Cut med spa admin and paperwork with AI
The admin in a med spa is mostly forms, balances and notes: intake and consent paperwork, package and membership tracking, and provider notes after each visit. AI can collect and file forms, flag what is missing before a client arrives, and tidy dictated notes into a draft a provider signs. Your team stays responsible for the record.
Talk through your med spa with the person who builds it
A free 30-minute call. You leave knowing which part of your med spa to hand to AI first, what we would build, and roughly how long it takes.
Forms before the visit
A system can send intake and consent forms after booking, nudge anyone who has not finished, and flag the missing ones to the front desk the morning of the visit.
Packages and memberships
Tracking who has treatments left, who is about to expire, and who has a membership payment that failed is the kind of bookkeeping people forget. A dashboard can show it, and a message can remind the client.
Notes and the clinical record
A provider can dictate a quick note and have a clean draft ready. The provider reviews and signs it. The record belongs in a system that meets your privacy obligations, and your clinicians own what is in it.
Picture this
Examples of what it can look like. Illustrations, not clients.
At 8 am the front desk sees that two of today’s clients have not signed consent forms. They send a link before the clients leave home.
A client has one treatment left in her package. A reminder offers to schedule it.
After a long day, a provider dictates notes. Clean drafts are waiting for review.
The rules that apply, in their own words
“A covered entity or business associate may not use or disclose protected health information, except as permitted or required by this subpart”
“intended for voluntary use and to improve the ability to incorporate trustworthiness considerations into the design, development, use, and evaluation of AI products, services, and systems.”
Sources
- NIST AI Risk Management Framework: The U.S. standards body’s framework for using AI responsibly.
- 45 CFR § 164.502 (HIPAA Privacy Rule): When patient information may be used or shared, including by vendors.
- 15 U.S.C. § 45 (FTC Act, Section 5): The federal ban on unfair or deceptive business practices, ads included.
Talk through your med spa with the person who builds it
A free 30-minute call. You leave knowing which part of your med spa to hand to AI first, what we would build, and roughly how long it takes.
Questions
Can AI write clinical notes?
It can draft from what a provider says, but the provider must review and sign. The AI never makes clinical decisions.
Where is the data kept?
In accounts that belong to you. Ask any vendor how health information is stored and who can see it.
More jobs AI can take on
What Westward builds for this
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