AestheticsPro typical implementation process:
Initial Consultation and Demo: The implementation begins with a live demo and consultation call, during which AestheticsPro’s onboarding team assesses the clinic’s goals, number of users, and workflow requirements. This ensures a personalized setup plan tailored to each medspa’s operational structure.
Account Setup and Configuration: After sign-up, a dedicated Client Success Manager guides clients through the account creation process. User roles, access permissions, data fields, and branded templates such as consent forms and treatment notes are configured based on the clinic’s branding and compliance needs.
Data Migration and Import: For practices switching from legacy systems, AestheticsPro assists with secure data migration. This process transfers patient data, inventory records, and staff information into the new cloud environment while maintaining HIPAA compliance and data integrity.
Custom Workflow Mapping: The implementation team customizes dashboards, appointment calendars, and EMR workflows to reflect each spa’s specific services, staffing structure, and treatment categories. This mapping streamlines scheduling, e-prescriptions, and reporting processes before launch.
Training and Education: Clients receive live, hands-on training sessions and access to an extensive library of on-demand videos and webinars through the AestheticsPro Learning Center. The training covers calendar management, payments, EMR documentation, telemedicine, and marketing tools. The platform also offers one-on-one setup coaching for key staff.
Testing and Pre‑Launch Validation: Before going live, users run simulations using test data to validate appointment scheduling, payment handling, and communication functions. System issues are addressed by the technical team to ensure a smooth rollout.
Go‑Live Support: On the scheduled launch day, AestheticsPro’s support specialists remain available in real‑time to guide staff through live usage. This ensures immediate performance validation, resolves onboarding questions, and helps adapt workflows as users become familiar with the interface.
AestheticsPro
By AestheticsPro
AestheticsPro is highly customizable, allowing medical spas and wellness clinics to tailor the platform precisely to their organizational workflows, branding, and operational scale. Built with flexibility in mind, its cloud‑based, modular architecture supports both small independent practices and multi‑location franchise networks. The software allows users to edit, brand, and configure nearly every part of the client and business experience—from digital forms to financial reporting—without requiring advanced technical skills.
Custom Form Builder and EMR Templates: Clinics can design their own electronic medical records (EMR), intake forms, SOAP notes, and consent documents using AestheticsPro’s drag‑and‑drop form creator. These templates can include clinical sections, toggles, and e‑signature fields that align with specific treatment categories or compliance requirements. Forms can be branded with logos, provider names, and customized disclaimers to match each spa’s client documentation needs.
Dashboard and Workflow Personalization: Providers and managers can configure their dashboards by user role, ensuring only relevant modules appear on-screen. Administrators define scheduling views, service durations, and resource filters tailored to their unique staffing and room‑allocation structure. This role‑based customization supports seamless operations in both solo and team environments.
Customizable Appointment and Calendar Settings: The scheduling calendar uses adjustable parameters to fit any business model—like defining appointment lengths, provider rooms, color codes by service, and recurring session settings. Automated reminders and confirmations can also be edited for branding tone and delivery timing.
Marketing and CRM Flexibility: AestheticsPro’s marketing system allows clinics to create personalized campaigns using conditional filters such as visit frequency, service type, demographics, or purchase behavior. Campaign templates, subject lines, and delivery channels (SMS, email, or portal notifications) can be customized while tracking campaign analytics in real time.
Custom Branding and Client Portal: The Client Portal can be branded with colors, logos, and banner images consistent with the spa’s visual identity. Practices can configure intake workflows to match their culture, embed booking widgets into their websites through APIs, and even set unique service rules for deposits or package redemptions.
Configurable Reporting and Analytics: The built‑in analytics system lets users develop custom reports across financial, clinical, or staff metrics. Managers can define parameters for KPIs such as monthly sales, provider utilization, and retention trends. These reports are downloadable in graphical or Excel formats, simplifying performance and compliance monitoring.
Inventory, POS, and Payment Customization: AestheticsPro’s point‑of‑sale (POS) supports custom product categories, service codes, tax rules, commission rates, and loyalty programs. Practices can create custom discount codes, membership tiers, and bundled treatment packages, tailoring pricing models to fit their revenue strategy.
