FOR INJECTORS WHO OWN THE PRACTICE
A med spa CRM for the hours you are in the room.
The DMs, texts and voicemails pile up while you are with a patient, and then they come home with you on the work phone. NexaCloser answers each one in your words, books the consult with a deposit, and sends her a note when her touch-up is due. Your front desk gets backup. The work phone can stay at the practice.
30 days free. Card needed, $0 today. Then $97 a month unless you cancel.
2:14
Lauren M.
How much is lip filler? Do I need a consult first?
Sent to Lauren
How a first visit works, and this week's consult times.
Consult booked
Lauren M., Thursday 2:00 pm. Deposit received.
While you are with a patient
FIRST, THIS
You did not go into nursing to be a salesperson.
You went into aesthetics to do careful work and watch a patient leave happy. Somewhere along the way you also became the person who answers "how much is Botox?" at night, wonders about the consult that went quiet, and feels weird about charging a no-show fee.
We are not going to tell you to post more, discount more or sell harder. The people who shop on price were never going to be your long-term patients.
What helps is quieter than that. Every message gets a kind answer, in your own words. Every consult gets one honest follow-up. Every happy patient hears from you when it is time to come back. That is all this is.
WHAT WEARS YOU DOWN
It is not the injecting. It is everything around it.
The messages do not stop
DMs, texts, voicemail, the form on your site. You answer between patients, and again on the couch. One still gets lost, and it is usually the one who was ready to book.
The consult that goes quiet
You block out half an hour, do a full assessment, she seems excited. Then nothing. You do not want to chase her. You do not want to keep wondering either.
She loved her results, then she disappeared
Nobody did anything wrong. A few months went by, nobody reminded her, and someone with a cheaper offer did.
HOW IT WORKS IN YOUR PRACTICE
Backup for a good front, not a bot in her place.
One place for every message, answered in your words
Instagram DMs, WhatsApp, texts, email and the form on your site land in one inbox, each on the patient's record. You write the first reply once, the way you would say it yourself: thank you, here is how a first visit works, here are this week's consult times. It goes out when nobody can pick up, and your front desk takes it from there with the whole conversation in front of her.
- DMs, WhatsApp, texts and email in one thread per patient
- A first reply in your own words when the front is busy or closed
- A text back after a missed call, so voicemail is not the end of it
Hi! How much is lip filler? Do I need a consult first?
Hi Lauren, thank you for reaching out. Every first visit starts with a free consult so we can make a plan that suits your face. No pressure to treat the same day. Here are this week's times.
Your saved replyThursday at 2 works.
Lovely. You are booked with Nicole on Thursday at 2:00. See you then!
Keep the consult free. Hold the slot with a deposit.
She picks a consult time from your link, leaves a deposit to hold it and gets her confirmation and reminders by text. You can put your policy on the booking page, so a no-show fee is simply what happens. It stops being a conversation you have to have.
- Consult-only booking for anything that needs an assessment first
- A deposit at booking, through your own Stripe or PayPal
- Reminders by text, WhatsApp or email, and a fee request after a no-show if that is your policy
Consult with Nicole, NP
Thu, 2:00 pm
- Deposit received
- Reminder: Wed 2:00 pm
- Reminder: Thu 9:00 am
One honest follow-up after the consult. A note when her touch-up is due.
Two days after a consult that did not book, she gets one message from you: any questions, no rush. If she stays quiet, your front desk gets a reminder to call, and that is where it ends. After a treatment, a timer starts for that treatment, and when it is time she gets a note from you with the booking link.
- Follow-up that reads like care and stops when she replies
- Touch-up and maintenance reminders by treatment
- Rebooking at checkout stays yours. This catches the ones who left without it.
When
Consult done, nothing booked yet
- 1
Wait 2 days
- 2
Text from you: "It was lovely meeting you. Any questions about your plan? No rush."
