AI employees for med spa groups
The chair sat empty, the member never came back, and no one had time to notice.
Across a multi-location med spa group, the back office runs on a billing coordinator who is also answering phones. No-show chairs, unfinished intake, lapsed members, and denied claims on the covered slice compound at every site you cannot watch at once.
Relay builds custom AI employees that work on top of the platform your group already runs: Aesthetic Record, Boulevard, Zenoti, NexTech. They automate the high-volume back-office and front-office work of your med spa and hand a finalized action to a staff member to approve. Healthcare-specific, human-in-the-loop, monthly.
In 30 minutes we show you exactly where it is leaking.
Where your med spa group is leaking revenue.
Seven places the back office leaks at every location. Open the ones that sound like your group.
A multi-location med spa group has three options when back-office volume outgrows the team.
Hire more staff. Headcount scales with locations, pay is per person, and the next coordinator inherits the same manual workflow. The leak continues; it just has more hands chasing it.
Switch platforms or bolt on a point tool. A scheduling-specific automation tool fixes one leak. A new platform means a migration, retraining, and the same gaps in a different interface. Generic automation is built for the average med spa, not for your service mix, your platforms, and your multi-location schedule.
A custom AI employee layer on top of the stack you already run. Relay builds AI employees that read from Aesthetic Record, Boulevard, Zenoti, or NexTech through their existing API or integration surface, do the back-office and front-office work those platforms leave to your staff, and hand each finished action to your team for final approval. Nothing gets ripped out and there is no new system of record. The AI employee fits the operation you actually run.
This is what makes med spa practice automation effective at scale: custom-built for your specific stack, healthcare-specific, and human-in-the-loop by design. Works on top of what you already run, not instead of it.
A no-show on a Botox touch-up is a lost half hour. A no-show on a laser series slot is an idle suite, a blocked provider, and a session the client may never rebook. At a two-location group the front desk is already juggling check-ins and phones, so the waitlist call that would have filled the gap never gets made and the busy location never offers the open slot at the quieter site nearby.
An AI employee watches utilization across every location, catches the cancellation the moment it lands, and texts waitlisted clients who match the slot (treatment type, provider, room) through your existing comms tool. It surfaces a confirmed fill for one-click booking, tracks treatment-series completion, and flags clients overdue for their next laser or RF session before they drop off. Your team confirms every fill; the AI employee never books autonomously.
This runs through the comms tool your group already uses (Boulevard two-way SMS, GoHighLevel, Birdeye) and reads the schedule from your core platform. Nothing gets ripped out, and no-show recovery runs without changing a single system of record.
A multi-session laser or RF series can go uncompleted, and series-recall is a med-spa-specific leak distinct from a one-off no-show. Multi-location groups often run separate booking views per site with no cross-location capacity visibility, so the cancellation that could fill at the adjacent location never surfaces. Text is the recovery channel clients actually respond to, which is why a slot filled by an AI employee closes in seconds, not hours.
Membership is the most predictable revenue a med spa has, and the easiest to let slip. A card fails, a beauty-club member lapses, an Alle or Aspire enrollee stops booking, and the follow-up that would recover them sits on the same coordinator's list that never gets to the bottom. Across two locations with one lean billing function, that recurring revenue leaks quietly month after month.
An AI employee monitors the membership roster on top of your platform, catches failed payments and lapsed members, and drafts the win-back outreach (recover the card, re-book the overdue member, re-engage the at-risk client) for a staff member to send. It reconciles membership renewals and package redemptions against the schedule and flags discrepancies before end-of-day close, so a redeemed package or a missed renewal does not slip through.
This is the cash-pay-native side of back office automation: no payer, no claim, just recurring revenue that should not be walking out the door. Win-back work lands in front of the right coordinator every time, not at the bottom of a pile.
Membership and loyalty programs run through Boulevard, Zenoti, Aesthetic Record memberships, and partner platforms like Alle (Allergan) and Aspire. Failed-payment recovery and package-redemption reconciliation are med-spa-specific because revenue is cash-pay-first and recurring, which means a generic CRM sequence was not built for this work but a custom AI employee for med spa back office operations is.