Staff Roles and Access Permissions: The platform’s fine‑grained access controls let administrators define visibility and editing rights for employees by department, title, or certification. This means a front‑desk coordinator can access scheduling and billing tools without viewing confidential medical records, ensuring compliance with privacy regulations.
Third‑Party API Integration: Users can connect external applications such as Birdeye, Gravity Payments, and QuickBooks through AestheticsPro’s open API. This empowers practices to integrate specialized marketing, accounting, or telehealth tools for further customization of business processes.
AestheticsPro pricing structure follows an all-inclusive SaaS model with transparent monthly subscriptions and minimal hidden fees. The platform’s base subscription plans—starting from around $75 to $275 per month per user, depending on tier—cover core features like EMR, CRM, scheduling, and marketing. However, several additional costs may apply depending on customization, implementation scale, and premium features.
Setup and Onboarding Fees: Most clients incur a one-time setup or onboarding fe,e usually ranging from $199 to $499, which covers account configuration, data migration, and personalized launch support. Multi-location enterprises often pay slightly more to accommodate multiple databases or API connections.
Training and Implementation: While standard training modules and webinar access are included in all plans, practices that request one-on-one or on-site training sessions may face extra charges averaging $150–$300 per session, depending on duration and scope. AestheticsPro’s onboarding package includes a dedicated Client Success Manager, available at no extra cost for Executive and Enterprise plans.
Support and Maintenance: Continuous cloud updates, technical support, and security patches are included in the monthly subscription. Unlike many competitors, AestheticsPro does not charge separate maintenance or system upgrade fees. Clients on Professional plans receive standard chat and email support, while Executive and Enterprise plans include priority live support and webinars at no added expense.
Integrations and Payment Processing: Integrations such as Gravity Payments, Clover, and WorldPay may result in transaction-based processing fees (usually 2.9% + 30¢ per transaction) paid directly through the payment processor. Connecting third-party CRM or analytics platforms through the open API is available only in the Enterprise plan, which often requires a custom integration setup fee (typically starting at $250).
Add-on and Premium Modules: Optional modules like e-Prescribing (e‑Rx), AP Focus medical photography, or advanced analytics dashboards are included in higher‑tier plans but can be added à la carte for users on lower tiers. These add‑ons usually cost between $25 and $75 per user per month.
Cancellation and Renewal Terms: Annual subscriptions automatically renew unless canceled 30 days before renewal. Mid‑term cancellations typically do not qualify for refunds, although data exports are free for existing subscribers. Some users have reported small cancellation fees or account reactivation charges for returning customers.
AestheticsPro provides a training and support program designed to ensure new users can quickly master the platform and achieve seamless system adoption. Its customer onboarding and education model—known as the Client Partnership Approach—combines personalized training, self-paced resources, and award-winning live support to meet each spa’s specific operational needs.
Personalized Onboarding and Setup: Every new client is assigned a dedicated Client Success Manager who guides the entire onboarding process. The manager helps configure user roles, intake forms, calendars, and templates to match business workflows. This tailored setup ensures full functionality from day one and accelerates user proficiency.
Comprehensive Learning Resources: AestheticsPro provides access to its Training Library and Learning Center, containing hundreds of tutorials, updated video walkthroughs, and digital manuals covering EMR, CRM, POS, telemedicine, and reporting functions. These materials are available 24/7, allowing staff to learn at their own pace. The video library—recently expanded in 2025—features instructor-led sessions and skill-based modules for new or advanced users.
Interactive Virtual and One-on-One Training: Clinics receive interactive training through live webinars, private sessions, and group workshops tailored to their staff size and expertise level. Each session includes Q&A segments, system demos, and best-practice examples for scheduling, billing, and telemedicine integration. Enterprise clients can also request ongoing refresher training as part of their SLA.
Ongoing Support and Troubleshooting: AestheticsPro’s customer support operates Monday–Friday (6:00 a.m.–5:00 p.m. PT) with partial Saturday coverage. Users can connect through phone, email, or the in-app Support > Ask the Support Team portal, ensuring direct communication with certified software experts. The company has received multiple “Best Customer Support” awards for rapid response times and proactive service.
