Medical Spa Staff: Help Them Bring in More Patients!


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Medical Spa Staff play a key role in bringing more patients through your doors. Your medical spa has beautiful décor, a fancy-looking website, and highly skilled doctors and technicians. But that one person who is usually the first person your clients come in contact with–your receptionist–might be turning them away.

Receptionists play a very important role in your medical spa. Their presence, whether it’s on the telephone or in person, can either bring potential clients in, or discourage them from making an appointment (even if it’s free!). With that being said, let’s talk about how your receptionist should play their role and be an effective player in your medical spa, dermatology center or surgical center.

The Waiting is the Hardest Part

Receptionists are usually juggling multiple tasks throughout the day, all while the phones are ringing off the hook. Although it may be tough to answer the phones on the first or second ring, it’s not good to keep people waiting for more than 30 seconds (it’s longer than it sounds). Phones should be priority most of the time. Papers can wait, people shouldn’t.

Patience with Patients

Your receptionist will get all sorts of questions thrown at them. And while some of them may seem like common sense, your receptionist should always keep in mind that no question is a stupid question–even if the questions are indeed stupid. Every question should be answered politely and correctly.

Positive Attitude

Intuition varies from one person to another, but almost everyone can sense vibes (both good and bad). Your receptionist is your MedSpa’s first introduction to your clients, so first impressions count. No one wants to be greeted by a bad attitude. The client will be able to pick up an attitude from the tone of your receptionist’s voice, and once that happens that client is pretty much gone. Your clients are calling a med spa so they should feel relaxed and at ease as soon as they speak with your receptionist.

You Got the Look

Your receptionist need not look like a supermodel, but he/she does have to look presentable. They at least should have basic hygiene down, and their image should reflect the values of your MedSpa. Remember, your receptionist is the first contact you have with your clients.

Knowledge is Power

Your clients will have questions and, unless you provide a direct line to your medical staff, your receptionist will be the one providing the answers. Make sure that your receptionist is properly informed with the answers to the typical questions your MedSpa would get. These will include knowledge about specific procedures and treatments, as well as drugs and technology used in your MedSpa. And check to see if your receptionist’s answers are up to date. And if he/she doesn’t know the answer, the standard response should be “I will find out and let you know as soon as possible.”

Make sure your staff can adequately answer all questions related to every aesthetic treatment or procedure you have. The more knowledgeable they are, the more likely the patient will visit for a treatment or consultation.

The easiest way to do all of these things is for the receptionist to always treat everyone like they are the most important person they dealt with all day!

July 1, 2014

Hannah Cloe is the brand manager for Med Aesthetics Group. She manages all of Med Aesthetics Group’s digital marketing and branding efforts and has a passion for marketing and the aesthetics industry. Her favorite thing about working at Med Aesthetics Group is getting to collaborate with an amazing team and getting to see our clients’ practices reach their potential. In her free time you can find Hannah reading, writing, and hiking.

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