Med spa intake is heavier than a retail appointment: medical history, multiple consent forms, contraindication screens, and pre-treatment instructions all have to land and be reviewed before a provider touches the client. An AI employee dispatches the correct form sequence by booked service type, follows up when a packet sits incomplete past a threshold, scans submissions for completeness and contraindication flags, and surfaces a clean pre-visit summary for a coordinator to approve into the chart.
For consults, the AI employee runs the qualifying follow-up and the financing conversation (Cherry, PatientFi, Sunbit) for clients who showed interest but did not book, so consult-to-booking conversion does not leak because the intake question was never answered.
Relay works on top of your intake module (IntakeQ, or the platform's built-in forms) and never becomes the system of record. Injectables, laser, and GLP-1 each carry their own consent and contraindication requirements, so a single generic form set does not cover a multi-service group. The AI employee dispatches the right packet for the right service type, which means coordinators spend their morning on exceptions and approvals, not on chasing forms.
GLP-1 and weight-loss programs (semaglutide, tirzepatide) arrived faster than the workflows to run them. Each enrolled client carries consent documentation, a recurring follow-up cadence, and for the medically supervised slice, prior-auth-adjacent coordination. Your existing platform was built for injectables, not a longitudinal program, so admin staff are learning a brand-new workflow on top of an already stretched back office.
An AI employee handles the operational side: it sequences program intake and consent, keeps the follow-up cadence on schedule, and assembles the documentation a coordinator needs for any covered-service prior auth, all on top of the stack you run. A staff member finalizes every step. Relay manages the operational workflow, never a clinical or controlled-substance decision. The coordinator reviews a finished packet instead of assembling one from scratch.
Covered-service eligibility and prior-auth coordination runs through Availity or the clearinghouse your group already uses. Relay reads those surfaces; it does not replace them. The AI employee assembles the packet; your coordinator reviews and submits.
Med spa revenue is cash-pay-first, but a growing slice is not: medically supervised GLP-1, varicose vein treatment, and select dermatology. Billing coordinators at med spas can have less payer experience than counterparts at traditional practices, given how far the cash model lets a group go without it. When these services are billed wrong or eligibility is not verified before the appointment, revenue that looked certain evaporates after the denial.
For that covered slice, an AI employee runs pre-appointment eligibility checks, assembles prior-auth packets and the Letter of Medical Necessity from the available record, scrubs claims for the right modifier and place-of-service before submission, triages denials by root cause, and surfaces AR aging by location and payer. Every submission is reviewed and approved by your billing coordinator. Relay never submits a claim or an auth without staff sign-off and is never the system of record.
Eligibility and clearinghouse integrations run through Availity, Waystar, Change Healthcare/Optum, or Office Ally, depending on what your group already uses. Groups that need a full EHR-plus-billing layer (Tebra) are also supported. No new system; Relay layers on top.
Some multi-location groups have a scheduling automation bolt-on, a generic CRM sequence, or a billing-tool plugin that worked at one location. At three or more locations, those tools stop covering the gaps: a point tool for reminders does not see cross-location waitlist capacity, and a generic workflow cannot handle the prior-auth logic specific to your GLP-1 service mix.
Relay is not a rip-and-replace. If your group is running a generic automation layer and finding it inadequate for your specific stack and service mix, the transition is additive. Relay's AI employees layer on top of the platforms you already run and handle the workflows the point tool was never built for. A staff member stays in the loop; nothing runs without approval.
See where your med spa group is leaking.
See where you're leakingThree paths when back-office volume outgrows the team.
Every multi-location group facing this gap lands on one of three options. The AI employee layer is the only one that leaves your system of record in place and adds capacity on top of it.