Continuous Skill Development: The platform encourages ongoing improvement by hosting monthly webinars and live refresher sessions that spotlight new product features or workflow optimizations. These updates provide step-by-step training on new modules like AP Focus photo management or marketing automation tools.
Client Feedback and Upgrade Integration: AestheticsPro’s user feedback loop directly influences training materials and software updates. The company regularly updates its digital learning hub based on user surveys to ensure content reflects real-world medspa challenges and evolving feature sets.
AestheticsPro implements a layered security program centered on HIPAA compliance, PCI‑validated payments, encrypted cloud hosting, and strict access controls to protect PHI and financial data across the medspa workflow.
HIPAA-compliant platform: Administrative, physical, and technical safeguards are built in, including policies, staff training, sanction procedures, contingency plans, and Business Associate controls to protect PHI in line with the HIPAA Security Rule and Privacy Rule.
Encrypted EMR and client portal: Data is protected in transit and at rest within a secure cloud EMR and client portal, supporting secure messaging, access to treatment history, invoices, and photos through authenticated sessions to minimize exposure risk.
Role-based access control (RBAC): Fine‑grained permissions restrict data visibility by user role (provider, front desk, biller), enforcing least‑privilege access and audit readiness for every PHI interaction across the system.
Audit trails and monitoring: System activity logs capture logins, chart edits, e‑signature events, photo uploads, and financial transactions for forensics and compliance reporting during internal reviews or external audits.
PCI DSS payment security: Integrated POS and merchant services operate under PCI DSS guidelines, segmenting cardholder data from EMR records and enforcing strong encryption, secure network configurations, and processor‑level tokenization to prevent card data exposure.
Secure communications: HIPAA‑secure messaging and notifications are delivered through the portal (and configured email/SMS gateways) with privacy safeguards to reduce the risk of sending PHI over insecure channels; guidance is provided to keep outreach compliant.
Photo security and controls: Clinical images captured and managed via AP Focus are stored with the chart under the same HIPAA safeguards, with controlled sharing and no public links, preserving before‑and‑after photo confidentiality.
Data backup and continuity: Encrypted cloud backups and contingency processes support recovery from outages or incidents, aligning with HIPAA contingency planning requirements and maintaining the availability of critical records.
Risk assessments and hardening: Regular security guidance emphasizes risk analysis, secure passwords, and MFA where available, patching, and alignment of office procedures with HIPAA’s administrative controls to close practice-level gaps.
AestheticsPro delivers updates on a frequent, cloud-managed cadence, combining periodic feature releases with continuous improvements that are automatically applied to all subscribers without on‑prem maintenance or downtime. Public communications highlight major rollouts like the 2025 “Aurora” update, which introduced a redesigned UI, a universal AP toolbar, expanded help center content (~300 modules), enhanced mobile responsiveness, and resource mapping to streamline setup and daily workflows.
Update frequency and scope: Major experience and workflow upgrades are announced several times per year, with incremental enhancements and fixes shipped in between for scheduling, client portal/“Book Now,” and performance tuning; these are delivered as background cloud updates for all tenants.
Cloud delivery and zero‑downtime approach: As a native SaaS platform, updates are applied centrally and propagate to customer environments automatically—no server patching or local installs required—keeping instances current and secure by default.
Release communications: Product changes are promoted through official blog posts, social channels, and in‑product messaging, detailing new capabilities (e.g., toolbar functions, portal upgrades) and navigation changes so staff can adapt quickly.
Post‑release enablement: Each major release is paired with expanded training and support—AestheticsPro’s help center and learning library add new tutorials and walkthroughs aligned to the update, enabling rapid adoption by front desk, clinical, and management roles.
AestheticsPro’s data ownership and portability policy emphasizes that all business and patient information managed within the system remains fully owned by the subscribing company (clinic, medspa, or practitioner), while AestheticsPro retains ownership of its proprietary software code and platform technology. This distinction ensures clients have full control over their operational and patient data, supported by clear export and retention provisions defined in its service agreement and privacy policy.
