Stop Settling for Salon Software for Your Medspa

Stop Settling for Salon Software for Your Medspa

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By Valerie Huynh

October 18, 2024

So, it happened. You’ve reached the point where choosing “all-in-one” software for your medspa is no longer optional—or maybe you’re just fed up with your current bolted together solution. Either way, the question is: where do you even begin with choosing medical spa software?

A quick Google search for “medspa software” isn’t going to cut it. There are countless options out there, but how do you figure out which features really matter for your business?

8 Key Criteria for Your Medspa Software

How do you ensure the software is built for medspas, not salons? Most blog posts offer pretty generic advice, but here at Reviva, we like to break things down with tangible tips that are actually useful. Here are the 8 key criteria to keep in mind when evaluating medspa software:

1. HIPAA Compliance

Your medspa isn’t a hair salon, so the software you choose should reflect that. HIPAA compliance is a must-have since your practice deals with protected health information. Unfortunately, many salon-centric software solutions won’t meet these medical standards.

2. Charting capabilities that save time

Your software should offer charting capabilities that save time, so your staff isn’t stuck after hours cleaning up notes. For instance, the ability to seamlessly document units for injectables, which then automatically syncs with the invoice, can save hours of manual work. This is an essential feature that’s surprisingly absent in many systems. Moreover, applying discounts by unit should be straightforward in any system you ultimately use.

3. Require Deposits for Bookings

Handling no-shows and last-minute cancellations can be frustrating for any medspa owner. To mitigate this, you need software that allows clients to put down a deposit when booking their appointment. This ensures that clients have a financial commitment to the appointment, reducing the likelihood of cancellations. Additionally, your software should allow clients to securely input their credit card information to confirm the booking. When the appointment is completed, there should be an option to automatically deduct the deposit from the total transaction, avoiding any extra steps for your front desk staff.

4. Automated GFE Scheduling

In many medspas, particularly RN-owned ones, Nurse Practitioners (NPs) often handle remote GFEs (Good Faith Exams). Most salon-focused scheduling software does not consider this medical requirement, leaving the front desk staff to manually remember to schedule it. This can lead to errors, missed appointments, and compliance issues. The right medspa software should automatically schedule a GFE whenever necessary, streamlining the process and ensuring that no one has to manually track it. This automation not only ensures compliance with legal requirements but also saves time and reduces human error. In an industry where regulations are strict, automating key processes like GFE scheduling is crucial for smooth operations.

It would be even more ideal for clients to be able to book GFEs online to save the front desk time!

5. Integrated Payments

A truly integrated payment system is vital for the smooth operation of your medspa. For one, it simplifies the management of memberships and loyalty programs, both of which are great sources of recurring revenue. With built-in payment processing, you can automate renewals, send reminders, and track all transactions without switching between multiple platforms.

6. Tipping Prevention

Additionally, you’ll want software that accommodates the medical-specific need for avoiding tips for providers, which can create legal and tax complications if not handled properly. With an integrated payment system, your software can ensure that tips are only applied where legally appropriate, creating a hassle-free experience for both your staff and your clients. This kind of tailored payment integration can save time and prevent costly errors.

7. U.S Based Customer Support

Customer support might feel like an afterthought—until something goes wrong. That’s why it’s essential to have U.S.-based support teams who are available during your working hours. Some software providers outsource support to overseas teams, which can lead to frustrating delays due to time zone differences. When you’re running a busy medspa, waiting 24 hours for a response isn’t feasible. Having a support team that understands the unique needs of a medspa and can offer timely, relevant assistance is crucial. A good support team should feel like an extension of your own business, helping you resolve issues quickly so you can focus on providing exceptional service to your clients.

8. Error Prevention

In a regulated industry like medical aesthetics, even small errors can lead to compliance issues or lost revenue. That’s why it’s important to choose software that includes built-in safeguards to help prevent common mistakes. For instance, the system should issue alerts when important client intake or consent forms are missing before any treatments begin. Similarly, it should flag any missing GFEs or other critical medical documentation that’s required for a procedure. These automated checks reduce the burden on your staff and ensure that your practice remains compliant with legal regulations. Moreover, such guardrails can help maintain a smooth workflow, minimizing disruptions and allowing you to focus on delivering great results for your clients.

Pick Software Purpose-Built for Medspas

In today’s competitive landscape, having the right software can make or break your medspa’s efficiency and growth. The features we’ve outlined—ranging from automated GFE scheduling to seamless payment processing—are just a glimpse of what’s essential to run a successful medical aesthetics practice. Choosing a solution that’s not just adapted from salon software, but purpose-built for medspas, is key to saving time, preventing errors, and ensuring compliance.

Reviva was designed with all of these needs in mind, offering a comprehensive, all-in-one platform tailored specifically for medspas and wellness businesses. From HIPAA-compliant charting to integrated payments and U.S.-based customer support, Reviva has everything you need to run your practice smoothly. Ready to transform the way you manage your business? Book a demo with Reviva today and see how our software can help you take your medspa to the next level!