Finding the right medical spa software system can help streamline and simplify your business operations. Let’s unpack 17 essential medical spa software features to look for.
Feature 1: Advanced image markup for charting
Medical spas (and their clients) can benefit from precise Image Markup capabilities. As such, you should find a software system that supports seamless image annotations for clear documentation and visible charting.
Moreover, you will want the ability to upload client images or use universal face/body templates to add text details, draw shapes, point to injection sites, circle painful areas, and more. This med spa software feature can serve a few vital purposes:
Complete visual charting and mapping for facial injections, laser treatments, microneedling, and countless other medical spa services.
Outline treatment focus areas, pain points to address, or pain points to avoid during treatment.
Track and document your medical spa patients’ progress over time.
Add details about the products used (like batch number and expiration date).
Explain the treatment or confirm details with clients using visuals from a personalized chart.
Feature 2: HIPAA compliance
As all medical spa professionals know, the Health Insurance Portability and Accountability Act (HIPAA) plays a vital role in protecting client data. Your med spa software system will require HIPAA compliance to safely store information, manage charting, and maintain secure communication. While you might think this is a no-brainer, don’t assume that all software systems for medical spas support this compliance.
Feature 3: Convenient and secure online booking
Online booking and scheduling management should be so seamless that it feels like an invisible part of your medical spa. With the right software system, you will never have to worry about managing a schedule or updating your calendar.
It is also essential to consider the customer’s scheduling experience. Every stage of the client booking process holds the opportunity to either present a challenge for customers or streamline a solution for your business. The more challenges your clients face during online scheduling, the more likely they are to drop off — choosing a different medical spa or deferring their service altogether.
Meanwhile, a streamlined booking process can present innovative support at every juncture. Not only is it easy for customers to schedule an appointment, but they can also select add-ons throughout their booking journey — increasing your revenue while securing a new customer for your business.
Feature 4: Resource scheduling for medical spa equipment
Many med spa services require a careful balance of several vital factors, including a specific level of staff expertise, an advanced piece of equipment or machinery, a private service room suitable for the appointment’s needs, and the appropriate materials on hand. So, what happens when two appointments are booked for a single resource? You will likely end up with stressed staff and unhappy customers.
Resource scheduling can help you avoid double-booking your rooms, specialized machines, and limited equipment. Instead, this feature ties the required resources to each service in your system. So, when clients book their appointments, your software system automatically reserves all the necessary assets.
Feature 5: Integrated forms
Seamlessly manage your charting internally with an advanced medical spa software system. Gather all the signatures and insights you need upfront with detailed intake forms — making the check-in process quick and easy for new clients. Once your client is established, these integrated forms will help you track their treatment and progress over time. Your platform should help you capture detailed SOAP notes and log your consultations with HIPAA-compliant forms.
Feature 6: Membership and package sales
Med spa memberships and packages bring your business reliable, upfront, and recurring revenue by offering exclusive incentives to your clients. As such, you will miss valuable income opportunities if you partner with a software lacking this feature.
Additionally, your membership options should be customizable to your preferences. For example, what kind of incentives do you want included in your membership? Perhaps members get an irresistible discount on services? Or maybe you want to offer exclusive add-ons and other perks? With the right software support, you can build memberships and packages that perfectly complement your business.
Feature 7: POS payment processing
An advanced and streamlined medical spa POS system should be a priority. Every appointment within your med spa will require payment processing. While slow POS software and outdated card readers might only add a few additional minutes to each transaction, this extra delay and frustration will take its toll over time — for you and your clients.
Additionally, your medical spa’s POS should accept a comprehensive variety of payment methods. This adaptability lets you accommodate your clients’ financial preferences — and may help prevent inconvenient disputes caused by unreliable, last-resort payment alternatives.
Feature 8: Gift card management
Make the most of every appointment with medical spa gift card management. During the holiday season, gift cards can help you bring in new clientele and lock in months’ worth of revenue. Year-round, these provide the perfect gifts for birthdays, anniversaries, or any special occasion. To take advantage of this profit potential, you need a software system that makes selling, managing, and promoting your gift cards easy.
Feature 9: Exceptional customer support
Unless your medical spa professionals are also IT wizards, you will need an intuitive, user-friendly software system. However, even the most straightforward medical spa software systems will come with a learning curve.
To set yourself up for success, choose a platform that offers high-quality customer support. If chatbots answer your questions and requests, that might be a sign to keep looking through your software options (or brace yourself for the inevitable AI-generated frustration).
