Everything your practice needs. All of it, actually done.
Our services
Every service we offer is active, ongoing, and executed by our team — not outlined in a workbook, not discussed on a monthly call, not handed back to you with instructions. We manage eight core areas of your medical spa's operations on a continuous basis, so the work gets done whether you're in the treatment room, at a conference, or finally taking a day off.
Compliance & Policy
HIPAA · OSHA · P&P Manuals · Treatment Protocols · Consent Forms
A medspa without documented policies isn't just disorganized — it's exposed.
Most medical spa owners know they need strong policies and procedures, but building them from scratch is a project that never makes it to the top of the list. We write them — from the ground up, tailored to your specific practice, services, and state requirements — and we keep them current as your practice evolves, regulations change, and new services are added.
Our compliance work covers the full scope of what your practice needs to operate confidently and legally. HIPAA policies are not checkbox documents here — we build a working compliance program that your staff can actually follow. OSHA documentation is specific to your treatment environment. Treatment protocols are written to reflect your medical director's standards. Every document we produce is practice-specific, not templated from a generic binder.
What's included
Policy & procedure manual, custom to your practice
Treatment protocols per service category
HIPAA compliance program & staff training docs
OSHA safety policies & exposure control plan
Employee handbook & code of conduct
Patient informed consent forms
Patient intake & medical history forms
Social media & photography policy
Ongoing updates as services or regulations change
Document version control & distribution tracking
Patient Financing
PatientFi · Cherry · CareCredit · Account Setup · Staff Training · Ongoing Management
Patients who can't say yes to a treatment today are not lost — they are waiting for a conversation your team may not be having.
Patient financing is one of the most consistently underutilized revenue tools in the medspa industry. Most practices have a financing option available — very few have it set up correctly, presented consistently, or managed actively. We handle all three.
We establish your accounts with PatientFi, Cherry, and CareCredit, configure them to integrate with your practice systems, and ensure your team understands how to present financing as a natural part of the treatment conversation — not an awkward afterthought at checkout. We also monitor accounts for updates, promotional programs, and any compliance requirements from each financing partner.
What's included
PatientFi account setup & enrollment
Cherry account setup & enrollment
CareCredit account setup & enrollment
Integration with your EMR & checkout workflow
Staff communication on presenting financing
Promotional program monitoring & alerts
Account compliance & ongoing maintenance
Patient-facing materials coordination
Loyalty & Reward Programs
Allē · Aspire · Merz Rewards · Evolus Rewards · Points Monitoring · Patient Outreach
Your patients have points sitting in accounts they've forgotten about. Those are appointments that haven't been booked yet.
Manufacturer loyalty programs — Allē, Aspire, Merz Rewards, Evolus — are among the most powerful retention tools available to a medspa. They are also among the most neglected. When patients don't know their points are expiring, they don't come back in. When your team isn't actively surfacing available rewards, bookings that could have happened simply don't.
We manage your practice accounts across every major loyalty program and build an active outreach process around your patient population. That means monitoring balances, flagging expiring points, communicating with patients before those points are lost, and coaching your team on how to bring rewards into every relevant patient conversation. Retention isn't passive — and loyalty program management shouldn't be either.
What's included
Allē (Allergan) practice account management
Aspire (Galderma) practice account management
Merz Rewards account management
Evolus Rewards account management
Patient points balance monitoring
Expiring points identification & alerts
Patient outreach on expiring rewards
Staff coaching on points-based conversations
New program enrollment as partners launch
Program promotional tracking & communication
Recruitment Management
Job Postings · Applicant Screening · Pre-Interviews · Scheduling · Candidate Communications
Hiring in the aesthetic industry is time-consuming, frustrating, and critical. It should not be your second job.
Finding the right people for a medical spa requires a specific kind of attention — one that most owners simply don't have time to give while running a full clinical schedule. The result is job postings that sit unanswered, inboxes flooded with unqualified applicants, or rushed hires that don't work out. We remove all of that from your plate.
We write compelling, role-specific job descriptions, post them to the right platforms, and manage every step of the applicant pipeline from first contact to interview scheduling. By the time a candidate sits across from you, they have already been screened, pre-qualified, and confirmed as worth your time. You make the final call — we do everything that leads up to it.
What's included
Custom job description writing per role
Posting to Indeed, ZipRecruiter, LinkedIn & more
Applicant review, scoring & candidate shortlisting
Pre-screening phone or video interviews
Interview scheduling & calendar coordination
All applicant communications managed for you
Candidate status tracking & follow-up
Offer letter template preparation
Ongoing posting management until role is filled
Multi-role recruitment available simultaneously
EMR & Platform Management
Zenoti · Boulevard · Optimantra · AestheticRecord · PatientNow · Vargo · Podium · RepeatMD · Weave
Your EMR is the central nervous system of your practice. When it isn't configured correctly, everything suffers.
