Software for aesthetic centres: what it should have

Software for aesthetic centres has to organise what a centre lives with every day: treatment rooms and equipment that cannot be booked twice, multi-session treatments with their equipment and settings, each client's record with their allergies in view, progress photos stored privately, products with their batch and expiry date, and quotes and payments.

What an aesthetic centre asks of its software

An aesthetic centre needs software that understands treatment rooms, equipment and sessions, not just appointments. A hairdresser's diary shares out hours between people; in an aesthetic centre the same hour also depends on the treatment room being free and on the equipment not being used by another colleague.

In addition, each equipment-based treatment is repeated over several sessions, and in each one the area, the equipment settings or the duration change. If that stays in a notebook, the colleague attending the next session starts blind.

What you need	How Mi Clínica handles it
No clashes between treatment rooms or equipment	Rooms, treatment rooms and equipment registered, and a diary that warns of clashes for professional, room or resource
Knowing what was done in each session	An advanced aesthetics tab on the record and a session sheet with equipment, settings, area, duration and session number
Progress photos	Photos on the record, private to the clinic, and only for those with clinical access
Products with expiry dates	Stock by batch with its expiry date and a warning for those expiring soon
Quotes and payments	Quotes in PDF that become an invoice, and payments recorded with their method

If a doctor also works in your centre and you carry out aesthetic medicine treatments, what changes (documents, facial map, batches per patient) is covered in software for aesthetic medicine clinics. Here we stay in the treatment room.

Treatment rooms and equipment, in the diary

For the diary not to book the same treatment room or the same piece of equipment twice, treatment rooms and equipment have to exist in the software as something that can be booked, just like a person.

In Mi Clínica, under “Configuración” (Settings), there is a section for rooms and treatment rooms, where a room can be of the type “Cabina de aparatología” (Equipment treatment room), and another for equipment and resources, where you register each piece of equipment with its name and, if you wish, its model. After that, each treatment in the catalogue stores:

• Its duration.
• The default room or treatment room.
• The resource or equipment it needs.
• The professionals authorised to carry it out.

When you book an appointment and choose the treatment, the appointment is filled in with its specialty, duration, treatment room and equipment, and with the practitioner if only one is authorised. If the treatment room, the equipment or the person is already busy in that slot, the diary warns of the clash.

Each appointment also has a status – “planificada” (planned), “confirmada” (confirmed), “llegado” (arrived), “esperando” (waiting), “consulta” (in consultation), “finalizada” (finished), “no presentado” (no-show) or “cancelada” (cancelled) – so reception knows where each one stands. How to organise a diary with several practitioners and rooms is covered in scheduling for a clinic with several practitioners.

Each client's record and the session sheet

The record in an aesthetic centre has to answer two questions before you start: is there anything that prevents or conditions the treatment? and what was done last time?

For the first, the patient record in Mi Clínica carries a general history with allergies, medication, past history and habits, and the allergies noted there appear as an alert in the record header, visible to the whole team. Take care with this data – the General Data Protection Regulation (GDPR) considers data concerning health to be personal data related to the physical or mental health of a person which reveal information about their state of health, and includes it among the special categories. The fact that an allergy is noted by an aesthetic centre and not a clinic does not change that.

For the second, the specialty record comes ready-made for advanced aesthetics, with its own history, consultations, the progress of each session, the body chart and files. When closing an advanced aesthetics session, the consultation sheet asks for:

• The equipment used, or “sin aparatología” (no equipment).
• The equipment settings, in free text.
• The area treated.
• The duration in minutes.
• The session within the treatment, for example “3/8”.

Which settings to use and on which area is the practitioner's decision: Mi Clínica is management software, it stores what you note down, but it does not diagnose or give health advice. And permissions go by role: reception handles the diary, patients, payments and administrative documents with nothing clinical.

Progress photos, private to the clinic

Progress photos have to be on each client's record, not on the practitioner's phone, and they must not end up on social media along the way.

In Mi Clínica the photo is taken with the tablet camera or uploaded from the computer and stored on the patient's record as private to the clinic. Clinical photographs require clinical access: by default, reception does not see them. Each file can be up to 25 MB.

A progress photo and a photo for the social media showcase are two different uses. Mi Clínica separates clinical photos from marketing ones: to use a patient's photo in marketing, their signed marketing consent is required, and it is never inferred from the clinical photo. How to organise those two consents is explained in before-and-after patient photos.

Treatment room products with batch and expiry date

Products applied in the treatment room are best tracked by batch and with their expiry date, so you use first what expires first and do not find an expired container at the back of the cupboard.

In Mi Clínica, under Stock, each entry is recorded as a batch: the product (one you already have or a new one, with its category), the batch number, the expiry date, the supplier and the quantity. The inventory flags expired batches and those expiring in the next 30 days, and from each batch you record new entries, correct the remaining quantity or withdraw the batch because of expiry or an incident. The detail of each batch also answers “¿en qué pacientes se ha utilizado este lote?” (which patients has this batch been used on?).

Quotes, payments and invoices

In aesthetics many treatments are decided with a quote in front of the client, and what matters is that what has been accepted ends up on the invoice without retyping it.

• Quotes. They are printed or downloaded as PDF for the patient, marked as accepted or rejected and, once the treatment is done, converted into an invoice.
• Payments. Payments in cash, card, Bizum or bank transfer are recorded in the software; there is no online payment.
• Invoices. It issues invoices with a gap-free serial number and cancels with a corrective invoice.

How your centre should invoice each service is a matter for your accountant: the software issues and numbers, but it does not decide the tax treatment.

What to check during the trial

The trial is worthwhile if you do it with your real treatment rooms, equipment and treatments, not with sample data. During the 14-day trial, check this:

1. Register your treatment rooms and your equipment under “Configuración”.
2. Create one of your own treatments with its duration, treatment room, equipment and authorised practitioners.
3. Book two appointments at the same time with the same equipment and see how the diary warns you.
4. Close an advanced aesthetics session with equipment, settings, area and session number.
5. Take a photo from the tablet and check who can see it.
6. Record a product with its batch and expiry date.
7. Make a quote, accept it and convert it into an invoice.

And bear in mind what it does not do today: automatic reminders to the patient by email, SMS or WhatsApp are being activated and are not sent today, and there is no online booking, online payment or patient portal or app. A summary of who Mi Clínica is for is on its main page (in Spanish).

Sources consulted

Checked on 11 October 2026. We link to the original source so that you can consult the current text.

• Reglamento (UE) 2016/679, Reglamento general de protección de datos. BOE (DOUE).