How to Choose the Best Aesthetic Clinic Software for Your Practice?

Nowadays, the liberating possibility of a paperless clinic is more real than ever. Digital apps and technology have seeped into diverse dimensions of everyday life, particularly concerning the management of health and well-being.

In the last few decades, the medical world has undergone staggering advances in the use of technology in medical imaging, surgery and patient management. More specifically, in aesthetic clinical settings, embracing the shift to specialized software means a more effective and functional workplace, less margin for error and miscommunication in patient record keeping, more time for meaningful interaction with your patients and most significantly, an enhanced patient experience.

Software specially developed for aesthetic clinics has advanced and expanded in recent years to comprehensively cover most aspects of the aesthetic surgical experience, together with the management and treatment of clients.

Private healthcare clinics such as cosmetic surgeons, dermatologists, laser clinics and med spas are increasingly turning to medical spa software that meets and caters to their specific needs, notably photographic documentation software that is crucial to aesthetics.

Here, we will briefly explore what aesthetic software can offer you and your clinic, its benefits, and explore one cutting-edge example: RxPhoto.

What Can Aesthetic Clinic Management Software Offer Your Clinic?

Specialized software for aesthetic clinics can be loosely organized into two main categories: customer relationship management tools (CRM tools) and electronic medical record tools (EMR tools).

CRM tools streamline and organize clinical processes, making the customer experience more pleasant and efficient (and more simplified for you and your staff), while EMR tools hold a range of functions, such as minimizing deviations from protocol or ensuring a more robust auditing system.

The two can be combined to improve all aspects of your clinic: the maintenance and management of clinical data, as well as more business-oriented elements such as marketing and reporting. There is a diverse range of software available to effectively streamline and manage your clinic. Furthermore, the majority of the medical spa software available can be tailored to meet your specific needs, or you can combine different software packages to create the perfect paperless system.

Some of the bases covered include:

• Templates for patient forms
• Digital signatures
• Interactive patient records and images
• Administration tools
• Form editing tools
• Electronic record kiosks
• Secure online client portal access
• Photo and document uploads
• Client milestones
• Cloud-based photo storage
• Organization of photographic records
• Photo editing tools
• Optimization and standardization of photographic documentation

However, you should always ensure that any software you consider purchasing for your clinic is HIPAA (Health Insurance Portability and Accountability Act) compliant.

How Practices Can Benefit From Aesthetic Clinic Management Software

Better Staff and Resource Management

Using EMRs in aesthetic clinics can dramatically increase efficiency. The scheduling tools allow your staff to manage personnel and resources like never before, optimizing your valuable time and improving patient flow. An EMR will also enable you to perform scheduling tasks, such as:

• Viewing the schedules of individual aestheticians
• Reserving rooms and equipment
• Block scheduling
• Sending automated reminders and tracking confirmations
• Managing your waitlist

The calendar features of today’s EMRs provide a comprehensive view of your medical center’s schedule. They can help quickly identify appointment types so your medical and office staff are always prepared.

Some benefits of EMR scheduling tools include:

• Improved staff management: Viewing and blocking aestheticians’ and staff’s schedules will avoid scheduling conflicts. It’s also easier to book consultation rooms and quickly view available rooms when others are unavailable.
• Resource allocation: Automated systems save time and effort compared to doing things manually. This aesthetic clinic management software allocates resources so staff can focus more on patients and less on admin.
• Patient flow: Sending patients automated reminders and confirmations helps promote good patient flow, ensures they’re updated and reduces the risk of no-show appointments.

Automated Appointment Reminders

No-show appointments can result in missed revenue and create snags in your scheduling process. Reducing no-show appointments through automated reminders has cost-saving implications. You’ll notice more patients attending scheduled appointments when they’re reminded, increasing revenue. Your staff will also save time compared to sending reminders manually via email or text. 

These automated appointment reminders can also request patient attendance confirmation, adding another layer of security and accountability. You and your staff can be confident that your patients will arrive for their appointments on time without spending hours on the phone trying to call patients. Each appointment missed is lost revenue, so EMRs help counter this with automated appointment reminders.

