Many cosmetic medicine practices start out with a paper diary, a spreadsheet of patients and consent forms in a folder. This works as long as there are only a few patients. When the practice grows, problems arise: missed appointments, patients who don\u2019t return because nobody has contacted them, consent forms that can\u2019t be found and invoices that need to be reissued. Practice management software designed for aesthetic medicine solves these issues, but not all solutions are created equal. This guide explains what features it should have and what you should check before choosing one.<\/p>\n\n\n\n
A sales CRM or a generic appointment booking programme does not recognise what a medical record, a batch of hyaluronic acid or a toxin injection map is. Aesthetic medicine combines two worlds: the clinical world, with strict legal obligations regarding health data, and the commercial world, with budgets, bonuses, lead tracking and follow-up reminders. The software must cover both without the team having to use three different tools.<\/p>\n\n\n\n
The medical record is at the heart of the programme. It must allow for the recording of medical history, allergies and visible alerts, photographs from different angles, the product applied (including its batch number and expiry date), and notes from each visit signed by the practitioner. Once signed, a visit should not be able to be amended: corrections are added as an addendum, with the date and author, so that the record is valid in the event of a complaint.<\/p>\n\n\n\n
Law 41\/2002 requires medical records to be retained for at least five years from the date of discharge following each course of treatment, and in Catalonia, Law 21\/2000 extends this period to fifteen years for certain documents. Check that the software allows you to export all medical records in a readable format without being dependent on it, for example, should you ever change providers.<\/p>\n\n\n\n
The patient should be able to read and sign the informed consent<\/a> on a tablet, bearing both their signature and that of the healthcare professional, and for the document to be stored in their record with the date and time. Ideally, the software should generate a digital fingerprint of the signed document, so that it can be verified that it has not been altered. This eliminates the need for paper files, and any consent form can be found in seconds.<\/p>\n\n\n\n Health data is a special category under the GDPR. Before entering into a contract, ask the provider for the data processor agreement, the list of sub-processors and where the data is stored (preferably within the European Union). Also check that each user has their own access with a specific role (clinician, reception, administration), that access to medical records requires two-factor authentication, and that a record is kept of who accessed each record.<\/p>\n\n\n\n A calendar that displays practitioners, consultation rooms and teams all at once helps to avoid clashes. It\u2019s a great help if patients can book an appointment via a dedicated link on the practice\u2019s website \u2013 for example, via the Instagram bio \u2013 and if the booking system can request a deposit to reduce no-shows.<\/p>\n\n\n\n A large proportion of a cosmetic clinic\u2019s turnover comes from returning patients: the botulinum toxin follow-up after four months, filler touch-ups, and outstanding treatment packages. The programme should only handle appointment reminders, post-treatment follow-ups, requests for reviews and re-engaging patients who haven\u2019t visited for months, whilst always respecting consent for marketing communications.<\/p>\n\n\n\n Quotes that turn into invoices with a single click, session vouchers showing their balance and expiry date, and invoices with sequential numbering that cannot be deleted once issued. This last point is important: Royal Decree-Law 15\/2025 stipulates the obligation to use invoicing systems compliant with VERI*FACTU from 1 January 2027 for companies and from 1 July 2027 for all other entities. Ask your provider if their system is already compliant.<\/p>\n\n\n\n Knowing how many syringes and vials are left, which batches are due to expire this month and which patient received each batch is not just a matter of convenience: it is traceability. If a manufacturer recalls a batch, you need to be able to trace the affected patients within minutes. Find out more about this in our guide to buy aesthetic medicine supplies<\/a>.<\/p>\n\n\n\n Revenue by treatment and by practitioner, new versus returning patients, source of leads and no-show rate. These figures are used to decide where to invest in advertising (always within the limits set by the regulations on healthcare advertising<\/a>) and which treatments to promote.<\/p>\n\n\n\n At Medars, we have created MEDARS CRM<\/a>, a management programme designed for aesthetic medicine practices and clinics: appointment book, patient records with a map of treatment points and photographs, consent forms signed on a tablet, quotes, vouchers, and invoices prepared for VERI*FACTU, stock management with batch numbers, reminders and an AI assistant that helps with drafting documents and checking the clinic\u2019s figures. The data is hosted in the European Union. You can try the demo<\/a> with a sample clinic, without registering.<\/p>\n\n\n\n If you\u2019re just starting out, you might also be interested in what What are the requirements for setting up a cosmetic medicine practice?<\/a> y how much does it cost to open it?<\/a>.<\/p>\n\n\n\n What should a management programme for an aesthetic medicine practice include: secure patient records, signed consent forms, a diary, reminders, VERI*FACTU invoices and an inventory with batch numbers.<\/p>","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"slim_seo":{"title":"What to look for in software for beauty clinics: 2026 guide | Medars","description":"Checklist for choosing a management programme for a beauty clinic: medical records, consent forms on a tablet, appointment book, CRM, VERI*FACTU, batches and the GDPR."},"_slim_seo_primary_term_category":0,"_slim_seo_primary_term_post_tag":0,"footnotes":""},"categories":[3],"tags":[],"class_list":["post-839","post","type-post","status-publish","format-standard","hentry","category-guias"],"_links":{"self":[{"href":"https:\/\/med-ars.com\/en\/wp-json\/wp\/v2\/posts\/839","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/med-ars.com\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/med-ars.com\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/med-ars.com\/en\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/med-ars.com\/en\/wp-json\/wp\/v2\/comments?post=839"}],"version-history":[{"count":1,"href":"https:\/\/med-ars.com\/en\/wp-json\/wp\/v2\/posts\/839\/revisions"}],"predecessor-version":[{"id":851,"href":"https:\/\/med-ars.com\/en\/wp-json\/wp\/v2\/posts\/839\/revisions\/851"}],"wp:attachment":[{"href":"https:\/\/med-ars.com\/en\/wp-json\/wp\/v2\/media?parent=839"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/med-ars.com\/en\/wp-json\/wp\/v2\/categories?post=839"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/med-ars.com\/en\/wp-json\/wp\/v2\/tags?post=839"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}Health data protection<\/h3>\n\n\n\n
What it should include, in terms of management<\/h2>\n\n\n\n
Schedule by professional and by venue<\/h3>\n\n\n\n
Reminders and follow-ups that set themselves up automatically<\/h3>\n\n\n\n
Quotations, vouchers and invoices<\/h3>\n\n\n\n
Stock with batches and expiry dates<\/h3>\n\n\n\n
Reports that are easy to understand<\/h3>\n\n\n\n
Questions you should ask before signing a contract<\/h2>\n\n\n\n
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How we handle this at Medars<\/h2>\n\n\n\n
Related guides<\/h2>\n\n\n\n
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Continue exploring Medars<\/h2>\n\n\n\n
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