- 3
No reply in 3 days: reminder for the front desk to call
- 4
After her treatment: start the touch-up timer
ALSO INCLUDED
Your books
Your books at a glance: new inquiry, consult booked, consult done, treatment booked. A tag for what she asked about.
Your ads
If you run ads: when someone fills in your Instagram or Facebook ad form, her record keeps which ad it was, so you can see which one brought consults.
Event pages
A simple page for an event or a new treatment, with a form that comes straight to your inbox.
WHAT WE WILL NOT DO
Built the way you would want to be treated.
No bot pretending to be you
The automatic replies are messages you wrote. There is an AI agent in the product. It is off unless you turn it on, and you decide what it may say.
No pushing
No countdown offers and no ten-message chase. One follow-up, then a person from your practice.
No contract
Month to month. $97 for the practice, however many providers and front desk you have. Texts and calls are billed as you use them, at the rates on the pricing page.
Not your EMR
Charting, consents and photos stay in your EMR. This handles messages, booking and follow-up, and we make no HIPAA claim.
ONE PATIENT, START TO FINISH
From her first message to her next visit.
She messages
A DM about lip filler comes in while you are with a patient and your front is checking someone out.
She gets an answer
Your saved reply goes out: how a first visit works, and this week's consult times.
She books
She picks Thursday, leaves her deposit and gets her reminders. Your front sees it on the books.
She comes back
When her treatment is due, a note from you: time for a touch-up? Here is the link.
QUESTIONS
What you would ask a colleague
Is this an EMR?
No. Charting, consents, photos and inventory stay in your EMR. NexaCloser is for everything before and between visits: the messages, the consult booking, the reminders, the follow-up and the note when she is due back.
Will a bot be talking to my patients?
Only if you want one. Out of the box, the automatic messages are ones you wrote, and a person from your practice picks up after the first reply. There is an AI agent for WhatsApp. It is off until you turn it on, it answers from what you taught it, and you decide when it hands over to a person.
Is it HIPAA compliant?
We make no HIPAA claim and do not offer a business associate agreement today. Keep health details in your EMR and use NexaCloser for names, messages, appointment times and follow-up. This is general information, not legal advice.
I already use Boulevard, Zenoti or Vagaro. Do I need this?
Keep it for provider schedules, charting and checkout. NexaCloser sits in front of it: the messages before someone is a patient, the consult booking and the follow-up. If your system already answers every DM and follows up after every consult, you may not need us.
Is there a contract?
No. It is month to month: $97 for the practice, however many providers and front desk you add. Texts, WhatsApp and calls are billed as you use them. The first 30 days are free: card needed, $0 today, and you pay nothing if you cancel before day 30.
FROM THE BLOG
Worth a read between patients
How to Reduce No-Shows: Reminder Timing and Templates for Appointment Businesses
A practical system to reduce no-shows, with reminder timing, deposit and rebooking tips, and copy-paste reminder texts and emails.
Read more
Online Booking for Small Business: Let Customers Book Themselves Without Losing Control
How to set up online booking for a service business: what to offer, the rules that protect your day, and copy-paste messages that get leads to book.
Read more
Missed-Call Text-Back: What It Is, How to Set It Up, What to Say
Missed-call text-back sends an automatic text when you can't answer. Here's how it works, how to set it up with any tool, and 6 messages to copy.
Read more
Texting Customers in the US: A Plain-English Guide to 10DLC and Consent
What US businesses need before texting customers: 10DLC registration, TCPA consent, STOP rules and quiet hours, explained in plain English.
Read moreOTHER INDUSTRIES
See how it works for
Clinics and practices
For the front desk: a text when you miss a call, new patients on the schedule, recall notes sent for you.
Home services
A text back in your name, quotes followed up once, tune-up reminders. No leads to buy.
Roofers and contractors
Every estimate followed up with a reason, claims kept moving, contracts signed online.
Let the work phone stay at the practice.
30 days free. Card needed, $0 today, then $97 a month unless you cancel. No contract. Onboarding call with a founder after you start.