Software package

Aesthetic clinic package

A clinic system where the pathway is enforced: consultation before treatment, cooling-off before booking, the right consent version signed, notes and photos locked to practitioners, and every batch recorded.

Custom build Concept demo

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Who it is for

Built for

A good fit

Aesthetic, cosmetic and skin clinics from a single practitioner with one room to a clinic with several practitioners of differing qualifications and a reception team. Daily users are the receptionist who books and takes payments without ever seeing clinical content, practitioners who consult, obtain consent, treat and record from a tablet, the clinic manager who maintains forms, qualifications and policy, and patients who complete questionnaires and sign consent on their own device or in the clinic.

Not the right fit

It is not for beauty salons offering non-clinical treatments, which need the simpler consultation forms of the beauty salon package, nor for clinics wanting prescribing or pharmacy functions, which stay in dedicated systems.

The operational problem it solves

How it runs, step by step

Nine o'clock.

The receptionist opens the diary and sees columns for the two practitioners in today, each column showing only the treatments they are qualified for.
A new patient rings to book a treatment that needs consultation first; the system offers consultation slots only, and the pre-consultation questionnaire goes to her phone with the confirmation.
The practitioner completes the consultation at eleven, records findings in notes the receptionist cannot open, and the cooling-off period starts.
The patient's treatment can be booked from the day it ends and not before, and the receptionist sees exactly that date.

At two a returning patient arrives for the second session of a three-session course.

The system confirmed at booking that the minimum interval had passed.
The practitioner opens the current version of the consent form on the tablet, the patient reads and signs, and the signed version is stored against today's treatment.
A before photograph is taken inside the app, not the camera roll, and filed under the consent that allows it.
The product's batch number is scanned and recorded.
At checkout reception takes the balance and books the third session on the earliest permitted date.
At close the manager reviews consent currency, a batch report and the day's access log.

Features

What the package does

The package ships as modules that follow the clinical pathway: the diary and qualifications layer, the consultation, cooling-off and consent engine, and the clinical record with notes, photographs, batches and courses behind role-based access. Each module below lists what it does; the comparison table shows which package variant includes it.

Bookings and diary

Treatment catalogue with qualificationsEach treatment has a duration, a price, the qualifications needed and whether a consultation is required first.
Waiting list for popular practitionersPatients join a list for a busy practitioner and are offered a slot if one opens.

Scheduling

Diaries limited to qualified practitionersA practitioner's diary offers only the treatments they are qualified to perform.

Workflow and tasks

Consultation stage with cooling-off periodA consultation comes first, and treatment can be booked only after a cooling-off period that you configure.

Compliance and records

Versioned consent forms with e-signatureConsent forms are versioned, and the signed version is stored against each treatment event.

Documents and cases

Clinical notes and photographsNotes and photographs are visible to the practitioner only, and every access is logged.

Stock and inventory

Product and batch recordingRecord the product and batch used in each treatment, so a recall can be searched by batch.

Memberships

Courses with minimum intervalsSell courses of treatments, with the minimum interval between sessions enforced when booking.

Billing and payments

Deposits, reminders, no-shows and patient historyTake deposits, apply cancellation windows, send reminders and keep each patient's history.

Clients and records

Multi-site patient recordOne patient record is shared across sites, each with its own diaries.

Forms and requests

Pre-consultation medical questionnairePatients complete a medical questionnaire before the consultation, for the practitioner to review.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Treatment catalogue with qualifications	Included	Included
Diaries limited to qualified practitioners	Not in this variant	Included
Consultation stage with cooling-off period	Included	Included
Versioned consent forms with e-signature	Not in this variant	Included
Clinical notes and photographs	Not in this variant	Included
Product and batch recording	Not in this variant	Included
Courses with minimum intervals	Not in this variant	Included
Deposits, reminders, no-shows and patient history	Included	Included
Multi-site patient record	Not in this variant	Optional
Pre-consultation medical questionnaire	Optional	Optional
Waiting list for popular practitioners	Not in this variant	Optional

