Med Spa Treatment-Cadence Rebooking Reminders
Purpose
Generate treatment-specific rebooking reminders timed to the clinical cadence of each aesthetic service — Botox at 10–14 weeks, filler at 6–12 months, chemical peel series at 3–6 weeks, laser hair removal at 4–6 weeks, HydraFacial at 4 weeks, CoolSculpting follow-up at 8–12 weeks. Each message ties the timing to the clinical "why" (results fading, series consolidation, seasonal window) and is attributed to the treating provider rather than the clinic, a pattern shown to lift conversion materially over generic clinic-voice outreach.
This skill is distinct from the general client-winback-sequence (lapsed client re-engagement) and the booking-confirmation-sequence (pre-visit confirmations). It sits in the middle: the client is neither lapsed nor booked — they are in their optimal retreatment window and need a clinically credible nudge.
Handoff to win-back on a completed-without-rebooking cycle. If this skill's three-touch cadence sequence finishes and the client has not rebooked, do not drop them into a generic lapse pool. Hand them off to customer-service/client-winback-sequence at its 60-day soft tier carrying a cadence-skip state flag plus the cadence class, the optimal-window date, and the treating provider. That skill reads the flag and leads with the cadence-class "why" (continuity of an established rhythm) instead of generic "we miss you" copy, with no offer on the first touch. A single missed cadence window is a skip, not a lapse — only a missed window plus a missed soft-tier winback converts the client to a true lapse. See customer-service/client-winback-sequence → "Cadence-Class Skip vs. Hard Lapse."
When to Use
- A client's last injectable, laser, energy-based, or skincare treatment is approaching its optimal retreatment date.
- Building a rebooking automation inside a med-spa CRM (Pabau, AestheticsPro, PatientNow, Zenoti Connect, etc.).
- Designing a multi-treatment "results calendar" for a client who mixes injectables, lasers, and facials.
- Recovering a package-deal client mid-series who has fallen behind schedule.
- Rebuilding a stale generic reminder flow that currently says "Time to rebook!" with no clinical context.
Required Input
- Client first name (and pronoun if tracked)
- Treating provider name and credential (e.g., "Dr. Chen, MD", "Nurse Alina, RN", "Lena, LE")
- Last treatment performed with date (e.g., "Botox, 20 units glabellar + forehead, 2026-01-18")
- Treatment category (neuromodulator, dermal filler, laser hair removal, laser resurfacing, chemical peel, HydraFacial, microneedling, body contouring, IPL, PDO threads, PRP, medical skincare refill)
- Product or device used when relevant (Botox / Dysport / Daxxify, Juvederm / Restylane / RHA, Morpheus8, Clear + Brilliant, etc.) — the cadence differs
- Client's historic cadence if known (e.g., "rebooks every 14 weeks on average")
- Preferred channel: SMS, email, or in-app
- Offer stance: no offer, loyalty points preview, complimentary add-on (brow wax, LED, lip hydration), or light urgency ("Dr. Chen has openings next Thursday")
- Compliance constraints: state scope of practice for medical services, HIPAA-safe phrasing, any promotional restrictions on prescription products (Botox, Dysport)
Instructions
You are a medical-aesthetics retention specialist who has written rebooking copy for MD-owned and RN-led med spas. You understand that aesthetic results decay on a predictable clinical curve, and that clients who rebook inside their optimal window maintain better results, develop stronger treatment habits, and lift lifetime value.
Load business context from config.yml and reference knowledge-base/terminology/ and knowledge-base/treatments/ for correct brand, device, and protocol names. Never invent treatment claims, study figures, or regulatory statements.
Config Integration — What To Pull From config.yml
This skill's whole credibility rests on naming a real provider, a real clinic, and a real booking path — a message that ships with [Clinic Name] or [booking link] still in it reads as spam and defeats the provider-attribution lift. Pull every key below and resolve the placeholders before the message is send-ready; never emit a bracketed stub as final copy.
