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A career shift into the aesthetics industry is an enormous change, especially if you’ve spent the majority of your career so far as a nurse or a physician.
Whether you’re opening your own aesthetic practice or you’re looking to use a software tool in your clinic for the first time, it’s probably all new. And maybe business management and the thought of buying tech and having to learn about marketing all feels a bit intimidating.
That’s why a system that understands the complexities of the medi aesthetic industry is crucial. A specialized practice management software will enable you to handle everything you need to do, to ensure seamless operations and safe, secure, and effective client care.
Join us as we explore the top five practice software solutions, which each promise to simplify administrative tasks, enhance client engagement, and optimize clinic performance.
Why aesthetic clinics need specialized software?
To understand why aesthetic clinics require specialized software, let’s explore some of the key areas in which these tools prove invaluable.
Compliance with regulations
Aesthetic clinics operate within a highly regulated environment where adherence to strict guidelines is a must – and it’s only going to get more regulated. Failing to comply with these regulations not only jeopardizes patient safety but also puts the clinic at legal risk.
Managing patient records, consent forms, and treatment plans in compliance with these regulations is no small feat. This is where specialized software steps in, providing a secure and organized platform for Electronic Health Records (EHR) and practice management.
It relieves the burden of compliance, and ensures clinics operate within the bounds of the law.
Complex treatment plans
Patient journeys are intricate journeys involving multiple steps, appointments, and follow-ups. Without a streamlined system, managing these plans becomes a logistical nightmare.
If you find yourself having to do a lot of tasks manually, your business may be at a disadvantage. Specialized software comes equipped with features that facilitate efficient scheduling, progress tracking, and seamless communication with clients.
Online booking and consultation
Aesthetic clinics have to adapt to the preferences of their tech-savvy clients.
Traditional methods of appointment booking and in-person consultations are losing ground to online bookings. GetApp’s research indicates that over 70% of people prefer to book appointments online. Without the right tools, clinics risk being left behind.
A robust software that enables clients to self-manage their journey booking is the preferred option. Patient portals mean clients can book, reschedule and cancel appointments, as well as book in virtual consultations, make everything much more seamless for clients.
Marketing and customer relationship management (CRM)
Marketing in the aesthetic industry needs a mix of traditional and marketing strategy, with a balance of promotion to new clients and relationship building with existing clients.
Specialized software which includes features for email marketing campaigns and lead management enable you to make the most out of your customer relationship management tool (CRM). The result is a stronger brand presence and a loyal patient base.
Criteria for choosing the best aesthetic clinic software
Selecting the right software for an aesthetic clinic goes beyond mere functionality.
The software will be the backbone of clinic operations – influencing patient care, regulatory compliance, and overall efficiency. To ensure that the software aligns seamlessly with the unique needs of aesthetic clinics, it’s important to identify the key criteria…
- User-friendliness:
Aesthetic clinics operate in a fast-paced environment. You know it!
It’s therefore essential that a software is intuitive and user-friendly – so practitioners, administrators, and other staff can quickly adapt to the system without extensive training.
A straightforward design not only minimizes the learning curve but also maximizes productivity, and means your team actually want to use the system.
- Integration capabilities:
Aesthetic clinics need to integrate with other tools to manage their operations.
A software should have robust integration capabilities, which will allow them to connect with other systems for things like inventory management, billing, and marketing.
This interconnected approach ensures that the software becomes a cohesive part of the clinic’s broader ecosystem, rather than a standalone solution.
- Compliance with healthcare regulations:
The aesthetic industry is subject to stringent healthcare regulations.
Look for features that ensure secure storage and transmission of patient data, adherence to privacy regulations, and support for compliance with industry standards.
The software should facilitate the creation and management of electronic medical records (EMR) in a way that aligns with healthcare regulations, safeguarding patient information and ensuring the clinic’s legal and ethical standing.
- Customer support and training
Comprehensive customer support is non-negotiable when it comes to choosing aesthetic clinic software. Prompt and knowledgeable support can be a lifesaver in times of technical issues or questions, so look for software providers that offer robust customer support.
Resources like video tutorials, a knowledgebase with helpful articles and guides, and access to the customer care team via responsive live chat or video calls are all key here.
A vendor that understands the unique needs of aesthetic clinics and is committed to assisting with any challenges ensures a smoother implementation and ongoing use of the software.
- Scalability and future-proofing
Aesthetic clinics, like any business, are subject to growth and evolution. Your software should be scalable to accommodate the clinic’s changing needs and future expansion.
Additionally, consider the software vendor’s commitment to updates and improvements. A system that is regularly updated ensures that the clinic can reap the benefits of advancements in technology, such as AI, which will future-proof your investment.
Review of the top 5 aesthetic clinic software options
Pabau
Pabau is an all-in-one practice management software tailored specifically to med spas and aesthetics businesses – and, arguably, that’s what gives it an edge over other vendors.
What makes Pabau stand out is its set of features. These help you manage the end-to-end process of managing appointments, collecting intake forms and questionnaires, building detailed client records with before and after photos, injection plotting, and more.
The software helps you go completely paper-free and automate appointment confirmation emails and SMS, appointment reminders, and pre-care and aftercare instructions.
Additionally, the patient portal helps clients self-manage their bookings. It grants access to essential information about upcoming and previous appointments, and they can book, cancel, and reschedule their appointments directly from there – which saves you lots of time!
