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Aesthetics, London

Software for aesthetic clinics in London

In England it is already an offence to give botulinum toxin or a filler injection to anyone under 18 for a cosmetic purpose, and the government has a power to license non-surgical cosmetic procedures that it has not yet used. wai runs a London aesthetic clinic on one record, with the age check, the prescriber's note and the treatment record signed in the same place.

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

A woman and a man in conversation on a cream sofa in a Georgian room with tall sash windows and bookshelves

For

Aesthetic clinics in London and across England

In force

The 2021 Act on toxin and fillers for under 18s, and the 2022 licensing power

Planned

Local authority licensing, and CQC registration for the highest-risk procedures

Records

A clinic in England has its records hosted in the United Kingdom

The work wai runs for aesthetic clinics

  1. Age checks before toxin and fillerWorkflow 01
  2. Prescriptions for botulinum toxin in EnglandWorkflow 02
  3. Records ready for England's licensing schemeWorkflow 03

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.

01Workflow

Age checks before toxin and filler

Since 1 October 2021 it has been an offence to administer, in England, botulinum toxin or a filler injection for a cosmetic purpose to a person under 18.1 The age check belongs on the record before the first injection.

  1. Ask at enquiry. Confirm the patient is 18 or over before a toxin or filler consultation is offered.1
  2. Check identity in person. The practitioner checks photographic identity at the consultation.
  3. Record the check. Who checked, what was seen and the date go into the consultation note.
  4. Decline and record. If the patient is under 18, the treatment is declined and the reason recorded.1

How wai handles it

  • Scribe. The identity check and its outcome are written into the consultation note, for the practitioner to read, edit and sign.
  • Evidence and audit trail. A safeguarding note can sit on the patient's record, and every read of it is logged against a named account.
  • Follow-up. Enquiries arrive on WhatsApp, email and calls in one thread, and your team approves each reply before it goes.

02Workflow

Prescriptions for botulinum toxin in England

Botulinum toxin is a prescription-only medicine, and the MHRA advises patients to check that their practitioner is trained and qualified and that the product is licensed in the UK.2

  1. Request the prescriber consultation. The prescriber sees the patient before any toxin is given.2
  2. Sign the prescription decision. The prescriber's assessment, the product and the dose sit in a signed note.
  3. Show the product. The patient can see the packaging and the licensed product before treatment.2
  4. Record the batch. The batch number and expiry are recorded in the treatment note, ready for a Yellow Card report if a reaction follows.2

How wai handles it

  • Staff access. Every prescriber works under a named account, and their GMC number is printed on every letter they sign.
  • Scribe. The prescriber's note, letters and referrals are written from the consultation, for the prescriber to read, edit and sign.
  • Appointments. The prescriber's diary is read from their calendar, so the consultation is fixed before the treatment slot.

03Workflow

Records ready for England's licensing scheme

Section 180 of the Health and Care Act 2022 lets the Secretary of State require personal and premises licences for non-surgical cosmetic procedures in England.3 No scheme is in force yet, and the government says its plans will go through public consultation and Parliamentary scrutiny first.4

  1. List what you offer. Map each treatment you provide against the published plans for the highest-risk procedures and for local authority licensing.4
  2. Keep the record complete. Consent, the prescriber's decision, product, dose and batch for every treatment, signed on the day.
  3. Hold training and insurance evidence. The plans name safety, training and insurance standards for licensed practitioners, so keep each practitioner's evidence current.4
  4. Watch for the consultation. The government response of August 2025 left the procedure lists and timings to further consultation.5

How wai handles it

  • Evidence and audit trail. Who saw what, who changed what, and when, to the minute, across every treatment record.
  • Reporting. Treatment and takings reports for any period are produced on the day they are asked for.
  • Staff access. Access and actions are tied to named people, in the same system as the record.

What is law in England today, and what is planned

Two laws already apply to a London aesthetic clinic. The licensing scheme built on the second is still a plan.

  1. In force since 1 October 2021. It is an offence to administer, in England, botulinum toxin or a filler injection for a cosmetic purpose to a person under 18.1
  2. In force since 1 July 2022. The Health and Care Act 2022 gives the Secretary of State a power to require personal and premises licences for specified non-surgical cosmetic procedures in England.3
  3. Across the United Kingdom. Botulinum toxin is a prescription-only medicine, supplied only in accordance with a prescription.2
  4. Planned, August 2025. The government proposes that the highest-risk procedures be performed only by qualified healthcare professionals at CQC-registered providers, and that treatments such as toxin and lip fillers be licensed by local authorities.4
  5. Not yet decided. Which procedures sit in each tier, and when any scheme starts, are left to further consultation.5
A man in a dark suit walking past a sunlit pale stone wall, a warm lobby with tall lamps opening beyond it

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

    Scribe

    The note, letters and referrals written from the consultation, cited to guidelines such as NICE, 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.
  3. 03

    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.
  4. 04

    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.
  5. 05

    Staff access

    Named accounts for every person, role-based access enforced in the database, and the clinician's GMC number on every letter they sign.

    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.
  6. 06

    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.6

  2. 30%

    Clinicians using an ambient scribe did 30% less work after hours.7

  3. 23%

    Patients sent a notification before their visit were 23% more likely to attend.8

Questions

Is it illegal to give Botox to under 18s in England?

Yes. Since 1 October 2021 it has been an offence to administer botulinum toxin, or a filler injection, for a cosmetic purpose to a person under 18 in England.1

Do aesthetic clinics in England need a licence?

Not under a cosmetic licensing scheme yet. The Health and Care Act 2022 created the power in 2022,3 and the government's August 2025 plans for local authority licensing remain subject to consultation and Parliamentary scrutiny.4

Will the highest-risk procedures need CQC registration?

That is the government's stated plan for procedures such as non-surgical Brazilian butt lifts, performed by qualified healthcare professionals at CQC-registered providers.4 It is a proposal, and the regulations have not been made.

Where does wai keep a London clinic's records?

A clinic in England has its records hosted in the United Kingdom. Every read and change is logged against a named account.

Opening a aesthetics clinic

Every city
  1. Opening a clinicOpening a clinic in London
  2. Opening a clinicOpening a clinic in Edinburgh

Read next

  1. Read nextSoftware for aesthetics clinics
  2. Read nextAn AI scribe for aesthetics
  3. Read nextAn AI receptionist for aesthetic clinics

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Request a demo for your aesthetics clinic in London.

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. 1legislation.gov.uk, 2021Botulinum Toxin and Cosmetic Fillers (Children) Act 2021, section 1Read source
  2. 2Medicines and Healthcare products Regulatory Agency, 2025MHRA crackdown on illegal botox after victims left seriously illRead source
  3. 3legislation.gov.uk, 2022Health and Care Act 2022, section 180, Licensing of cosmetic proceduresRead source
  4. 4Department of Health and Social Care, 2025Crackdown on unsafe cosmetic procedures to protect the publicRead source
  5. 5Department of Health and Social Care, 2025The licensing of non-surgical cosmetic procedures in England, consultation responseRead source
  6. 6Harvard Business Review, 2011The Short Life of Online Sales LeadsRead source
  7. 7JAMA Network Open, 2025Clinician Experiences With Ambient Scribe Technology to Assist With Documentation Burden and EfficiencyRead source
  8. 8BMJ Open, 2016Using digital notifications to improve attendance in clinic, systematic review and meta-analysisRead source