The same brand system carried into thumbnails, social posts, ads, and service education graphics.
Every case study we publish starts the same way ours did with this client: with an audit, not a pitch.
Quynh Doan runs A Younger You Wellness & MedSpa in Englewood, Florida. She is an APRN with a functional medicine background, a loyal patient base, and a clinic she built herself. What she did not have was an online presence that matched the quality of her work. So before we proposed anything, we got on a screen share and looked at everything she was running. I did that audit myself, the same free audit we offer every business owner who asks.
The audit came back with one clear verdict: she was overpaying for a system that was underdelivering. Her stack added up to more than $1,200 per month worth of tools, and the pieces did not talk to each other. The website looked vague, with no visuals that would pull a visitor in and no real calls to action anywhere. The membership system was broken, working some days and failing on others. There was no lead management, no automated follow ups, and no SEO mapping behind any of it. When a lead came in and nobody caught it that hour, it simply died.
Here is the part that matters if you own a clinic: none of this was her fault. She was sold tools, not a system. What follows is the exact three phase program we ran to fix it, the same 90 day business setup we run for every client, documented in public with real costs and real screenshots.
The Foundation
Phase one rebuilt everything her business stands on: the website, the brand system, and the CRM underneath them both. This is the formation stage of the 90 day setup, and it is where most of the visible transformation happened.
The website, rebuilt around her brand. The new website cost under $500 and shipped with SEO built into every page. That is not a typo, and it is the first thing clinic owners ask about, so let us deal with it now. Traditional agencies charge $3,000 to $4,000 for a 90 day SEO warmup just to get a website starting to rank. We do it differently: the site is built correctly from day one, so the rankings arrive as a consequence of the build, not as a separate retainer.
During our video calls we noticed something about Quynh that shaped the entire project. She is serious about her branding. Her clinic interior is printed in her brand colors. So instead of handing her a template, we replicated her exact brand identity, her colors, and her voice across every page. The site is structured the way a med spa website should be: a clear home page, an About section that tells patients who Quynh is and what her practice stands for, her real photos, and service pages that answer what patients actually search. We wired everything up using OmniFlow, optimized the build for speed, and produced the content and on page SEO using Claude and current AI engines under human review, with no separate SEO team hired at any point.
Before Transformation
The same business, 90 days apart. Each screen scrolls the full page as it enters your view.
One brand system for everything. A brand only works when it looks the same everywhere a patient meets it. So we built her a complete brand guideline: color palette, typography, post templates, and a voice that matches the calm, clinical confidence of her practice. This single document now governs her website, her social media, her ads, and every graphic her team produces.
The CRM swap that freed over $1,100 a month. We replaced more than $1,200 per month worth of tools with OmniFlow at $99 per month. Same class of technology, one system instead of a pile of subscriptions, and she owns the data inside it.
OmniFlow is our own CRM platform, built on the same engine that powers GoHighLevel, the platform thousands of agencies resell at agency prices. The difference is what you pay for it. At $99 per month, OmniFlow handles her CRM, email, SMS, appointment booking, funnels, reviews, and reporting in one place.
Before the swap, her budget was scattered across social media tools, a CRM, email software, automation add ons, review management, and scheduling. Each one billed separately. None of them shared data. The comparison below is the one we show every clinic owner who asks why their software bill keeps growing. The honest math: the tools went from over $1,200 to $99, freeing more than $1,100 every month, which is roughly what now funds the humans you will meet in phase three.
Growth and Visibility
Phase two turned the foundation into a growth engine: a social presence that finally matched her clinic, automations that catch every lead, and the systems that bring patients back without ad spend.
Social media, carrying the new brand. With the guideline in place, we rebuilt her social presence around it. Every post, every promotion, every service highlight now carries the same identity a patient sees when they walk into her clinic. The change is easiest to show, not tell.
Meta ads and reactivation campaigns, both paying for themselves.
Her Meta ad campaigns turned profitable from the very first launch, and they still book new procedures for her clinic today. We handle the research, the creative, and the targeting, and the clinic sends real photos and video from inside the practice to keep every ad authentic.
Alongside the ads, we run dedicated organic campaigns through OmniFlow, built entirely on her own past patient data. Every email is checked to confirm it lands in the inbox, not the spam folder, before a single campaign goes out. These are not generic newsletters. They are targeted messages sent to patients who already bought from her once, and they are booking her again.
