Medical Aesthetics · Case study
Harmony MedSpa
Patient Growth Automation for Medical Spas
CodeSquad built a patient growth system that captures leads, responds in about 60 seconds, follows up automatically, and tracks everything in one dashboard.
How Harmony MedSpa Built a 24/7 Patient Growth and Follow-Up System
Harmony MedSpa delivered excellent patient care, but its lead-management process depended heavily on manual follow-up.
New enquiries arrived throughout the day and night through website forms, phone calls, Google Ads, and other marketing channels. Because the inbox was checked manually between patient appointments, potential patients could wait several hours before receiving a response.
There was also no structured follow-up sequence for people who enquired but did not immediately book. Once a lead went cold, they were often never contacted again. Past patients were not being systematically re-engaged, rebooking reminders were handled inconsistently, and referrals were not tracked from beginning to end.
Management also lacked a single place to view new leads, communication activity, follow-up status, and marketing performance.
The clinical experience was strong. The operational challenge was speed, consistency, and visibility.
A connected system designed around the way the team actually works.
CodeSquad built a connected system that captures every lead, responds within 60 seconds, follows up automatically over 14 days, reactivates past patients, and manages rebooking and referrals — all visible on one live dashboard the team uses daily.
Stack: Website + Make.com + Airtable + Mandrill + Mailchimp + PatientNow + custom dashboard.
What the system does.
What changed.
“CodeSquad has done great work transitioning us from fragmented follow-up to a fully automated system.”— Hayden, Harmony MedSpa
Harmony MedSpa’s main challenge was not the quality of its treatments or patient care. The missing piece was a reliable system for responding, following up, re-engaging, and tracking every patient opportunity.
CodeSquad created that system without replacing the clinic’s existing booking process.
Harmony MedSpa now has a connected growth engine that responds to new leads in approximately 60 seconds, follows up with non-bookers, reactivates past patients, supports repeat bookings, and gives management clear visibility from one dashboard.
Common questions.
Will this replace our booking system?
No — it wraps around your existing system.
What if we already have a marketing team?
Our Dashboard tier fits teams that just need visibility.
How long to launch?
2-3 weeks
Have an idea worth building?