Aesthetics clinic software that keeps the whole treatment cycle on one record

The treatment cycle is the specification

Every aesthetics treatment runs the same cycle, and the software should hold each step on the patient's record. The table below lists each stage, what the record must contain and the rule or reason behind it. With the review date on the record, the rebooking happens every time.

Regulators now treat injectables as medicine

In the United States, the FDA regulates dermal fillers as medical device implants and has approved them for adults aged 22 and over, for specific uses in the face and hands.¹ It says having filler injected should be considered a medical procedure.¹ It asks providers to inform the patient of all risks and of the specific product, to inspect every package for authenticity because counterfeit products have been found on the US market, and to keep an updated plan for treating an injection into a blood vessel.¹

Each of those lands in the software. An age check belongs in the booking, the product and batch belong in the treatment record, and the complication plan sits one click from the treatment room.

In England, section 180 of the Health and Care Act 2022 gave the government power to require licences for practitioners and premises offering specified cosmetic procedures.² The 2023 consultation drew 11,848 online responses and proposed green, amber and red tiers of risk, with red-tier procedures performed only by suitably qualified, regulated healthcare professionals in premises registered with the CQC.² The government's 2025 response says initial work will prioritise the highest-risk procedures.² Recording who performed each treatment, with their registration, readies the clinic for whichever tier its menu falls into.

Consultation and treatment as separate bookings

Book the consultation as its own service, with its own fee or deposit, and book the treatment after it. The client has time to decide, and the practitioner records the product-specific risks discussed and the consent before treatment.

The consultation note carries straight into the consent, and the signed consent sits on the record with its date and the treating practitioner's name.

Photographs need their own consent

Before and after photographs are part of the clinical record, and marketing use needs separate permission. Under HIPAA, a covered entity must obtain an authorization for any use or disclosure of protected health information for marketing, and a valid authorization names the information, the purpose and an expiration date or event, with the patient's signature and date.³

The same pattern works in any country. Keep marketing consent as its own entry with a purpose and an expiry, and check it before any image leaves the clinic.

Deposits and aftercare that bring clients back

Take a deposit when the treatment slot is booked, and put the cancellation terms in the confirmation so the client sees them before paying. The detail is in payment links and deposits for clinics.

The FDA notes that most filler side effects occur shortly after injection and many resolve within days to weeks, while some appear weeks, months or years later.¹ Send written aftercare the same day, keep the message thread open, and route anything about symptoms straight to the practitioner.

Absorbable fillers fade, and the FDA notes that patients may need to repeat the procedure to maintain the effect.¹ Book the review before the client leaves, and set a recall for when the result is due to soften.

How wai runs an aesthetics clinic

wai Checkout puts booking and payment on the clinic's own website, with every price on the page and the earliest time offered first.⁵ Payments run through the clinic's own Stripe account, the clinic stays the merchant of record, and each client receives a confirmation with an intake questionnaire.⁵

wai Admin brings WhatsApp, email, web and call enquiries into one thread per client, drafts each reply in the clinic's voice for the team to approve, takes deposits at booking, sends reminders and backfills cancellations from the waitlist.⁴ Anything clinical goes to the practitioner with the conversation attached.⁴ The front desk side is covered in AI receptionists for aesthetic clinics.

In the treatment room, wai Clinicians drafts the consultation note and the letters from the conversation and holds them for the practitioner's signature.⁶ What a scribe captures in an aesthetics consultation is set out in the AI scribe guide for aesthetics.

Where to start

Take your three most booked treatments and walk each one through the table below, from enquiry to rebooking, in any system you evaluate. Ask to see where the product batch is recorded, where marketing photo consent and its expiry live, and how the review appointment is booked.

Then measure two numbers for a month, the share of consultations that become treatments and the share of treatments that rebook. Software that holds the whole cycle should lift both.

Frequently asked questions