| Approach | What it means in practice | The tradeoff |
|---|---|---|
| Hire more staff | Headcount scales with locations, pay is per person | The leak continues with more hands chasing it |
| Switch platforms or bolt on a point tool | A scheduling tool fixes one leak; a new platform means migration and retraining | Generic automation is built for the average med spa, not your specific stack and service mix |
| AI employee layer on top of your stack | Works on Aesthetic Record, Boulevard, Zenoti, or NexTech today | Additive, no rip-and-replace, a staff member finalizes every action |
Hire more staff
What it means in practice
Headcount scales with locations, pay is per person
The tradeoff
The leak continues with more hands chasing it
Switch platforms or bolt on a point tool
What it means in practice
A scheduling tool fixes one leak; a new platform means migration and retraining
The tradeoff
Generic automation is built for the average med spa, not your specific stack and service mix
AI employee layer on top of your stack
What it means in practice
Works on Aesthetic Record, Boulevard, Zenoti, or NexTech today
The tradeoff
Additive, no rip-and-replace, a staff member finalizes every action
It is also a control bet. Relay is human-in-the-loop by design, so a staff member at your clinic finalizes every action. You are not handing your back office to a black box. The workflows, the membership logic, and the denial classification are written for healthcare and for this service mix, not adapted from a generic tool.
Works on top of the med spa platform you already run.
Relay does not replace your platform. AI employees read scheduling, charting, billing, and patient data from whatever system your group runs, do the back-office and front-office work across the adjacent tools, and return a finalized action for a staff member to approve. This is med spa practice automation that plugs into the stack you already run, never a migration.
Relay reads through the Aesthetic Record Integration Hub and Zapier surface (ScriptSure for eRx alongside), monitoring intake, schedule, and membership data without becoming the system of record. There are no public REST developer docs; integration runs via the Integration Hub and Zapier layer. If your group is on Aesthetic Record, the AI employees fit without a platform change or a new login for your team.
Relay integrates through Boulevard's GraphQL developer API (Enterprise-tier gated) and its two-way SMS layer, watching the schedule and filling cancellations on top of the booking flow your group already runs. Boulevard's multi-location reporting runs inside your existing dashboards; Relay's AI employees act on the data and surface the actions, not around it.
For groups on NexTech, Relay reads via the documented REST API with OAuth 2.0 and FHIR STU3/R4 endpoints (SMART on FHIR), under NexTech's formal developer agreement. This is one of the deepest documented integration surfaces in the med spa vertical and enables tight eligibility, prior-auth, and claims-workflow automation for the covered slice.
For PE-backed and larger groups on Zenoti, Relay reads via the REST API (OAuth, webhooks, OpenAPI catalog) and works alongside the Zenoti staff, commission, and analytics modules, never replacing them. If your group is scaling across Zenoti and finding the back-office gaps outgrow the platform's built-in tooling, the AI employees fill that layer.
Adjacent tools are named in the build scoping call and connected through their own API or integration surfaces. Relay works on top of the full stack you already run, not just the core platform.
For the covered-service slice (GLP-1, varicose vein, select dermatology), eligibility and claims run through the clearinghouse your group already uses. Relay layers on top and reads those surfaces; it does not replace them. Groups that need a full EHR-plus-billing layer (Tebra) are also supported.
How we build it.
We start from the problem you feel, then build the fix on the systems you already run. Discovery and your first working AI employee take 2 to 3 weeks. The full build runs 8 to 12 weeks.
Start with a free 30-minute call
A short call about where the work is piling up and what that is costing you while it stays manual. No commitment, and you leave knowing where you would start.
Discovery and your first AI employee (weeks 1 to 3)
A few working sessions with your team. We map your operation end to end, every workflow across your locations, and find where the money leaks and what closing it is worth. You do not walk away with just a document. By the end of discovery we have built your first working AI employee on top of the systems you already run, so you see it pay off in your real setup before the full build starts.
The full build (8 to 12 weeks, start to finish)
We build the rest of the AI employees you mapped and wire them across every location. Nothing goes out until your team approves it, so you stay in control the whole way. One pediatric therapy client had all seven locations live within 90 days.
The model is proven in healthcare.
Relay was founded by a former compliance officer at a multi-location speech and OT therapy group. The first builds went into that group's own operation: two AI employees built on top of the clinic's existing EHR and Drive, with staff finalizing every action.
Sensory Speech & Occupational Therapy is a multi-location pediatric speech and OT group. An Intake AI employee runs the new-client lifecycle: scheduling tours, getting records from schools and prior providers, following up on medical orders until signed, starting authorization renewals a month out, and sending progress reports to referring physicians. An Internal Auditing AI employee reviews every note nightly against clinical requirements, confirms billing codes match, and after billing finds and appeals denied claims, pulling from the EHR and Drive.
