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The medical spa software you choose shapes your clinical workflows, staff efficiency, and the overall client experience. Aesthetic Record has earned a loyal following in the medspa space thanks to its focus on treatment documentation, HIPAA-conscious recordkeeping, and features built specifically for aesthetic and cosmetic practices. For many clinics, it provides a dependable clinical foundation.
Still, no single platform is the perfect fit for every medspa. While Aesthetic Record excels in areas like charting, consents, and treatment tracking, other systems place greater emphasis on ease of use, marketing tools, front-desk speed, or scaling across multiple providers and locations. With the growing number of medspa software options available, comparing alternatives can uncover platforms that better match your clinic’s workflow, growth trajectory, and operational priorities.
The sections below provide a deep dive into Aesthetic Record, highlighting where it performs well — and where an alternative solution may offer a better fit depending on your practice’s needs.
Aesthetic Record is purpose-built for medical spas and aesthetic practices that need robust clinical functionality alongside core business tools. Rather than focusing solely on scheduling or payments, the platform brings together appointment management, HIPAA-conscious patient records, treatment documentation, billing, and reporting within a single cloud-based system tailored to medspa workflows.
Medspas often choose Aesthetic Record for the depth of its clinical capabilities. Detailed procedure charting, digital consent management, before-and-after photo documentation, and comprehensive treatment histories give providers the tools to record care accurately and consistently. Centralized client profiles and operational dashboards help practices stay organized, track activity across treatments and providers, and maintain visibility into overall performance.
At its core, Aesthetic Record is well suited for clinics that prioritize structured documentation, compliance-minded recordkeeping, and granular treatment tracking. For medspas that prefer a more comprehensive, feature-dense platform, it delivers a dependable framework for managing both clinical operations and daily practice oversight.
Let's see that framework in action below.
It’s 8:00 a.m., and you're preparing to open your medspa. You log into Aesthetic Record to review the day’s schedule—appointments are clearly laid out, patient charts are already attached, and required intake forms and consents are queued up before the first client arrives.
As providers move through treatments, Aesthetic Record keeps clinical workflows tightly organized. Patient histories, prior photos, and detailed procedure notes are instantly accessible from each appointment. During visits, providers document treatments in real time using structured charting tools, capture before-and-after photos, and apply digital consent forms—everything saved directly to the patient’s record in a HIPAA-compliant environment.
Midday adjustments are easy to manage. A schedule change or add-on service updates the calendar, chart, and billing flow without manual handoffs. Inventory is tracked automatically as products are used, and treatment histories stay clean and consistent across providers.
At checkout, services are closed out, payments are processed, and records are finalized. By the end of the day, charts are complete, documentation is audit-ready, and the owner can review activity across treatments, providers, and revenue—all without chasing paperwork or reconciling systems.
The takeaway? Aesthetic Record isn’t trying to be everything at once—it’s built to give medspas confidence in their clinical operations. For owners who prioritize thorough documentation, regulatory awareness, and treatment-level visibility, it provides structure and control throughout the entire day, from the first appointment to the final chart sign-off
Aesthetic Record is known for its clinical depth, but its value extends beyond documentation alone. The platform combines medical-grade recordkeeping with essential booking, payment, and operational tools, giving medspas an all-in-one system designed around real treatment workflows. The strengths below highlight where Aesthetic Record performs especially well, and the features that most often influence why practices choose it over more general-purpose spa software.
Aesthetic Record’s core strength is its clinical depth, designed specifically for medical and aesthetic practices rather than generic booking. It offers detailed EMR charting with procedure templates, SOAP notes, and high-resolution before-and-after photo tools that tie directly into patient records — making it easier to document care thoroughly and review progress over time. This level of detail supports treatment consistency and regulatory compliance for clinics performing injectables, lasers, and other advanced procedures.
Security and compliance are front and center. The platform’s EMR and recordkeeping are built to meet HIPAA standards, with centralized documentation that consolidates histories, forms, and communication securely. This appeals to regulated clinics that need to protect sensitive medical information without juggling multiple systems.
Aesthetic Record includes essential scheduling features such as online appointment booking, automated reminders (via email and SMS), waitlists, and flexible calendar management. These tools help reduce no-shows, streamline front-desk tasks, and give clients the convenience of self-service booking — all tied into the same platform where charts and records live.
Financial workflows are unified with clinical operations. The system supports point-of-sale (POS) processing, integrated billing, membership wallets, recurring billing, and payment plans — so clinics can handle checkout, deposits, packages, and financing without exporting to a separate tool. This reduces administrative friction and keeps revenue data closely linked with treatment records.
Aesthetic Record offers inventory tracking that deducts supplies in real time, monitors stock levels and lot/expiry data, and aligns product usage with treatment notes. Combined with dashboards and reporting, this helps practices understand supply costs, monitor provider performance, and make operational decisions from a single system.
Beyond charting and scheduling, the platform provides features that support client communication and retention, such as a web-based portal, two-way HIPAA-compliant messaging, automated reminders, and patient profiles. These help practices stay connected with clients during the booking and treatment cycle — improving engagement and reducing administrative back-and-forth.
Aesthetic Record uses a per-user subscription model paired with a one-time setup fee, making it a scalable choice for clinics that prefer to pay only for the staff members actively using the system.
For growing practices, this "per-seat" structure allows for a lower entry point compared to flat-fee enterprise systems, though costs can climb as you add more providers, medical directors, or administrative users.
Aesthetic Record's three primary pricing tiers include:
Key features included
Adds to Essentials
Includes everything in Essentials + Accelerator, plus:
User feedback on Aesthetic Record tends to be polarized, with many owners praising key features that support clinical workflows — and just as many raising concerns about usability, support, and unexpected costs. The platform’s average ratings on review sites such as G2 and Capterra reflect this split: it sits in the midrange overall, with particular variance between feature appreciation and ease of use/customer experience.
Medspa owners value Aesthetic Record primarily for its all-in-one clinical depth, often citing its robust EMR features—like seamless photo documentation, digital consents, and detailed charting—as essential for running a professional, paperless practice. By centralizing scheduling, patient messaging, and financial reporting into a single ecosystem, the platform eliminates the need for disjointed third-party tools, which many users find significantly streamlines their daily operations.
While the software has a notable learning curve, practitioners report that once the interface becomes familiar, core tasks like booking and record retrieval are efficient and intuitive. Furthermore, owners frequently praise the responsiveness of the support team, noting that prompt assistance helps resolve technical issues quickly to keep the clinic running smoothly.
Despite its clinical depth, Aesthetic Record is frequently critiqued for its steep learning curve and "clunky" usability, with many users reporting that routine actions require excessive clicks and navigation steps. Beyond the interface, recurring performance issues—such as system crashes, slow load times, and mandatory logouts for updates—can significantly disrupt clinic workflows during peak hours.
Customer support remains a major point of contention; while some find it helpful, others express deep frustration over the lack of phone support and the inability to reach a live representative quickly during clinical emergencies or software outages. Furthermore, the platform's total cost can be unpredictable due to hidden fees for data migration, exports, and specific add-ons, alongside an implementation process that many owners describe as labor-intensive and poorly managed.
These friction points, combined with high quotes for data retrieval if a clinic chooses to leave, can make the software feel like a restrictive and costly investment for growing practices.
Overall, many medspa owners view Aesthetic Record as a powerful clinical-focused solution that can unify charting, scheduling, and client management — but not without trade-offs. Practices that value robust documentation and compliance tend to appreciate the platform once they’re past the initial learning curve, while others find the experience hindered by usability quirks, support limitations, or additional fees for necessary functions.