7 Med Spa Financial Management Tips to Help Keep Payments Flowing

Med spas are growing in popularity — and by more than $1 billion per year as an industry — as more and more treatments and solutions become popular and accessible.¹ Implementing smart financial practices as part of your approach to effective med spa management may empower patients and clients who are paying out of pocket to move forward with the treatments they need or want.

Managing a spa can involve many moving parts, and the added financial administrative burden may sometimes result in payment delays and other complications. However, there are a few easy steps you can take to help improve the payment flow.

From incorporating medical spa financing and flexible payment options to communicating early and often with clients around costs, try these strategies to help improve your payment process.

1. Be Transparent About Costs

Patients and clients seeking medical spa services are sometimes unprepared for the cost. Effective med spa management can help remove common payment hurdles — like sticker shock — that may keep patients and clients from pursuing treatments.

Cost transparency is one of the key ways to build trust with your clientele. In Synchrony's Healthcare Journey Research Consumers and Providers report, 88% of patients surveyed prefer to learn about payment options before or at the time of scheduling.² They shouldn’t have to make an appointment and sit through a full consultation before they are given an estimate of what various services will cost. Whenever possible, provide a clear price range upfront starting with the higher end and ending with the lower while noting that actual costs may vary based on individual needs. Your financial policies — including cancellations, refunds and disputes — should also be clear and easily accessible.

Here are a few things you can start doing:

Manage expectations to help reduce cost disputes or chargebacks

With medical spa services that are cosmetic in nature, it’s important to discuss with patients and clients both what their expected outcomes are as well as the associated costs. This will help prevent disappointment in your services that may result in their trying to dispute the payment, which can lead to a costly chargeback for you.³

Create a clear, written policy regarding cancellations, refunds and disputes

For example, if you charge for a missed appointment, you should inform new clients of this policy ahead of time, such as when they schedule the appointment. You can also ask new clients to sign off that such policies have been explained to them, so there is no confusion later on.

Provide itemized cost breakdowns to avoid surprises

Explain how your billing process works and when payments are due. Be especially clear about when promotional pricing for new customers or bundled pricing ends, and what the regular price will be.

2. Offer Flexible Financing Options

Medical spa costs vary widely, as do the budgets of those seeking treatments. Paying in full, up front, may not be possible for some patients and clients, but with financing options, some may be able to move forward with care in a way that is affordable and manageable for them. Yet only 35% of surveyed med spa patients and clients said they were offered any type of financing or payment plan.²

Med spa financing can provide more options to your patients and clients. One solution is the CareCredit health and wellness credit card, which offers your clientele a way to spread out the costs over time, making the expense of services more manageable for their budget.

3. Normalize Financial Discussions During Client Encounters

According to Synchrony's findings, patients and clients report that they sometimes feel stress or frustration about out-of-pocket expenses for health and wellness.² Therefore, it makes sense that they might welcome a discussion on how to help make the cost of their care more manageable. Providing education about financing or other payment options — and making it clear that you’re committed to helping them access the best treatment for their wants or needs — can go a long way toward empowering your patients and clients to move forward with care.

Work with your practice's staff on how to convey empathy when discussing costs and financing options, and incorporate a cost discussion when it's appropriate. For example, here are a few ways in which you can let patients know that flexible financing is available:

• When they inquire about your prices. Explain that you understand a particular treatment plan can be a big investment, so if cost is a concern, you can share some information about CareCredit and other financing options.
• When they make an appointment. Remind them that they can use their CareCredit card at your location if they're already a cardholder — or they can quickly and easily apply when they come in, if needed.
• When they check in for their appointment. Offer to share information about financing options and answer any questions while they’re waiting to see their practitioner.
• When they check out after their treatment. Share the itemized bill and ask if they’d like to see what their estimated monthly payment could be with the CareCredit health and wellness credit card.

4. Avoid the Urge to Over-Discount

Offering special pricing can be an effective med spa business strategy. But these offers should be used strategically and temporarily.

For example, discounts can be used as a marketing tool to capture new business or to introduce a new service or staff member. However, those promotions should be for a set period of time, after which you can transition back to regular pricing.

On the other hand, lowering your prices to attract a new client who cannot afford the services at the regular rate may not provide ongoing benefits to your business. In those instances, you may be better served by offering financing options rather than reducing your profit. In fact, 56% of cosmetic providers surveyed by CareCredit agree that CareCredit helps attract new patients and clients when used in marketing communications.⁴

You can say something like, “I realize that $800 is expensive. However, perhaps our 6 Months Promotional Financing option might help. Let me show you how it will work.” Then, walk them through the Payment Calculator to estimate monthly payments based on the amount financed and chosen promotional option.

5. Use Digital, Mobile-Friendly Payment Systems and Processes to Streamline Checkout

It has become commonplace for consumers to use point-of-sale systems and digital payment platforms for many types of purchases, and this can include non-retail spending, such as paying for med spa services. According to a report by J.D. Power, 55% of consumers surveyed said they have been using newer forms of digital payment methods, including digital wallets (36%) and Buy Now, Pay Later (28%).⁵

With digital-focused tools like CareCredit's QR codes and custom links, med spa practices can make it easy for patients to apply for financing right from their phone. Digital enhancements can improve the patient and client experience, potentially cut down on wait times and result in less cumbersome paperwork for your staff.⁶

6. Harness Payment Systems That Integrate With Your Practice Management System

A digital point-of-sale financing solution built into your practice management software, like the CareCredit and NexTech integration, can allow for a better client experience. It can also help reduce wait times and paperwork, is less prone to human error and can boost overall efficiency among your office staff.⁷

For CareCredit providers, having this integrated payment solution can also allow your practice administrators to see pre-appointment which clients may already have or are preapproved for CareCredit so they can present it as a payment option. And it may reduce some data entry responsibilities, as transactions are automatically recorded in your system.

7. Proactively Ask for Feedback and Address Client Complaints

If you sense that a patient or client is not satisfied with the services or has questions about the billing, it's important to address their concerns in a timely manner so that they don’t try to withhold or dispute payment. In some cases, there could be a simple resolution that may satisfy them, at least enough to ensure that you are paid for services already rendered.

Asking for your clients’ feedback and listening to their concerns can help you avoid any issues, build a strong relationship and encourage their repeat business.

Make Your Med Spa Thrive

While managing a spa business involves many moving parts, occasional payment delays and related challenges can arise. Incorporating strategies that support smoother processes may help empower your patients and clients to move forward with care.

A Flexible Financing Solution for Your Cosmetic Practice

Want to make it easy for patients and clients to manage the cost of treatment at your cosmetic practice or business? Consider offering the CareCredit credit card as a financing solution. CareCredit offers individuals a way to pay for surgical and non-surgical treatments and procedures over time while helping enhance the payments process for your practice or business.

When you accept CareCredit, patients or clients can see if they prequalify with no impact to their credit score, and those who apply, if approved, can take advantage of special financing on qualifying purchases.* Additionally, you will be paid directly within two business days.

Learn more about the CareCredit credit card as a financing solution for your cosmetic care practice and business or start the provider enrollment process by filling out this form.

Author Bio

Dawn Papandrea is a journalist with more than two decades of experience covering personal finance and consumer issues. She has written for leading financial publications and organizations, including U.S. News & World Report, Investopedia, Bankrate and others.

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