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For aesthetic clinics

Software for aesthetic clinics

An aesthetic clinic runs on the consultation, the consent, a treatment record that names the product, dose, batch and area, and the review that brings the patient back. wai keeps all of it on one record, from the online request to the note the practitioner signs and the touch-up booked after it.

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Updated . Every rule is cited to its official source below.

Two women talking on a sculpted daybed in a tall, sunlit room, floor-to-ceiling windows onto palm trees behind them

For

Doctor, dentist, nurse and prescriber led aesthetic clinics

Workflows

Consent and treatment records, prescriber consultations, reviews and touch-ups, laser records

Rules

Set by each country, from the MHRA to HIS, RQIA and the Australian Commission

The work wai runs for aesthetic clinics

  1. Consultation, photo consent and the treatment recordWorkflow 01
  2. Prescriber consultations for prescription-only injectablesWorkflow 02
  3. Review appointments and touch-upsWorkflow 03
  4. Laser and IPL treatment recordsWorkflow 04

Aesthetics workflows, and how wai handles each one

The work as your team does it today, step by step, and the part wai takes on.

02Workflow

Prescriber consultations for prescription-only injectables

In the UK, botulinum toxin is a prescription-only medicine, and the MHRA says it should only be sold or supplied in accordance with a prescription.3 The clinic's diary has to put the prescriber in front of the patient before the treatment, and the record has to show it.

  1. Mark the treatments that need a prescriber. Every treatment that uses a prescription-only medicine is set up to need a prescriber consultation first.3
  2. Assess the patient. The prescriber takes the history, examines the patient and records the decision and the reasons for it.
  3. Record the prescription. The product, dose and the prescriber's name sit on the patient's record before the treatment day.
  4. Check before treating. The practitioner confirms the prescription and the product match before the first injection.

How wai handles it

  • Appointments. The prescriber's diary is read from their calendar, so the consultation sits before the treatment slot it unlocks.
  • Scribe. The prescriber's assessment and decision are written from the consultation into a note they sign.
  • Staff access. Prescriber and practitioner each work under a named account, with access set by role.

03Workflow

Review appointments and touch-ups

The review is where the result is checked, the touch-up is agreed and the next treatment is planned. A clinic that books the review at the treatment keeps the patient and the evidence in one place.

  1. Agree the review at treatment. The practitioner sets the review interval and the patient leaves with it in the diary.
  2. Remind the patient. A reminder goes out before the review, and a missed review is offered a new time.
  3. Record the outcome. The review note records the result, any concern and whether a touch-up is needed.
  4. Treat the touch-up like any treatment. Consent, product, dose, batch and areas are recorded again for the touch-up.1
  5. Plan the next visit. The next treatment is offered from the review, and a cancelled slot goes to the waitlist.

How wai handles it

  • Appointments. Reviews are offered from the treatment visit, with a reminder before each, rebooking after a missed visit and waitlist offers when a slot opens.
  • Follow-up. Aftercare check-ins on WhatsApp or email are drafted in the patient's own language and sent once your team approves them.
  • Scribe. The review and the touch-up each get their own signed note, with the product and batch for any top-up.

04Workflow

Laser and IPL treatment records

In Northern Ireland, RQIA checks a treatment register entry every time the laser or IPL is used, and a treatment record for every client with consent, skin assessment and the settings used.4

  1. Assess the skin. Medical history, skin assessment and a patch test where needed, before the first session.4
  2. Record consent. Signed consent for the course of treatment, on the client's record.4
  3. Record the settings. The settings used at every session go into the treatment record.4
  4. Keep the register. An entry in the treatment register each time the machine is used, with operator and treatment.4

How wai handles it

  • Scribe. Skin assessment, patch test and the settings used are written into the session note the operator signs.
  • Evidence and audit trail. Consent is recorded on the client's record, and every read and change is logged with a name and a time.
  • Reporting. Treatment records for any period are produced on the day an inspector asks for them. Your laser register and safety file stay with you.

The rules that shape an aesthetic record

Each country sets its own rules for cosmetic treatment, and the record has to meet the strictest one that applies to you.

  1. United Kingdom. Botulinum toxin is a prescription-only medicine, to be supplied only in accordance with a prescription.3
  2. Scotland. Every registered independent healthcare service keeps a record of consent to treatment,2 in a patient care record written as close as possible to the time of each consultation and treatment.5
  3. Northern Ireland. Cosmetic laser and IPL services keep a treatment register and a treatment record for every client, and RQIA inspects them at least once a year.4
  4. Australia. The National Safety and Quality Cosmetic Surgery Standards apply where cosmetic surgery is performed, and do not cover non-surgical injectables.6 They were released in December 2023.7
Two women in rounded cream armchairs facing each other in a tall stone room, palm trees and wooded hills through the glass

One system for the whole aesthetics practice

Every workflow above runs on the same patient record, diary and inbox.

  1. 01

    Appointments

    Online booking from your own website, every clinician's diary read from their calendar, reminders, rebooking after a missed visit and waitlist offers when a slot opens.

    For patients
    Online booking at any hour, with a reminder before the visit.
    For the business
    Fewer missed appointments, and cancelled slots offered to the waitlist.
    On the record
    Every booking, reminder and change, with a time and a name.
  2. 02

    Billing

    Card payments into your own Stripe account, the cancellation policy shown at booking, invoices, statements and reconciliation, with an export for your accountant.

    For patients
    A clear price and policy before they commit, and an invoice in their app.
    For the business
    Payments reconciled against visits, with an export for your accountant.
    On the record
    What was charged, when, against which visit, and the policy the patient saw.
  3. 03

    Scribe

    The note, letters and referrals written from the consultation, cited to published clinical guidelines, with the transcript beside the note, for the clinician to read, edit and sign.