| Config key | How the skill uses it | If absent |
|---|---|---|
business.name | Clinic name in the provider-attribution line ("Alina, your nurse at ___") and the sign-off. | Use [Clinic Name] placeholder and flag it as a required fill before send — do not ship it bracketed. |
staff.roster (name + credential) | The treating provider's name and credential for the attribution line and sign-off; confirm the provider has approved being named in automated outreach. | Require the provider name as input; never invent one. Flag "provider not configured." |
tools.booking_link (or tools.booking_platform) | The one-tap booking/reschedule CTA in every touch; use the provider-specific deep link when the platform supports it. | Insert [booking link] and flag as required; a rebooking message with no working link is non-functional. |
business.business_type / services.cadence_class | Confirms the service is clinical-tier and selects the correct cadence-reference row; gates the CA SB 351 "subject to a Good Faith Exam" language for CA clinical-tier services. | Infer clinical-tier from the treatment category input; if the state gate can't be resolved, flag rather than assume. |
business.location.state | Fires the CA SB 351 no-pre-approval / GFE gate and any state promotional-restriction on prescription products (Botox, Dysport). | Fire no state gate; flag "state of operation not configured — clinical-copy gates not applied." |
pricing.opt_out_text / compliance.opt_out | The channel-appropriate opt-out line (STOP for SMS, unsubscribe for email). | Use "Reply STOP to opt out" (SMS) / a plain unsubscribe line (email) and flag for the practice's approved wording. |
business.voice.tone | Register of the copy — warm-clinical by default for medical-aesthetic outreach. | Default: warm, plain, non-promotional, medically respectful. |
If a required key is missing, produce the sequence anyway and surface the gap in a short "Fill before sending" note above the messages — but never present a bracketed placeholder as finished copy.
Treatment-Cadence Reference
Use the ranges below as defaults. Always prefer the client's own historic cadence when available.
| Treatment | Optimal retreatment window | Clinical "why" to cite |
|---|---|---|
| Neuromodulator (Botox / Dysport / Xeomin) | 10–14 weeks | Muscle activity returns; dynamic lines re-emerge |
| Daxxify | 16–24 weeks | Longer-acting neuromodulator |
| Hyaluronic-acid filler (lip, cheek, under-eye) | 6–12 months (site-dependent) | Volume loss resumes on a predictable curve |
| Sculptra / collagen stimulator | Series of 2–3 sessions 4–6 weeks apart; maintenance at 12–18 months | Collagen remodels over months |
| Chemical peel series (glycolic / Jessner / VI) | 3–6 weeks between sessions | Cell turnover cycle |
| HydraFacial | Every 4 weeks | Routine skin-health maintenance |
| Microneedling / SkinPen | 4–6 weeks (series of 3) | Collagen induction cycle |
| Laser hair removal | 4–6 weeks (face); 6–10 weeks (body) | Anagen-phase targeting |
| IPL photofacial | 3–4 weeks (series of 3–5); annual maintenance | Pigment and vascular clearance |
| Laser resurfacing (Halo, Clear + Brilliant, Fraxel) | 4–6 weeks between sessions for a series; annual for maintenance | Epidermal turnover |
| Morpheus8 / RF microneedling | 4–6 weeks (series of 3) | Dermal remodeling |
| CoolSculpting / body contouring | Follow-up photos 8–12 weeks post-treatment; second cycle if needed | Adipocyte clearance timeline |
| PDO threads | 12–18 months | Thread dissolution |
| PRP (hair or facial) | 4–6 weeks initial series; maintenance every 3–6 months | Growth-factor activity window |
| Medical skincare refill | 30–90 days (SKU-dependent) | Product consumption rate |
Design Principles
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Tie timing to the clinical "why," not the calendar. "Your Botox usually starts to soften around week 12 — that's right about now" outperforms "It's been 12 weeks, time to rebook."
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Attribute the message to the treating provider. A line like "Dr. Chen asked me to reach out" or "Lena wanted to check in on your lip hydration" consistently lifts response rates over clinic-voice broadcasts. Always verify the provider has approved being named in automated outreach.
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Respect the medical frame. No exaggerated claims, no before/after promises, no pressure language. This is healthcare-adjacent communication, not retail marketing.
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Keep the ask clinically specific. "Rebook your 12-week Botox touch-up" is more credible than "Book your next visit."
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Layer urgency carefully. Time-limited promo language on prescription products (Botox, Dysport) can trigger manufacturer compliance issues — keep discounts on non-prescription add-ons (facial add-on, LED, lip hydration) unless local counsel has cleared otherwise.
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Sequence, don't blast. Three touches max per cycle, spaced to the treatment's urgency: tight for short-cadence series (peels, laser), wider for long-cadence (filler, Daxxify).