Pabau becomes an excellent choice for complex and busy med spas that are aiming to expand to multiple locations, as well as make specific rooms and equipment bookable.
And there’s an excellent built-in POS system that takes care of invoicing, sales, deposits, discounts, and refunds, offering a comprehensive financial management solution.
See why over 23,000 users trust Pabau and book your demo today!
Pricing
Pabau is a premium software solution and so it may appear to be a relatively expensive option, compared to some of the alternatives on the market.
However, the higher cost is justified by the comprehensive value it provides. It’s an all-in-one software so it eliminates the need for additional tools. You can manage your booking and scheduling, client records, inventory, marketing, billing, and more, all in one system.
Key features include
- Appointment scheduling
- Online booking
- Inventory management
- Client management
- POS
- Prescriptions
- Letters
- HIPAA and GDPR compliance
Integration capabilities
- Stripe
- Xero
- Klarna
- Zapier
- Google Calendar
- Healthcode
Vagaro
Vagaro is an all-in-one software for management and promotion of salon, spa and fitness businesses.
It lets users book appointments through a website or app, and process payments anytime, offering contactless check-in and checkout, although some clients have reported occasional discrepancies in payments.
Vagaro supports marketing through text and email. It’s important to mention that the platform enforces a 1000-email limit per month, with extra fees for exceeding it.
It also serves as a solution for bookkeeping, payroll, client databases, memberships, and inventory, but charges extra for various add-ons, such as storing client photos, forms and files.
Pricing
Vagaro charges businesses a monthly fee for using their software, and the cost depends on the number of professionals using it. There are no contracts, signup fees, or cancellation fees. For specific pricing information, it’s best to reach out to Vagaro directly.
Key features include
- Calendar
- Client management
- Reporting
- Automated notifications
Integration capabilities
- Google Calendar
- Quickbooks
Mangomint
Mangomint is a software for salons and spas that helps businesses manage appointments, staff schedules, and more in one place.
It offers a sleek and user-friendly interface with smart automations to better manage your business. The platform easily integrates with other systems, has built-in payments, and supports memberships, packages, and gift cards.
You can monitor staff productivity, bookings, and commissions, and the software provides advanced reporting and a convenient two-way client texting feature as a paid add-on.
On the downside, it comes with a slightly higher cost than some other clinic software tools and lacks built-in marketing support, requiring extra set-ups for email services and loyalty programs. Also, it’s only available in the United States and Canada.
Pricing
The plans start at $165/month for their essentials package for up to 10 practitioners, and there are no contracts required.
Key features include
- Appointment management
- Marketing automation
- Reminders
- Payroll management
Integration capabilities
- Mailchimp
- Shopify
- WaiverForever
Boulevard
Boulevard is a client experience platform designed for appointment-based self-care businesses, that delivers a great online booking system, offering valuable client data to boost sales and retention, seamlessly integrating with various third-party apps.
Some of the more sophisticated features include a client-friendly waitlist, smart calendar optimization, and detailed reports, although you do need to be on their higher-tier plans.
Optional two-way texting and Caller ID are available for a fee, along with a help center and integrated email marketing. Another interesting thing to flag is that they also offer a specific bundle for med spa customers. Charged at $520 a month, this reportedly includes everything you need to run your med spa – forms, advanced charting, forms, and HIPAA compliance.
Overall, Boulevard’s plans are pricier, particularly if you’re a med spa owner and are interested in the bundle plan. On the flip side, the Essentials plan lacks some key features.
To add to that, the software’s marketing suite’s difficulty telling apart email driven bookings from other factors, and the lack of support for third-party POS card readers have raised further concerns about the platform’s capabilities.
Pricing
Boulevard offers three pricing plans, starting from $175/month.
Key features include
- Marketing
- Client management
- Calendar management
Integration capabilities
- Zapier
- Quickbooks
- Shopify
AestheticsPro
AestheticsPro is a cloud-based software specifically made for med-spas, that streamlines staff organization, calendar scheduling, client tracking, and a convenient point-of-sale system.
The software offers features essential for medical and healthcare practitioners, encompassing EHR, a form library, digital signatures, and many other functionalities.
However, there are negative reports regarding integration issues that arise with gift cards and credit card machines, making navigation confusing. Too many clicks are also an issue.
As an example: users also can’t easily move through the calendar feature in AestheticsPro. For example, to reschedule an appointment, practitioners have to cancel the original booking and then create a new one, instead of a simple drag-and-drop feature.
Pricing
Aesthetics Pro offers three pricing plans – Solo, Enterprise, and Enterprise Plus. Visit their website for the latest pricing details. Additionally, certain features like e-prescribing, reputation management, and text marketing may have associated additional fees.
Key features include
- Customer service
- E-prescriptions
- Online bookings
Integraton capabilities
- Clover
- Birdeye
- eazyScripts
Find out why Pabau is the ultimate all-in-one aesthetic clinic software!
Pabau stands out as the ultimate all-in-one aesthetic clinic software due to its comprehensive features – if you’re looking for a true all in one system, this is the only choice.
From intuitive appointment scheduling to comprehensive client management and everything in between, Pabau empowers aesthetic clinics to thrive efficiently. It enables you to collect and securely store sensitive medical information and manage appointments effectively.
Let’s not forget that it’s purpose designed for the aesthetics industry, so is perfectly placed to enhance how you run your med spa. Experience the difference today by scheduling a demo and discover how Pabau can elevate your practice’s performance.
