Med Spas, Front Desk, Hiring, Receptionists

What to know before you hire a med spa receptionist

Written by Teem

Your receptionist is usually the first person a new client talks to and the last one they see on their way out. That puts the hire close to both kinds of revenue a med spa runs on, the new client and the one who comes back. Plenty of owners know the job from the inside because they've been doing it themselves, often on top of marketing and everything else. If you're getting ready to hand that desk to someone, here's what's worth knowing before you post the job.

What the job looks like now

Most of the role splits into two halves that compete for the same minutes.

• The first half happens in the room. Your receptionist greets each client, checks them in, and walks them out with the next visit already booked.

• The second half arrives through a screen or a phone line. Calls, Instagram DMs, website forms, and texts all land at the same desk, along with the quieter work of confirming tomorrow's appointments and filling a slot when someone cancels.

On a slow morning, one person can handle both. On a Saturday at 11:40 am, with a client at the counter choosing between two packages, the phone and the inbox wait. Decide before you hire which half comes first in that moment, and who picks up the other one.

How the front desk affects revenue

The American Med Spa Association's 2024 State of the Industry report puts average spend at $527 per visit and found that 73% of med spa clients are repeat clients. A lot of that repeat business gets set up at checkout, which makes rebooking one of the most valuable things your receptionist does.

It's also the easiest part to overestimate. Zenoti, a software company that serves med spas, looked at 2025 data from businesses on its platform for its 2026 benchmark report. Where clients had been rebooked once, 37% of those appointments were later canceled. Once clients had been rebooked two or more times, cancellations fell to 4%. So the job includes the follow-through after the booking: a confirmation call a few days out and an easy way to reschedule before they cancel.

New clients count for more, too. The same data shows new client visits at med spas fell 11% in 2025. With fewer first-timers coming through the door, every inquiry from one deserves a quick, warm answer.

Tips for writing the job posting

A few small choices in the posting help the right people find you.

• Use your clients' word for the role. Most med spas say front desk. Leave "medical assistant" out of the title. In aesthetics it usually means a clinical role, and it brings in applicants who expect one.

• Name the channels the person will own. If that's the phone, the Instagram inbox, and the website form, say so.

• Name the booking software and the hours. Experience with your system, or one like it, is a plus because it shortens the first few weeks. If you want evening coverage, put it in the posting.

Keep the door open beyond medical offices, though. People from hotels, restaurants, salons, and retail often bring the warmth and the comfort with selling this role needs, and they can learn your booking system in their first weeks. If many of your clients would rather talk in Spanish, list Spanish as a skill you're hiring for.

Say it's partly a sales role. The consult is where most first-time clients decide, and the person who books it is part of that decision. Tell candidates you'll look at their rebooking rate and how many inquiries turn into consults.

What to test in the interview

Two short role-plays show you how a candidate sounds on a busy afternoon.

• A caller asks how many units of tox they'd need for their forehead lines. A strong candidate doesn't guess. They tell them it's a great question for the consult, explain that the injector will walk them through it, and offer two times that work.

• A client is checking out when the phone rings and a DM comes in. Ask what they'd do first and what they'd say to each person.

Then hand the candidates one real DM from your inbox, name removed, and ask for a written reply. Plenty of inquiries arrive in writing now, and tone on a screen is harder to get right than tone across a counter.

Budgeting for the hire and planning coverage

Receptionists earned a median of $18.27 an hour in May 2025, according to the Bureau of Labor Statistics. Pay varies a lot by state and city, so check your own area before you set a range.

Wages are only part of the bill. As a rough estimate, benefits make up somewhere around 20% to 30% of what an employer spends on a hire. Add the hours you'll spend posting, interviewing, and training, and one hire costs more than the hourly rate suggests.

Then there's coverage. One full-time person covers one set of hours. Lunch breaks, sick days, vacations, and the DMs that land after close still need someone. Owners usually fill that gap in one of four ways: a part-time hire for peak hours, an answering service, an AI receptionist, or a remote team member who takes the phone and the inbox while the front desk looks after the room. All four have trade-offs. Ask an answering service whether it books into your system and answers DMs, and test an AI receptionist on a nervous first-time caller before you trust it with one.

A remote team member is the option Teem offers. They're real people who work only for your med spa, inside your booking system, answering calls, DMs, and web inquiries. You interview three or more candidates and choose, many speak Spanish, and Performance Tracker shows you the work as it happens. In a single month, more than 15,000 people applied to work with Teem, and fewer than 50 were hired. Team members stick to scheduling and communication work, and anything clinical goes straight to your provider.

Whoever you hire, give them a gentle first week and a written list of the questions your clients ask most. The front desk is where clients decide how your spa feels, and the person behind it deserves time to learn your voice.

Give your front desk room to breathe: a full-time remote teammate from Teem can cover your phone and inbox for $11.50 an hour.