Aesthetic clinic software: bookings, consent forms, and treatment notes that hold up
An aesthetic clinic is two businesses in one: a bookings business out front and a clinical-records business in the back. Most software does one and fakes the other. Here's how to run both — booking links, signed consent, body-chart treatment notes, and invoicing — on one system.
Wemu Team
Product
Botox, peels, laser, injectables — every treatment in an aesthetic clinic carries two obligations at once: fill the calendar, and document the treatment well enough that you'd be comfortable showing the record to a regulator or a lawyer. Booking apps ignore the second. Clinical-records systems ignore the first. Running both means double data entry, or worse, paper.
What a clinic actually needs
- A booking page patients find on Instagram and use without calling
- Consent forms signed on a phone before the appointment, stored on the patient record forever
- Treatment notes with a body chart — mark the injection points, note the units, sign and lock
- Deposits or card-on-file for the high-value slots that hurt when they no-show
- An invoice or POS checkout that lands on the same patient record
Setup tutorial: clinic live in a day
Step 1 — Services and the booking page
Add your treatment menu with durations and prices, assign practitioners, and your booking page is live at your own link — share it in your Instagram bio and print the QR for reception. Booking confirmation can be automatic or held for manual approval; reminders go out on their own with a self-service reschedule link.
Don't want prices public?
Some clinics prefer consult-first pricing. One toggle hides service prices from the storefront while keeping them on invoices and checkout — you choose per business, services and products separately.
Step 2 — Build the consent forms once
Forms → New form: new-patient intake, laser consent, injectables consent and medical history, post-treatment care. Add a signature field and mark the form required before check-in. Send it from the patient's record the night before — arrivals get faster and nobody signs a clipboard in the waiting room.
Step 3 — Set up clinician note templates
The note composer ships with SOAP and skin-consultation templates, and your clinic can build its own — a consultation form for first visits, a botox face chart for injectables. The body-diagram field is the part clinicians love: tap the chart to circle each treatment point, label it (product, units), attach photos, then Sign & lock. Locked notes can't be edited — corrections become amendments with a trail, which is exactly what a clinical record should do.
Step 4 — Money without re-typing
After the consult: create the invoice from the visit (the patient gets a Pay-now link), or ring it through the POS for walk-outs. Either way the payment lands on the same patient record as the notes and the consent — one file per patient, forever.
Step 5 — Protect the calendar
For long or high-value appointments, take a deposit or card-on-file at booking, and let the automated reminders and self-service cancellation do the rest. Clinics running this setup typically sit at a 2–5% no-show rate.
Why Wemu fits clinics better than a booking app
| Booking apps | Wemu |
|---|---|
| Bookings ✓, clinical records ✗ | Bookings and lockable clinical notes on the same patient record |
| Consent = a PDF you email | Digital consent with signature, required before check-in, stored forever |
| Notes = a free-text box | Templates your clinic designs, body charts, photos, sign & lock with amendments |
| Marketplace takes a cut or upsells your clients | Your own booking page on your own link — your clients stay yours |
| Per-practitioner pricing | One flat plan, unlimited staff |
The honest limit: Wemu is not a certified electronic health record for hospital settings. For an aesthetic clinic's needs — consent, treatment documentation with an audit trail, and patient history — it covers the ground most clinics currently cover with paper, and it does it attached to the booking and the payment.
Front of house and back of house, one system
Booking page, signed consent, body-chart treatment notes, and invoicing on one patient record. 7-day free trial.
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