The group saw 100% claim accuracy, staff 33% more productive, claim denials down 12%, and faster documentation turnaround. Every result is attributed to the client's own reporting, and results vary by clinic.
That is a pediatric speech and OT group, not a med spa. The same two-AI-employee pattern applies directly to a multi-location med spa group with a covered-service slice. The workflows are different; the model is the same: built on top of the stack you run, human in the loop on every action, monthly.
AI employees for med spa groups: frequently asked questions.
AI employees for a multi-location med spa group are custom-built AI tools that work on top of the platform your group already runs (Aesthetic Record, Boulevard, Zenoti, NexTech), do the back-office and front-office work across every location, and hand each finished action to a staff member to approve. Healthcare-specific, human-in-the-loop, monthly. No rip-and-replace and no new system of record.
No. Relay is not an EHR or a practice-management system. The AI employees work on top of the software you already run, reading and writing through its API or integration layer. You keep your platform and add a layer of med spa clinic automation that does the back-office work it leaves to your staff.
When a cancellation hits, an AI employee texts waitlisted clients who match the slot through your existing comms tool and surfaces a confirmed fill for one-click booking. It also flags clients overdue for the next session of a laser or RF series. A staff member confirms every fill and nothing books autonomously. This runs on top of your existing scheduling platform.
Yes. An AI employee monitors your membership roster, catches failed cards and lapsed members, drafts the win-back outreach, and reconciles renewals and package redemptions against the schedule. Your team sends and approves. This is back office automation for recurring revenue, not a new billing system.
The AI employee sends the right consent and history forms by service type, chases incomplete packets, scans for missing signatures and contraindication flags, and hands a clean pre-visit summary to a coordinator before the provider walks in. It works on top of IntakeQ or your platform's intake module; Relay is never the system of record.
Yes, the operational side: program intake, consent, follow-up cadence, and assembling documentation for any covered-service prior auth, on top of your stack. A staff member finalizes every step. Relay manages the workflow, never a clinical or controlled-substance decision.
Only for the covered slice (GLP-1, varicose vein, select dermatology). For that slice, AI employees run eligibility, prior-auth assembly, claim scrubbing, denial triage, and AR on top of your clearinghouse, with your billing coordinator approving every submission. For the cash-pay side, AI employees handle membership reconciliation and package-redemption discrepancies.
A human stays in the loop on every action. The AI employee does the high-volume work and surfaces a finalized action; a staff member reviews and approves before anything is sent, booked, or submitted. Relay never books autonomously, submits a claim, or sends an auth without a human sign-off.
The AI employees read every location's schedule, membership, and billing data into one view, so cross-location capacity, waitlist fills, and recurring-revenue leaks are visible and worked from a single dashboard. One operational view, not one tool per location.
Pricing is a recurring monthly fee. There is no one-time build and no dollar figure published here because every build is scoped to your stack. Discovery and first-build working sessions typically run two to three weeks; full builds run eight to twelve weeks. You start with a free 30-minute intro call.
Aesthetic Record (Integration Hub and Zapier), Boulevard (GraphQL Enterprise API), NexTech (REST and FHIR STU3/R4 under a developer agreement), and Zenoti (REST API and webhooks), plus adjacent tools like GoHighLevel, Birdeye, Cherry, Modio, and Gusto or ADP. Relay works on top of the stack you already run.
Generic automation is built for the average med spa. Relay builds for your stack, your service mix, and your locations, healthcare-specific and human-in-the-loop, so the AI employee fits the operation you actually run. Med spa practice automation has to handle the cash-pay, membership, injectable, and covered-service billing mix at once; a point tool built for one layer cannot.
Front office automation covers patient-facing workflows: intake, scheduling, no-show recovery, waitlist fills, and consult follow-up. Back office automation covers internal operations: billing, prior auth, denial management, membership reconciliation, and GLP-1 program admin. Relay's AI employees cover both, on top of the platform your group already runs.
Stop the leak at every location.
A free 30-minute intro call is where we map the top operational leaks across your locations. No pitch, no generic demo. We walk through your stack (Aesthetic Record, Boulevard, Zenoti, NexTech) and show you where the no-shows, intake gaps, lapsed members, and billing errors are adding up. If it is a fit, we scope the first AI employee and start the discovery period.