Between organizing the books, managing a staff, and all the other day-to-day things it takes to run a medical spa, buying a new software system might seem like a less-than-urgent, albeit important, priority. But if your medspa is still using an outdated system, it can actually do more harm than good, leading to operational inefficiencies, unhappy clients, and lost revenue. If that sounds familiar, it’s time to select a new medical spa software system that alleviates any constraints and keeps your business running smoothly — and profitably!
Industry • Best Practice
Medical Spa Software: 6 Must-Have Features
Out-of-date software doesn’t meet the needs of today’s medspas. Here’s what to look for in a modern, sleek solution.
Medical spa software checklist
1. No fuss appointment bookings
When updating any wellness service software, the best place to start is scheduling. Spas need appointment solutions that can manage appointment availability effectively, offer custom services, and outline payment options. And don’t forget about your staff — managers need tools to optimize employee schedules and be prepared for busy times.
The ideal option for modern spas — medical or otherwise — is a platform that combines these features and automates as much as possible. Self-booking software accomplishes this by offering clients a selection of available times, complete with a waitlist if a preferred time isn’t available. This feature lets clients manage their own appointments while freeing medspa teams from onerous administrative tasks. (Don’t worry, a good booking system gives managers administrative controls to keep an eye on the big picture.)
2. Data-rich client profiles
Any spa will appreciate a robust client management platform, but medspas gain an extra benefit from referral source information — which is vital when you need to contact a family doctor. Ideally, your chosen solution should balance appointment metrics such as visit and show rate with custom notes that inform the rest of the team on essential details. Be on the lookout for automation opportunities as well, particularly auto-recommendations that book the ideal next appointment based on client visit histories.
Whether a client attends your medspa at a doctor’s request or on their own initiative, it’s essential to leverage tools that help you manage their unique needs. Look for a software platform that offers these resources as client profile systems that aggregate data on previous visits, purchases, contact information, and relevant personalization touches.
3. Payment tools for incoming and outgoing purchases
The days of expecting cash or checks from your clients are over. Most visitors will use credit or debit card payments, while younger customers may prefer a smartphone-based app. You’ll want a platform with that support at a minimum, but there are ways to make the experience even more seamless for yourself and your clients.
Software that supports client profiles and client-facing booking can take one more step for the trifecta: stored payment options. At a basic level, this lets customers book appointments using credit card or wallet app credentials and bills them immediately once the session ends. All a client needs to do is show up on time, have their appointment, and walk out the door. And if they skip it last minute, this feature doubles as a financial safety precaution by automatically charging a no-show fee.
Of course, payment management goes well beyond client transactions. Be on the lookout for services like gift card support, integrated loyalty plans, rewards points, and custom event promotions. You’ll also need to keep the medspa costs themselves in mind by organizing merchant accounts such as contractors or equipment rentals. Finally, you’ll need robust reporting tools that let you keep tabs on each payment while tracking big-picture expenses and revenue.
4. HIPAA compliant tools to protect clients
In a medspa environment, it’s not enough to have any run-of-the-mill booking software. Your solution must be HIPAA compliant to guarantee you are taking every reasonable action to protect client data and medical records. You’ll need to review a full checklist to ensure your software meets these needs, but here are some core features to look out for:
Encryption: Medical spa software must encrypt data so third parties cannot access client information after a data breach. This encryption applies to both local storage and data transferred to off-site servers.
Backups: HIPAA-compliant products must generate regular backups so spas can recover data when necessary. Naturally, these backups must also be encrypted.
HIPAA Business Associate Agreement: Any medspa partners with access to client records must sign a separate HIPAA Business Associate Agreement, or BAA. These documents often apply to businesses that host client records on data servers.
5. Inventory management that reduces admin error
The flip side of payment management is managing inventory, which can be a persistent challenge for any medspa. Beauty and wellness businesses tend to have a higher incidence of shrink — inventory loss — often prompted by administrative errors. Medspas need to optimize inventory processes if they wish to cut this trend off at the source.
If your point-of-sale system integrates with inventory management tools, it’s far easier to reduce human error, track precise product quantities, and determine where shrink occurs. Look for software that can manage inventory at every stage in its journey — from purchase to shipping, receiving, and storage — and update your stock at every step. With the right tools, medspas can reduce overhead costs by 10% and ensure a higher return on investment for each product.
6. Customizable features that cover everything else
Each medspa is just a little different from the rest of the industry. The field supports laser hair removal, Botox injections, acne treatments, and much more, so your software must be equally flexible. Always be on the lookout for customizable features. Can you create new services? Adjust the fields on automatic reports? Feature “before and after” photos for each client? These options go a long way towards preventing medspa owners from feeling like placing square blocks into round holes.
Out-of-date software doesn’t hold up in the modern medspa. To best serve modern clients, you’ll need a platform that optimizes scheduling, supports personalized client profiles, leverages integrated payment solutions, and more. If you’re in the market for custom medical spa software, get in touch with the beauty and wellness business specialists at Boulevard and book a demo today.
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