Roles and permissions

Who does what

Clinic manager
- Maintain treatments, qualifications per practitioner and consultation requirements
- Publish new consent form versions with a start date
- Set cooling-off periods, course intervals and who may waive them
- Define deposit and cancellation rules
- Review access logs, consent currency, batch reports and takings
Practitioner
- See their own diary and the patients they are treating
- Record consultations, clinical notes and treatment outcomes
- Present and capture signed consent at the current version
- Take and file photographs under restricted access
- Record product and batch per treatment and mark course sessions complete
Receptionist
- Book consultations and treatments with qualification and cooling-off rules applied
- See consent and questionnaire status without reading clinical content
- Take deposits, sell courses and check patients out
- Send reminders and questionnaire links
Patient
- Book a consultation online and complete the questionnaire ahead
- Sign consent on their own device where the clinic allows it
- See upcoming appointments, course sessions remaining and payment history
- Request their records through the clinic

Example screen

Concept demo

Concept demo of an aesthetic clinic treatment record showing consultation, cooling-off, consent version, batch and course interval.

A patient's treatment event as the practitioner sees it: consultation date, cooling-off end date, the consent version signed today, the batch number recorded and the next permitted course date; the reception view of the same event shows only booking and payment.

Scope and options

What is included and what is extra

In the base package

Treatment catalogue with duration, price, required qualifications and consultation requirement
Practitioner diaries limited to treatments they are qualified for
Consultation stage with configurable cooling-off before treatment booking
Versioned consent forms with electronic signature stored per treatment event
Clinical notes and photographs under practitioner-only access with an access log
Product and batch recording per treatment with recall search
Courses with enforced minimum intervals
Deposits, cancellation windows, reminders, no-show tracking and patient history

Common add-ons

Multi-site patient record with per-site diaries
Pre-consultation medical questionnaire with practitioner review
Waiting list for popular practitioners

Needs custom work

Integration with prescribing, pharmacy or supplier systems
Bespoke clinical reporting and audit exports
Patient-facing mobile app in the app stores

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Hosting is agreed under the sensitive-data arrangements used for healthcare clients: your own compliant hosting or managed hosting we operate to the same standard, with encryption, backups and access logging stated in the proposal. You own the code and your data, remain the data controller, and can export patient records, consent archives and photographs in standard formats at any time.

Maintenance

Maintenance is optional and separately scoped. When taken, it covers security updates, monitoring of reminders, signature capture and payment callbacks, backups and restore tests, access-log retention, and a monthly window for small changes such as a new treatment, a consent form revision or a practitioner's new qualification. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure reflects the number of practitioners and sites, how many treatments carry consultation and consent, the photo and batch policy, course rules, the hosting standard required and the volume of records migrated. The proposal itemises each line so recurring costs are never hidden in the build.

Also used in

Software package

Custom build Concept demo

Variants

Treatment catalogue with duration, price, required qualifications and consultation requirement
Practitioner diaries limited to treatments they are qualified for
Consultation stage with configurable cooling-off before treatment booking
Versioned consent forms with electronic signature stored per treatment event

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

Can reception see clinical notes?

No. Reception sees bookings, consent and questionnaire status, payments and contact details. Notes and photographs open only for practitioners treating the patient, and every opening is logged for the manager to review.

How does the cooling-off period work in the diary?

When a consultation is recorded as complete, the system calculates the earliest treatment date from the period you set and refuses earlier bookings. A nominated role can record a waiver with a reason if your policy allows one.

What happens if we update a consent form?

The manager publishes a new version with a start date. Patients are shown the current version from then on; every signed form keeps the version it was signed against, so past agreements are always reproducible.

How do batch records help in a recall?

Each treatment stores the product and batch used. A recall is a search by batch that lists every patient and date affected, ready for the clinic to contact them.

Are photographs stored on practitioners' phones?

No. Photographs are taken through the app and stored in the restricted record, linked to the consent that permits them. Nothing is written to the device camera roll.

Does the package handle prescribing?

No. Prescribing and pharmacy ordering stay in dedicated systems; where a link to them is needed it is scoped as custom aesthetic clinic development.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is currently a custom build assembled from our booking, forms, records and payments modules for each clinic, and the record shown above is a labelled concept demo rather than a live clinic system.

Get a quote for Aesthetic clinic package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.