Find the right balance of reminder and confirmation frequencies with effective aesthetic clinic EMR software.

Digital Patient Records

An EMR can scan and store patient records, allowing your aesthetic clinic to go paperless and organize patient data on a secure, centralized digital platform. Each patient file can include important information, such as:

• Medical forms
• Medical history
• Photographs
• Insurance paperwork
• Lab results
• Other administrative records

A digital record management system eliminates the need for file drawers and paper files that clutter your office, increasing storage space for other internal documents or equipment. It can also ensure that patient records are only accessible to authorized users within your medical practice. 

Plus, storing patient information digitally can improve the quality of care you deliver. Your aestheticians can quickly access patient data and share relevant information with authorized team members to provide the highest-quality patient care.

Patient data records are also kept secure, so patients have peace of mind knowing their information remains confidential. Fewer eyes obtain physical access, and most records require password access for increased security. Your practice will also contribute to a sustainable environment by decreasing its carbon footprint when going paperless.

Faster Lab Results

An EMR system allows you to integrate with CPL laboratories, providing faster, more accurate results. Test results will be available 30% sooner, streamlining the treatment process and increasing patient satisfaction.

With the data from patient lab results, your aesthetic center can deliver higher patient care by tailoring your treatment protocols to each patient’s unique needs. Likewise, an EMR can streamline the entire treatment process, enabling you to treat more patients and generate more revenue, all without compromising your high standards of care.

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Coordination with Pharmacy

Patients may require additional medication before or after any medical procedure. EMRs allow your aesthetic center to integrate with each patient’s pharmacy, eliminating the need for handwritten prescriptions from providers. Pharmacists will no longer have to strain to decipher poor handwriting or need to confirm medications by telephone.

An EMR will also allow patients and caregivers to:

• Reduce errors
• Coordinate with local pharmacies
• Get prescriptions filled faster
• Double-check for adverse drug interactions

This system meets all Medicare and DEA requirements, making it far safer and more secure than your old prescription pad. Benefits of EMR-pharmacy coordination include reduced wait times and improved medication management.

Manage Reviews and Reputation

Modern EMR solutions also include digital tools your team can use for marketing and patient reviews. When patients leave your medical center, you can send them an automated email asking them to submit an online review. You can publish these reviews on your webpage or social media profile to publicize your clinic’s reputation.

Patient feedback is essential to maintaining and growing a solid business. This system also allows you to review negative feedback before it goes public on sites like Google or Yelp, allowing you to address patient complaints or concerns before the reviews impact your online reputation.

Digital Marketing Solutions

Managing reviews is only one strand of the digital marketing tools built into today’s EMR software. Aesthetic centers and other medical clinics can use other tools, such as:

• Email marketing
• Social media
• Web content creation
• Analysis of patient engagement

These marketing tools can help you turn first-time patients into regulars at your practice and attract new patients through your increased web presence.

Medical and administrative staff can also track online engagements, showing who opened your emails and text messages, what links were clicked and whether users forwarded any messages. You can automatically apply this data to create follow-up lists and reach your target audience better.

Data Reporting and Analysis

Finally, an EMR can provide valuable insight into the efficiency and management of your aesthetic center. EMR-generated data reports can help you analyze staff productivity and patient flow, keeping your practice at its best.

These advanced reporting features can also identify key trends related to patient data, cash flow and necessary details when adjusting staffing needs, offering seasonal promotions or finding other strategies to keep your practice thriving year-round.

You can use an EMR to generate reports on a scheduled, recurring or periodic basis. Above all, your medical staff and administrators will always have access to the data when needed.

Keep Your Focus on the Patient

An EMR keeps your medical team focused on the patient, not the administrative details of running an aesthetic center. EMRs improve aesthetic clinic efficiency by focusing on the bottom line while prioritizing patient needs. To see this system in action, sign up for a free demo and experience the positive impact that PatientNow can have on your staff and patients.