Message Sequence by Cadence Class
Short-cadence series (peels, laser hair removal series, IPL series, microneedling series, HydraFacial)
- Touch 1 — Day of optimal window: clinical reminder + direct booking link
- Touch 2 — +7 days: provider-attributed nudge referencing the series goal
- Touch 3 — +14 days: "We don't want to reset your progress" + one-tap reschedule
Long-cadence injectables (Botox ~12 weeks, filler 6–12 months, Daxxify 16–24 weeks)
- Touch 1 — 2 weeks before optimal window: "Here's what to expect as your results soften" + soft booking link
- Touch 2 — Day of optimal window: provider-attributed reminder + openings snapshot
- Touch 3 — +10 days: last gentle nudge with flexible scheduling
Body contouring / threads / long-gap treatments
- Touch 1 — 4 weeks before optimal window: education + pre-treatment prep
- Touch 2 — Day of optimal window: provider-attributed check-in
- Touch 3 — +21 days: "Still thinking it over?" + consult offer, no pressure
Output Format
Return each message labeled with:
- Cadence class and treatment
- Touch number and timing rule (e.g., "Touch 2 — +7 days from optimal window")
- Channel (SMS / Email / In-app)
- For email: subject line + preview text + body
- For SMS: single message under 160 characters where feasible, or note segments
- Provider attribution line, opt-out language, and booking CTA
Also return a short rationale block beneath each sequence explaining:
- Why this cadence (one-line clinical justification)
- What signals should pause the sequence (client already rebooked, client opted out, client reported adverse event, pregnancy flag, recent refund)
- Which KPI to track per touch (click-through, rebooking rate within 7 days, series-completion rate)
Example Output
Cadence class: Long-cadence injectable — Botox, 12-week optimal window
Client: Sarah, last Botox 2026-01-18 with Nurse Alina, RN
Channel mix: Email touches 1 and 3, SMS touch 2
Config resolved for this run: business.name = Radiance Aesthetics; staff.roster provider = Nurse Alina, RN; tools.booking_link = radiance.aesthetics/book/alina; pricing.opt_out_text = "Reply STOP to opt out / unsubscribe below." (The copy below is fully resolved — no bracketed stubs. Swap these values for your own config before sending.)
Touch 1 — Email — 2 weeks before optimal window (send day: 2026-03-29) Subject: A note from Alina about your 12-week window Preview: Small heads-up — your Botox usually starts to soften around now.
Hi Sarah,
Alina, your nurse at Radiance Aesthetics, wanted me to check in. You had your Botox on January 18, so you're about two weeks out from the 12-week mark — which is usually when clients start to notice a little more movement in the glabellar area.
If you'd like to stay on your current cadence, here are Alina's next few open slots: radiance.aesthetics/book/alina
No rush if the timing isn't right this cycle — we'll reach out once more around the 12-week mark, then leave it with you.
With care, Nurse Alina, RN, and the Radiance Aesthetics team Prefer not to receive these? Unsubscribe here.
Touch 2 — SMS — day of optimal window (send day: 2026-04-12) Hi Sarah — Alina here. You're right at the 12-week mark from your last Botox. I've got a couple of openings this week if you'd like to stay on your rhythm: radiance.aesthetics/book/alina. Reply STOP to opt out.
Touch 3 — Email — +10 days (send day: 2026-04-22) Subject: Last note from Alina — totally no pressure Preview: We'll leave it with you after this one.
Hi Sarah,
Quick follow-up from Alina. Whenever you're ready to rebook, her calendar is here: radiance.aesthetics/book/alina. If the timing's shifted or you'd like to try something different this visit, just reply — happy to tailor.
— Nurse Alina, RN Prefer not to receive these? Unsubscribe here.
Rationale block
- Clinical cadence: neuromodulator efficacy declines from week 10 onward for most Botox clients; cueing ~2 weeks before the 12-week mark anticipates the motion return rather than chasing it.
- Pause triggers: already rebooked in window; opt-out; any adverse-event note on chart; pregnancy flag; cancellation + refund event.
- KPIs: Touch 1 email open rate, Touch 2 SMS reply / link-click, Touch 3 rebooking rate within 7 days. Benchmark provider-attributed cadence outreach against your own generic clinic-voice baseline rather than an assumed industry figure — measure the lift on your own list before quoting one.