Client Data Ownership: Under the “Company Content” clause, AestheticsPro explicitly confirms that the customer retains ownership rights to all practice and patient data created or stored in the system. This includes E‑Records, uploaded media (e.g., treatment photos), financial transactions, and custom templates. The company only receives a temporary, nonexclusive right to process and host this data within its cloud environment for operational purposes.
Platform Ownership: Conversely, AestheticsPro owns all rights related to its SaaS technology framework, architecture, and user interface, meaning subscribers are granted only a license to use these services and cannot redistribute or modify the system’s underlying code or proprietary functions.
Data Export and Portability: Clients can export their data anytime through built‑in utilities (e.g., via XLS or PDF export options for reports, financial data, or client records). Upon termination or nonrenewal, the company allows a formal E‑Record Download, which includes all electronic forms, charts, records, uploaded photos, and documents formatted as PDF or Excel files. Clinics can also request custom exports or data formatting for external EHR or CRM migration at additional cost if required.
Export Costs: Standard data exports are free during the active contract term. For bulk data extraction exceeding 500 clients, a nominal data release fee of $0.50 per client record applies, covering server processing and export preparation. Complex custom exports (involving unique formatting or nonstandard file structures) are billed separately under service add-ons.
Data Retrieval After Cancellation: Clients are entitled to retrieve their full dataset during the 30‑day notice period following account cancellation. Once the 30‑day termination window expires, AestheticsPro permanently relinquishes custodianship of the data, securely deleting all residual information in accordance with HIPAA and company retention rules.
Privacy Rights and Portability Requests: Through its privacy policy, AestheticsPro supports legal data portability rights. Users may request an electronic copy of their personal or business data for transfer to another platform by emailing [email protected] under the subject line “Data Subject Request.” Identity verification is required before processing, ensuring compliance with privacy and security laws such as the California Consumer Privacy Act (CCPA) and other applicable frameworks.
Data Retention and Custodianship: Once data ownership reverts fully to the client at termination, AestheticsPro maintains records only for the minimal time necessary to meet legal or accounting obligations. Beyond that point, all PHI and business content are securely removed (“data destruction”) from the servers. Any backup copies are encrypted and purged automatically once retention expiration thresholds are met.
Access Rights: During active subscription, authorized users can view, modify, and download all information for which their roles provide access. AestheticsPro does not reuse or resell customer data and restricts access internally to personnel directly involved in providing technical or client support under HIPAA’s minimum necessary principle.
AestheticsPro allows medical and aesthetic businesses to adjust their subscription use dynamically as operations evolve, offering scalable license management, modular add‑ons, and straightforward upgrade or downgrade options through its client agreement and billing dashboard.
Scalable license model: AestheticsPro’s subscription is priced per provider (licensed professional) and supports unlimited staff accounts under administrative control. Practices can add or remove licensed users or staff logins at will, allowing smooth expansion or downsizing without disrupting EMR data, billing records, or permissions.
Simple plan upgrades: Clients can upgrade service tiers—such as moving from Professional to Executive or Enterprise—at any point in the contract. Upgrades take effect immediately, with prorated billing for the remaining subscription period. Additional modules like e‑prescribing, AP Focus imaging, or advanced analytics activate instantly after confirmation through the account’s billing dashboard.
Downgrade options: Practices can reduce their plan or deactivate add‑ons by notifying AestheticsPro before the next billing cycle. Downgrades take effect at renewal, preserving historical client data but lowering access to advanced features. Clients are advised to complete downgrades at the term’s end since partial refunds for monthly reductions are not issued mid‑term.
Adding new locations or staff: For multi‑site organizations, new locations are appended under the same master account, keeping a shared database but separate revenue and inventory tracking folders. This helps franchises and multi‑office medspas scale easily while consolidating financial and compliance reporting.
Data and workflow continuity: Scaling up or down does not affect client E‑Records, CRM data, or EMR workflows. All data remains intact in the HIPAA‑compliant cloud environment; roles and permissions simply adjust to match the new structure.
Flexible modular add‑ons: Practices can activate or deactivate optional components—such as memberships, rewards programs, advanced reporting, or telemedicine—based on business growth or focus areas. Billing adjusts automatically when modules are added or removed.