Want the full breakdown of how these campaigns are structured and what they are producing? Book your slot and we will walk you through it.
Every lead, one system, zero leaks. Every lead that touches her business now lands in one CRM, no matter where it comes from. Phone calls, website forms, live chat, Instagram DMs, Facebook DMs, and Google and Meta ad leads all flow into the same pipeline. During business hours, an incoming lead routes to an available team member and a real conversation happens. After hours, the system records a professional voicemail greeting, fires an automatic SMS and email reply, shares the booking link, and creates a follow up task for the next business day. Nothing waits in an inbox hoping someone notices it.
One integration deserves a straight answer, because every clinic owner reading this is already thinking about it. Yes, her booking events sync into the CRM. No, our team never logs into her medical record system. We built the integration so booking data passes into OmniFlow while patient records stay exactly where they belong, inside her clinic's own compliant systems. Our remote team works the CRM, never the charts.
That data hygiene powers the most satisfying result of the whole engagement: the reactivation machine. With accurate patient data in the system, a single email or SMS campaign to past and returning patients produces direct calls and booked appointments. Her Facebook ads run profitably alongside it, with our team handling the research and the creative while the clinic contributes real photos and videos. But the reactivation campaigns cost nothing per booking. The system does not just capture new leads. It brings back the patients she already earned.
The membership upgrade: RepeatMD and Ageless AI. The broken membership system got replaced with the strongest stack available to aesthetic practices right now. Her memberships now run on RepeatMD, the patient loyalty and Medcommerce platform used by more than 4,000 aesthetic and wellness practices. Patients join, pay, and manage their memberships through a branded experience instead of a page that worked on alternate days.
With RepeatMD came something newer. In March 2026, RepeatMD launched Ageless AI, a patient visualization platform developed with a Medical Advisory Board that includes Dr. Paul Nassif. Patients upload a selfie and see photorealistic treatment previews on their own face, which turns curiosity into consultations. A Younger You Wellness & MedSpa was an early clinic to deploy it, and Ageless AI imaging is live on her new website today.
The point for clinic owners is bigger than any single tool. Recurring membership revenue plus patient reactivation means the practice earns whether ads are running or not. Most med spas rent their revenue from ad platforms. She now owns hers.
Is your clinic running on tools that do not talk to each other?Book a free audit. We will walk through your website, your CRM, your lead flow, and your bills, and tell you what to fix first.
Get My Free AuditBuild Your Own Team
Phase three gave her what most clinics never get: a dedicated team that works only for her, at a cost most owners will not believe until they see the table. This is the phase where you stop depending on agencies forever, and it is the reason the first two phases exist.
Here is her full operating stack, with real monthly costs, because no agency will show you this table:
| Role | What They Own | Monthly Cost |
|---|---|---|
| Graphic Designer | Every visual: social posts, ad creative, thumbnails, website graphics | About $300 |
| Animator | Reels, motion graphics, video ads, educational explainer videos | About $400 |
| Virtual Assistant | CRM management, platforms, website content, landing pages | Under $400 |
| Remote CSR | Every call, every lead, every follow up | About $300 |
| WordPress Developer | Weekly backups, fixes, campaign landing pages, technical SEO | $99 |
| Social Media Marketer | Paid ads across Google and Meta with our guidance | About $300 |
| OmniFlow CRM | The system underneath all of it | $99 |
Each person is dedicated to her business. This is not an agency pod split across ten clients. And the reasoning behind the $99 developer is worth stating plainly: med spas need a developer, they do not need a full time developer. She pays for exactly the availability her business requires, and the same logic sizes every role on this table.
The total lands near what many clinics pay for a single tool stack, and well under the cost of one junior US hire. Her transformation was funded almost entirely by money she was already spending on tools that did not work together.
The Results at Day 90: Real Rankings, Real Screenshots
By early July 2026, her website appears in Google results for 82 different search queries, with around 20 of them at position one. Every number in this section comes from her Google Search Console, and the screenshots below are unedited.
The position one list includes her brand searches and, more importantly, the commercial searches that bring strangers to her door: dermal fillers englewood fl, hydrafacial, lip filler, under eye fillers, and chemical peel in englewood fl. For patients searching near her clinic, she appears at position one for botox near me and medspas near me. Sitting just behind those, restylane englewood fl holds position 1.5, laser hair removal near me position 3, iv therapy englewood fl inside the top 5, and botox englewood fl inside the top 10.
