9 months before you plan to open:
Hire a Lawyer for Proper Medical Spa Setup: Look for a lawyer experienced in healthcare law, preferably one with expertise in the medical spa field. An experienced lawyer can help you choose the proper business structure (e.g., PC, PLLC, LLC, corporation) based on your needs and assist with the legal paperwork to establish the entity. It is essential to work from the right legal foundation from the beginning. If your business requires an MSO/MSA structure, it is crucial to create that framework at the outset to properly document the relationships between the MSO, the medical director, and any clinical staff. This relationship also helps to protect you in case of a board investigation.
Locate a Medical Director and Establish Entity: Find a qualified medical director who meets your business needs and is knowledgeable in the services they are supervising. If your business requires the MSO/MSA structure, ensure the medical director has their own professional entity (e.g., medical corporation) or, if necessary, help them form one with your lawyer. This step is crucial for regulatory compliance and liability protection.
Trademark Name and Logo: Work with your lawyer to choose a unique and memorable name for your business. You want a name that sets you apart, and that has not already been trademarked. Your lawyer can help you file for a trademark to protect your business name, logo, and brand identity.
Develop a Business Plan: You may have a vision but to succeed and make your vision a reality you’ll need a solid medical spa business plan. Your business plan must include your financials for start-up medical spa cost and operating budget., business model, your location, your menu, what type of treatments will you offer, your products, the team needed, all business steps needed to ensure your success.
Also make sure you are in compliance with regulations in your area. A law firm focusing on healthcare law can introduce you to several consultants and marketing companies that could help you.
9-month Prior to Opening
— Hire A Business Consulting Firm
Hiring a medical spa consulting firm will be a wise move to help you avoid costly mistakes. The firm should be able to assist with all the aspect of the planning, opening and running a successful medical spa. To succeed you will need a proven effective business model. One that includes, how to hire providers, how to pay the team, how to train them on generating revenue, how to structure the business, the systems to implement, the solid strategies to help you succeed. Your professional team must include and attorney, a business consultant, and an accountant. Having these professionals by your side will help you navigate quickly and effectively. Opening and running a medical aesthetics practice is not something they teach in medical school. Gaining access to top notch professionals will increase your success rate and avoid costly mistakes.
6-9 month Prior to Opening find Location
— Lease and Build-out
Find a Location and Get Your Lease Reviewed: Search for a great location that meets zoning regulations and is accessible to your target market. Have your lawyer review the lease and construction agreements to ensure favorable terms and compliance with legal requirements related to the operation of your business.
If you are planning to build-out the space, make sure you have someone with experience to do your space planning. We have seen many costly mistakes made because they allow an architect to draw the plans.
It takes someone who understands the medical spa industry to achieve a great space plan. The space plan must be great from a guest experience, operational functionality for the team, and profitability per square foot. See sample plans.
Draft Contracts with the Medical Director: Work with your legal team to draft comprehensive contracts outlining the roles, responsibilities, a performance-based compensation, and expectations of the medical director. Ensure each contract is structured compliantly and affords sufficient legal protection to both parties. Unless you yourself are a medical director, never use medical director contracts provided by medical director companies. Those contracts heavily favor the medical director and will not grant you the legal protections necessary to safeguard your interests.
Prepare Proper On-Site Documentation, Protocols, and Consents: It is essential to ensure you have the proper supervisory contracts, protocols, and consent documents before performing any patient services. An experienced healthcare lawyer will always preach that documentation is your friend!
Obtain Location Permits and Licenses: Several services provided at a medical spa, IV hydration practice, or wellness practice will require a license or permit for the premises. Work with your legal team to obtain these licenses and permits.
3-month prior to opening develop your Marketing & Sales Plan
You can have the most beautiful facility but if you don’t have people walking in you have nothing. Developing an effective medical spa marketing plan is essential to your success. The plan must include the name of your medical spa, your brand development, purchasing your domain name for your website and social media platforms, your logo, business cards, your medical spa menu, etc. Identify all the marketing strategies you will be implementing to lead consumers to your medspa. Draft a sales process. Clarify how will you generate revenue in the medical spa and online.
One Month Before You Plan To Open:
Get The Right Insurance: A well-connected law firm should be able to introduce you to potential insurance providers and guide you on what types of insurance are needed and the policy limits and coverages.
The Right Software System: there are many options when it comes to software. Choose the one that can help you launch and manage a membership and loyalty programs.
Order Products, Devices, and Supplies: Your law firm can help you with vendor selection, contract negotiation, and supply lists. Ensure you get any equipment financing or purchase contracts reviewed by your legal team before signing.
Set Up Location and Pre-Opening Marketing: Prepare the physical space for your business, order necessary products and supplies, and execute pre-opening marketing campaigns to create awareness and attract potential clients.
Your Soft Opening, Grand Opening And Beyond:
Open for Business: Once all preparations are completed and necessary approvals/licenses are obtained, officially open your business to the public. We recommend doing a soft opening first for about two weeks for friends and family make sure all your systems are a go and then do your grand opening.
Continue Marketing: Marketing your medical spa is not a one-and-done process. Plan to do continuous marketing to attract new clients and retain your existing clients. You want to focus on marketing to the affluent consumers so you can charge more and get paid your true worth. Don’t play price war games, and don’t use Groupons! That is a recipe for failure.
Stay Informed About Changes In the Law: Your legal team can help keep you informed about any legal updates and changes and adjust your paperwork as needed.
Make Sure to Have Contracts With All of Your Team Members: Do not hire anyone in any capacity without a contract. If you are providing extensive training to your team members, consider having them sign training reimbursement contracts.
Throughout this process, maintaining open communication with your legal team and your business consultant are essential to address any legal or business concerns or compliance issues that may arise. Additionally, consider consulting with other professionals like accountants, marketing companies, and insurance agents to ensure comprehensive business planning and risk management.