We set up, configure, and actively manage your practice management and patient communication platforms — not as a one-time project, but on an ongoing basis. That means your system reflects your actual services, pricing, packages, and workflows. It means new staff are trained. It means integrations between platforms are functioning. And it means when something breaks or a platform rolls out a new feature that could benefit your practice, we handle it — without you having to file a ticket and figure it out yourself.
We work daily in the platforms your practice runs on. We know their capabilities, their limitations, and how to build them around the specific way a medspa operates — not a dermatology office, not a dental practice, not a generic health clinic. A medspa.
What's included
Full EMR setup & configuration
Service menu, pricing & package build-out
Staff account setup & permission management
Intake form & consent form integration
Online booking setup & optimization
Membership & package program setup
Platform integration management
New staff platform training coordination
Podium, Weave & RepeatMD setup & management
Ongoing troubleshooting & platform updates
Vendor Account Management
ZO Skin Health · Alastin · SkinCeuticals · Obagi · SkinMedica · Account Setup · Promotions · Ordering
Your vendor relationships are a revenue stream. Most practices treat them like a supply chain.
Professional skincare and aesthetic vendors offer promotional programs, rebates, educational allowances, and volume pricing that represent real money — money that most medspa owners leave on the table because no one is actively managing those relationships. We do.
We establish your professional accounts, negotiate pricing where possible, and then actively monitor every vendor's promotional calendar. When a deal is available that fits your inventory levels and patient demand, we bring it to you with a specific recommendation — not a generic alert, but a tailored plan based on what you're actually selling and what's sitting on your shelves. We also manage the paperwork, the rep relationships, and the account compliance requirements that come with each vendor partnership.
What's included
Professional account applications & setup
Pricing negotiation & documentation
Promotional calendar monitoring per vendor
Tailored ordering recommendations by inventory
Past sales analysis for smarter ordering
Rep relationship management
Account compliance maintenance
New vendor onboarding as needed
ZO, Alastin, SkinCeuticals, Obagi, SkinMedica
Additional vendors available upon request
Monthly Snapshot Reports
Weekly Breakdowns · Revenue by Category · New Patient Tracking · Inventory Forecasting
You can't make good decisions about your practice without clear data. Most EMR reports make that harder, not easier.
Your EMR generates a significant amount of data. What it doesn't do is synthesize that data into something actionable and easy to read at a glance. That is what our monthly snapshot report does.
Each month, we pull the reports from your EMR, organize the data, and deliver a single consolidated document that gives you a clear picture of how your practice performed — broken down by week, by revenue category, and by patient type. You'll see exactly where your revenue is coming from, which services are growing, what new patients are spending, and what your ordering needs look like for the next 30 to 60 days. No spreadsheet archaeology required. Just the numbers you need, laid out the way you need them.
What's included
Monthly report delivered within 5 business days
Weekly revenue breakdown by category
Service revenue by treatment type
Retail & skincare product sales
Package & membership sales tracking
New patient count, services & spend
Month-over-month & year-over-year comparisons
Inventory ordering forecast for next 30–60 days
Revenue trend identification & flagged anomalies
All data sourced directly from your EMR
HR & Payroll Management
Onboarding · Background Checks · Tax Forms · Payroll Setup · Employee Lifecycle · Offboarding
Every employee who walks through your door — and every one who eventually leaves — deserves a process. So does your practice.
Human resources administration is one of the heaviest operational burdens a medspa owner carries — and one of the areas where disorganization creates the most real risk. Missed onboarding steps, improperly completed tax forms, undocumented terminations: these are not just inconveniences, they are liabilities.
We manage the complete employee lifecycle for your practice — from the moment a new hire accepts an offer to the moment they exit, and every administrative step in between. We coordinate background checks, collect and file required tax and employment forms, set up and manage payroll processing, distribute and track handbook acknowledgments, and ensure that separations are documented properly and handled cleanly. Your team has what they need. Your records are in order. Your exposure is managed.
What's included
New hire onboarding workflow management
Background check coordination
W-4, I-9 & state tax form collection & filing
Payroll platform setup & ongoing processing
Direct deposit & payroll schedule management
Employee handbook distribution & acknowledgment
Benefits enrollment coordination
PTO tracking setup & management
Employee offboarding documentation
Exit process management & final pay coordination
Book a 30-minute discovery call. We'll review your current operations, identify what needs the most attention, and recommend the service level that makes the most sense for where your practice is right now.
A note on how we work
Every account stays in your name. Every platform stays in your control.
We manage on your behalf — we never hold your systems, your data, or your accounts. You have full access to everything we touch, at all times. If you ever part ways with us, you walk away with your entire operation intact. That is not how every operations firm works. It is how we work, always.