How to Automate AestheticsPro

AestheticsPro runs the room, the till and the chart at once

AestheticsPro is cloud software for medical spas and aesthetic practices, built to be the single system a clinic of that shape needs: HIPAA-compliant records on one side, a shop on the other.

That combination is what makes the category odd. One visit can involve a medical chart, a consent form, before-and-after photography, an injectable that is a prescription drug, a retail product sold at the desk, a membership that bills monthly, a package of sessions bought upfront, and a commission owed to whoever did the treatment. None of it is optional, and almost none of it is covered by insurance.

So the practice is judged on two things at once. Whether the clinical record is complete and defensible, and whether last month made money. The same handful of people at the front desk are responsible for both.

Vials and points expire on somebody else's calendar

The costs that hurt a med spa are the ones that expire quietly.

A vial of toxin has a shelf life and a price, bought from a distributor whose ordering site holds the account, the current price, the backorder status and the shipping date. The manufacturers run rewards programmes of their own, where a client's points and the practice's rebate tier both sit on a portal nobody in the clinic controls, and points nobody redeems simply lapse. Gift cards sold in December expire the following December, and the person who bought one is not the person who has to remember.

Meanwhile a package bought in spring has sessions left that nobody has booked, a membership renews on a card that expired last month, and a review appeared this morning on a site the practice does not check daily.

AestheticsPro

Product ordered before the list runs dry Stock and backorder status read at each distributor's account, with today's price shown next to what the practice was charged before.

Rewards that get claimed Point balances and rebate tiers checked at the manufacturer's portal, so a client one treatment short of a reward hears about it.

Gift cards caught before they lapse Balances approaching expiry listed with the buyer and the amount, in time for somebody to make one phone call.

AestheticsPro already covers the calendar, the consent and the checkout

Inside its own walls the platform is thorough, and a clinic should be using all of it.

Scheduling and online booking run the calendar, and client management holds the relationship. The EMR and e-records side carries the chart, the forms and the consents, with AP Photo for the before-and-after imagery a practice needs the day a result is questioned. E-prescribe and telemedicine cover the medical side. Point of sale and AP Payments handle the till, the packages and the memberships that bill themselves. Marketing solutions, loyalty programs and reputation and reviews management cover the commercial side, and reporting and insights measure the whole thing. The Kai AI Suite adds an AI Phone Agent, an AI Text Agent and an AI Website Agent that answer clients around the clock, with Kai Content Assistant drafting notes and forms.

All of that runs on what the practice itself records: its own appointment, its own sale, its own chart.

A distributor's ordering site is not that. Neither is the manufacturer's rewards portal, the financing provider's dashboard, or the review site where this morning's complaint appeared.

Stock, rebates and expiry dates checked every morning

Put something on the supplier accounts before opening time and the expensive surprises stop.

Toxin and filler stock read off each distributor's account, with today's price set beside the figure on the practice's most recent order, so an order goes in before Friday's list runs out of product rather than after. Backorders and shipping dates read from the same place, because a treatment that has to be rescheduled costs more than the vial did.

Rebate tiers and client point balances checked at the manufacturer's own portal, so a client one treatment short of a reward hears about it and the practice claims what it earned. Financing applications read at the provider's dashboard, so an approval that came through on Saturday is used on Monday. Gift cards near expiry listed with the balance and the buyer. New reviews collected from every site the practice appears on, so the one written this morning is answered today rather than found next month.

Nobody at the desk has to count vials

Counting vials and checking rebate tiers is not why anybody opened a clinic, and it is the first thing dropped in a busy week.

WebRun does the counting. It is an agent working a real Chrome browser, signed in the way your front desk is, opening the distributor's ordering site, the manufacturer's rewards portal, the financing dashboard or a review site and reading what is on the screen.

It runs on your schedule in a private environment of your own, sessions stay separate between accounts, and a workflow can be limited to named domains. Reading happens unattended. Placing an order, replying to a review or messaging a client is drafted and waits for you.

Every workflow below says which account it opens and what it hands back.