Feature 10: Seamless staff management
Each member of your staff plays a critical role in your medical spa’s mission. So, how do you keep everyone on the same page? You need a software system that will adapt to your preferred management style. For example, the Mangomint platform enhances staff management by letting you create a custom platform account for each member. Every account offers a centralized place for employees to view their schedules, appointments, and other necessary information — streamlining the most tedious overhead communication.
This system lets you configure unique permissions and settings for each staff member — keeping you in the driver’s seat of your business. For a more “hands-off” management approach, you can give staff access to update their calendars, edit availability, customize notifications, and more.
Feature 11: Comprehensive client management
In the med spa world, your business revolves around your clients. You need a software system that takes care of them as well as you do with client management features. Mangomint, for example, stores client data in a secure, user-friendly database. This system includes their preferred card saved on file, a service history timeline, birthdays, allergies, and other important information — all organized in one central place.
By automating client support, you can also alleviate extra overhead work and stress. For example, automated appointment reminders can help your clients stay on track while averting manual outreach from your front desk. Collectively, these features are essential for ensuring clients have the best possible experience with your medical spa.
Feature 12: Advanced medical spa reporting
At the end of the day, how do you track your medical spa’s performance? Advanced reporting features can give you a bird’s eye view of your spa at the click of a button. From payment reports, staff reports, inventory reports, and so much more — you can access the insights you need, when you need them. This feature helps medical spas make data-driven decisions and catch small errors before they become big problems.
Feature 13: Seamless account transition and set-up
When transitioning to a new medical spa management software, it is vital your day-to-day operations move forward without missing a beat. How will you switch over your appointments, memberships, and customer information?
Most software systems will help you get started — but beware of unnecessary set-up fees. For example, at the time of publication, Boulevard has a $495 onboarding fee, and their full data import is $895. Meanwhile, this same set-up support within Mangomint’s medical spa software is completely free. While shopping around for med spa software, don’t settle for anything less than a seamless transition that won’t break the bank.
Feature 14: Customizable software interface
Your brand is at the heart of your medical spa — so it is necessary you find a medical spa management software that will keep it front and center.
Can you add your logo to the booking interface?
Does the booking software embed directly onto your website?
Will the software make your medical spa scheduling mobile-friendly?
Can you customize the service menu text to match your brand voice and capture the essence of your services?
Does the software support your preferred integrations?
Is the booking experience one that you are proud to provide customers with?
These are the kinds of questions that will lead you to a compatible med spa software.
Feature 15: Inventory management
Med spa inventory management can be complicated when simultaneously overseeing back bar products, in-store merchandise, and online retail. But thankfully, it doesn’t have to be. Your medical spa software system should be able to handle your inventory management needs effortlessly. By synchronizing your inventory across mediums, you can ensure your shelves are always stocked but never overflowing.
Feature 16: Built-in payroll processing software
Keeping track of compensation and payroll can be especially complicated for medical spas. For example, if your medical spa has booth renters or accepts tips for non-medical appointments, you may be juggling a variety of payment structures. Having medical spa software with built-in payroll processing can be a game changer.
This feature will do the heavy lifting for you. You can run your med spa payroll in minutes, make any adjustments at the click of a button, and potentially get hours of administrative time back each month.
Feature 17: Med spa email marketing tool
Marketing is essential to boosting medical spa profits and helping you grow your business. While some marketing strategies (like directory listing optimization) can easily be done in-house, others (like email marketing) will require a specialty tool that you should expect to find built into your software platform.
A built-in email marketing feature can help you reach clients on your list with promotions, updates, and reminders to book their next appointment. However, it is best to also look for an innovative tool that exceeds the email marketing basics. Ease of use is essential for effective campaigns that match your brand’s aesthetics. Look for an attractive library of pre-built templates to provide high-level marketing support without all of the in-house design work.
You will also want an advanced tool that can seamlessly filter your email list to send relevant, personalized, and effective email campaigns. For example, if you are offering a promotion to encourage botox bookings, you will want to filter your email list for the clients who have previously booked this service. A feature like this helps you save money on marketing overhead costs, keep you off spam lists, minimize unsubscribe rates for irrelevant emails, and optimize campaign performance.
Mangomint’s medical spa software
Whether you are opening a new medical spa or simply switching software, the Mangomint platform is perfect for medical spas, salons, estheticians, and more. If you haven’t explored Mangomint's medical spa management software features yet, consider signing up for a free trial or a live demo with one of our experts to get started!
Emily Holzer is a Content Marketing Manager at Mangomint. She has a master’s degree in English and a passion for helping salons, spas, and other local beauty businesses thrive. When she is not writing, you can find her playing chess or tending to her houseplants. Fun fact: Emily has donated 8 ponytails (so far) across 5 hair loss charities in the U.S.
