordinators — a Lead Response Coordinator handling follow-ups, no-show recovery, and reactivations, and an Ops Admin updating your dashboard and maintaining CRM hygiene. Hired, trained, and managed by us. You never manage them.
Eight metrics tracked daily — lead response time, no-show rate, reactivation revenue, review velocity, and more. Morning report in Slack before you open the clinic. Weekly 45-minute review call where we set the agenda, surface flags, and drive action items.
The 30-day install
We map every point where leads, bookings, and revenue leak. We test your lead response ourselves. You get a written audit with dollar amounts attached to every gap.
CRM pipelines, automations, appointment reminders, review request sequences, reactivation campaigns — built and configured. Six SOPs written and recorded.
Your two coordinators are hired and trained on your SOPs. They shadow live tasks, then go operational on your CRM. You meet them on Slack.
Everything activates. First morning report arrives. You get a 1-hour training call. Day 30 review shows before/after numbers — lead times, no-show rates, reactivation revenue.
The math
These are conservative estimates — recoverable revenue that's already being generated but falling through operational gaps. Most clinic owners have never seen these numbers quantified.
| Lead follow-up fix (25% → 55% booking rate) | $9k–$18k/mo |
| No-show reduction (20% → 8%) | $2.4k–$4.8k/mo |
| Lapsed client reactivation | $9k–$18k/mo |
| Membership attach improvement | $3k–$6k/mo |
| Google review velocity | $1.5k–$3k/mo |
| Total recoverable per month | $24.9k–$49.8k |
Plus: if you bill clinically at $500/hr and get back 10 hrs/week, that's $20,000/month in freed capacity. We'll calculate your specific numbers in the audit.
What changes
Start here
We spend 5 days inside your business data — testing your lead response ourselves, pulling no-show rates, counting lapsed clients, reviewing your tech stack — and deliver a written report that puts a dollar amount on every operational gap. The $500 fee is credited toward your install if you proceed.
Before you ask
"We already have a CRM."
Most of our clients do. The problem isn't the tool — it's that nobody runs it consistently. We don't sell software. We operate it, maintain it, and make sure data turns into action every single day.
"I tried a VA before and it didn't work."
A VA without SOPs, a dashboard, and a management layer is just another person to manage. We install the system first, then put trained people on it — with daily oversight and accountability built in.
"Why wouldn't I just hire an office manager?"
A $55k hire takes 3 months to ramp, has no systems to follow, and quits in 8 months taking everything they learned with them. You get two trained operators, documented SOPs, and a management layer — for less than half the cost.
"What about HIPAA?"
Our team doesn't access clinical records. They operate in the CRM for scheduling and follow-up only. GoHighLevel is HIPAA-compliant with a BAA. We'll send you our data handling documentation before you start.
Get started
Fill in the form and we'll reach out within one business day with your audit details and next steps. No pitch calls. No spam. Just the audit.