Contract terms for scaling: The Master Service Agreement allows subscription modifications with written notice at least 30 days before renewal. Add‑ons can be purchased mid‑term and billed hourly or prorated, while reductions generally take effect in the next term to maintain consistent financial planning.
AestheticsPro’s contract renewal and cancellation policies are structured to ensure both flexibility and transparency for healthcare and medspa clients under its standard terms and conditions agreement.
Contract Term and Renewal: Each AestheticsPro agreement begins with an initial one-year (12-month) term, automatically renewing for successive one-year periods unless canceled in writing. To prevent automatic renewal, either party must provide written notice of non-renewal at least 30 days prior to the end of the current term.
Renewal Billing and Fees: Renewal invoices are typically issued 90 days before the new term begins, and payment is due at the renewal date. Service fee revisions may occur upon renewal, but AestheticsPro must issue written notice of any pricing increase at least 60 days in advance. Regular renewals automatically continue at the existing pricing unless notified otherwise.
Cancellation Terms: Clients may cancel at any point during their subscription by providing a 30-day written termination notice. If cancellation occurs after the first 30 days following activation but before the end of the one-year term, the client is subject to an early termination fee equal to either three months’ worth of total service fees or the remaining contract balance—whichever is less. If the contract is canceled within the first 30 days after account activation, no early termination fee applies, though the initial setup and first-month subscription fees are non-refundable.
Data Portability and Account Closure: Upon cancellation, clients have a 30-day window to export or download all electronic medical records and client data. AestheticsPro provides an E-Record Download in standard formats (e.g., PDF and XLS files) for active subscribers. Post-cancellation, AestheticsPro ceases to act as data custodian and deletes client data following the 30-day post-termination period unless otherwise agreed contractually.
Service Suspension and Non-Payment: Services may be suspended immediately if payments are late or if the client breaches contractual terms. AestheticsPro charges a reconnection fee equal to 25% of the annualized monthly service fee to restore suspended accounts. During suspension, the company is not obligated to deliver services or support until all outstanding invoices and reconnection fees are settled.
Payment Obligations: All monthly fees must be paid in advance on the first day of each month. Late payments beyond 10 days past due incur financing charges of up to 1.5% per month compounded daily or the maximum rate permitted by law.
Refunds: Subscription fees are non-refundable once services are active, with exceptions limited to contract breaches on AestheticsPro’s part. Setup, training, or integration fees are also not refundable unless otherwise stated in a custom addendum.
Training and Add-On Services: Complimentary basic training is included, but custom setup or advanced training sessions may incur additional fees billed at AestheticsPro’s standard hourly rate under its “Additional Services” clause. Contracted customizations or third-party integrations are considered separate services and follow independent billing terms.
AestheticsPro is built to meet core healthcare and payment industry standards, centering on HIPAA for protected health information and PCI DSS for cardholder data, with operational practices aligned to common SaaS security frameworks used by healthcare technology vendors.
HIPAA compliance: The platform implements administrative, physical, and technical safeguards required by the HIPAA Privacy and Security Rules for handling PHI, including secure EMR, access controls, auditability, contingency processes, and staff training for privacy-preserving workflows in medspas.
PCI DSS compliance: Integrated point-of-sale and merchant services follow Payment Card Industry Data Security Standard controls to secure cardholder data separate from clinical records, supporting encryption, restricted access, and processor-level protections during transactions.
Cloud SaaS security alignment: As a cloud EHR/PM platform, AestheticsPro aligns its practices with widely adopted SaaS security frameworks (e.g., SOC 2-style controls for change management, availability, and logical security), complementing HIPAA’s PHI protections; while SOC 2 is not a legal requirement, it is often paired with HIPAA in healthcare SaaS programs to evidence best-practice controls.
OSHA readiness for medspas: The vendor publishes guidance to help clients align with applicable occupational safety requirements (e.g., sharps, sanitation, exposure control planning) that intersect with software-enabled workflows in aesthetic practices, though OSHA governs the practice environment rather than the software itself.