One detail we did not expect this fast: she ranks at position one for near me searches coming from Boca Grande, the affluent island community down the coast. High value patients are finding her organically.
The site's average position climbed from 19.1 to 13.7 across the engagement. And the number that should interest every clinic owner comparing options: the total SEO investment was the $500 website build, because the optimization was baked into it, plus a $99 per month developer. No SEO retainer. No agency warmup period. No $4,000 ramp.
That is the part most clinic owners miss. We were not running an aggressive SEO campaign here. Quynh asked for a proper website, and we delivered one with speed, structure, search intent, technical SEO, and best practices built in from day one. Even without months of heavy SEO work, her clinic started ranking for high intent searches like botox near me, the kind of keyword many practices pay thousands of dollars a month to chase. When the foundation is built correctly, it starts proving the point before the extra spend begins.
Real Google Search Console data. Swipe or use the arrows to see the underlying screenshots behind every number.
Results vary by market, competition, and starting point, and we will keep reporting hers honestly as the months add up.
Is Your Clinic in the Same Spot She Was?
Read this list the way we read her audit. You are paying $800 to $1,200 or more each month across tools you barely open. Your website embarrasses you a little when a patient mentions it. Leads text after 6pm and nobody answers until tomorrow, if at all. Your memberships live in a system that works most days. Your social feed goes quiet whenever the clinic gets busy.
If three or more of those landed, you are where Quynh was in May. The gap between her May and her July was not talent or budget. It was a system, built once, built right.
What This Means for Your Business
You do not need a bigger marketing budget. You need the budget you already spend to stop leaking. The $1,100 a month the CRM swap freed now covers most of a dedicated human team, and the phases you just read are not a custom miracle. They are the standard 90 day business setup we run in the same order for every client: foundation, growth, then your own team.
It is the same sequence we ran for TOCC Aesthetics, and it is the sequence we will run for the next clinic, possibly yours.
What Happens Next
Her engagement continues. The next phase focuses on deeper SEO growth and performance marketing, and we will publish updates to this case study as the numbers come in. This page will keep growing the way her business does.
This Case Study Keeps Updating
Want the updates as we publish them? Drop your email and we will send each new chapter of this case study, plus what we learn along the way. No spam, no pitch parade, just the real numbers.
Frequently Asked Questions
How much should a med spa pay for a CRM?
A med spa should not need to pay more than $100 to $300 per month for a capable CRM, yet many clinics pay $800 to $1,200 or more across scattered tools that do the same job badly. The clinic in this case study replaced over $1,200 per month worth of tools with a $99 per month system built on the GoHighLevel engine. Before paying for any platform, audit what each tool actually does and where the overlaps are. In most audits we run, more than half the software bill is duplication.
Can a med spa rank on Google without hiring an SEO agency?
Yes, a med spa can rank without an SEO agency if search optimization is built into the website build from day one instead of bolted on afterward. In this case study, the clinic reached position one for around 20 search queries within the 90 day window, and the entire SEO investment was a $500 website build plus a $99 per month developer. AI assisted content under human review handled the optimization work an agency would bill a retainer for. Results vary by market and competition, but the retainer model is no longer the only path.
How does a remote team work with a medical practice without touching patient records?
The remote team works inside the CRM and never inside the medical record system. In this engagement, we built the integration so booking events pass into the CRM automatically while patient records stay inside the clinic's own compliant systems, which our team never logs into. The remote staff manages leads, follow ups, marketing, and the website. Everything clinical stays with the clinic. That boundary protects the practice, the patients, and the partnership, and it is non negotiable in every healthcare engagement we take.
What does the 90 day business setup include?
The 90 day business setup runs in three phases. Phase one builds the foundation: a custom website with SEO built in, a brand guideline system, and a CRM wired to the business. Phase two builds growth and visibility: social media, lead automations, follow up systems, and marketing. Phase three helps the owner hire their own dedicated remote team so they never depend on an agency again. The client in this case study completed all three phases, and this article documents each one with real costs.
What is Ageless AI and why did this clinic add it?
Ageless AI is a patient visualization platform launched by RepeatMD in March 2026, developed with a Medical Advisory Board that includes Dr. Paul Nassif. Patients upload a selfie and see photorealistic previews of treatment outcomes on their own face, which converts hesitant browsers into booked consultations. This clinic deployed it early alongside RepeatMD memberships, putting a visual answer to the biggest question every aesthetic patient has: what would this actually look like on me? It now runs live on her website.