    For patients
    The clinician's attention stays on them during the consultation.
    For the business
    Less time spent writing notes after clinic.
    On the record
    A contemporaneous note, signed, with the time, the signature and the source it cites.
  4. 04

    Follow-up

    WhatsApp, email and calls in one thread per patient, replies drafted in the patient's own language for your team to approve, a response clock on every new enquiry, and recalls a clinician approves.

    For patients
    A reply in the language they wrote in, approved by your team.
    For the business
    More enquiries answered within the hour, when they are most likely to book.
    On the record
    The whole conversation on one record, with response times.
  5. 05

    Evidence and audit trail

    Recording consent taken at booking, referrals written from the visit, patient flags for controlled drugs and safeguarding notes, and every read of a record logged against a named account.

    For patients
    Flags and checks in the record at the point of care.
    For the business
    Incident reviews that start from the audit trail, with times and names.
    On the record
    Who saw what, who changed what, and when, to the minute.
  6. 06

    Staff access

    Named accounts for every person, and role-based access enforced in the database, so every action sits under a name.

    For patients
    Their record seen only by staff whose role allows it.
    For the business
    Access and actions tied to named people, in the same system as the record.
    On the record
    Who holds which role, and every action taken under it.
  7. 07

    Reporting

    Takings, front desk and website reports, response targets, and the patient's own record exportable on request.

    For patients
    A copy of their record when they ask for it.
    For the business
    Weekly reports for leaders on response times, the front desk and takings.
    On the record
    Reports for any period, produced on the day they are asked for.

Prices for clinics, groups and hospitals are on the wai pricing page.

What a well-run practice gains

Patients answered within the hour, clinicians home on time and diaries that stay full, in published research.

  1. 7x

    An enquiry answered within the hour is nearly seven times as likely to become a real conversation.8

  2. 30%

    Clinicians using an ambient scribe did 30% less work after hours.9

  3. 23%

    Patients sent a notification before their visit were 23% more likely to attend.10

Questions

What should an aesthetic treatment record include?

Consent, the medical history, the product, dose, batch number and expiry date, the areas treated and the aftercare given. HIS inspectors in Scotland found each of these in the records of a clinic graded Good.1

How does wai handle photo consent?

wai records the patient's consent to clinical photographs on their record, alongside the consent to treatment, and the treatment itself is described in the note the practitioner signs.

Can a nurse or therapist give botulinum toxin without a prescriber?

In the UK it is a prescription-only medicine, and the MHRA says it should only be supplied in accordance with a prescription from an appropriate prescriber.3 wai puts the prescriber consultation in the diary before the treatment and the prescriber's signed note on the record.

How does wai handle payment for treatments?

The price and the cancellation policy are shown at booking, card payments go into your own Stripe account, and every payment is reconciled against the visit.

Does wai work for laser and IPL clinics?

Yes, for the diary, the consent, the session note with settings and the follow-up. In Northern Ireland, RQIA also expects a laser register, a laser protection adviser and a safety file, which sit beside the record wai keeps.4

Aesthetics by city

  1. Citywai for aesthetic clinics in London

Opening a aesthetics clinic

Every city
  1. Opening a clinicOpening a clinic in London
  2. Opening a clinicOpening a clinic in Edinburgh
  3. Opening a clinicOpening a clinic in Dubai
  4. Opening a clinicOpening a clinic in Los Angeles
  5. Opening a clinicOpening a clinic in Sydney

Read next

  1. Read nextSoftware for aesthetics clinics
  2. Read nextAn AI scribe for aesthetics
  3. Read nextAn AI receptionist for aesthetic clinics
  4. Read nextAesthetic clinic consent records in Scotland
  5. Read nextCosmetic laser and IPL records in Northern Ireland
  6. Read nextCosmetic Surgery Standards in Australia

Other specialties

Every specialty
  1. Specialtywai for dermatology clinics
  2. Specialtywai for fertility clinics
  3. Specialtywai for dental practices
  4. Specialtywai for physiotherapy practices
  5. Specialtywai for mental health practices
  6. Specialtywai for longevity and preventive medicine clinics
  7. Specialtywai for private GP practices
  8. Specialtywai for home visit doctors

Request a demo for your aesthetics practice.

We show wai running aesthetic clinics on your own diary, notes and inbox, in a 15 minute video call with our team. wai hosts each clinic's records in its own country, under that country's rules.

Request a demoEmail us

team@wellnessa-i.com

Sources

  1. 1Healthcare Improvement Scotland, 2026Announced inspection report, an aesthetics clinic in Fife, September 2026Read source
  2. 2Healthcare Improvement Scotland, 2019Guidance on records to be kept by registered independent healthcare servicesRead source
  3. 3Medicines and Healthcare products Regulatory Agency, 2025MHRA crackdown on illegal botox after victims left seriously illRead source
  4. 4RQIA, 2026RQIA Provider Guidance 2026-2027, Independent Health Care, Cosmetic Laser/Intense Pulse LightRead source
  5. 5legislation.gov.uk, 2011The Healthcare Improvement Scotland (Requirements as to Independent Health Care Services) Regulations 2011, regulation 4Read source
  6. 6Australian Commission on Safety and Quality in Health Care, 2026National Safety and Quality Cosmetic Surgery StandardsRead source
  7. 7Australian Commission on Safety and Quality in Health Care, 2023National Safety and Quality Cosmetic Surgery Standards (2023)Read source
  8. 8Harvard Business Review, 2011The Short Life of Online Sales LeadsRead source
  9. 9JAMA Network Open, 2025Clinician Experiences With Ambient Scribe Technology to Assist With Documentation Burden and EfficiencyRead source
  10. 10BMJ Open, 2016Using digital notifications to improve attendance in clinic, systematic review and meta-analysisRead source