Top 5 EHR for Med Spa 2026: Complete Comparison & Buyer's Guide

Med spas operate at the intersection of medical care and luxury wellness, requiring software that balances clinical rigor with premium client experience. Generic medical EHRs fall short because they lack aesthetic-specific features like before/after photo management, retail POS, package tracking, and inventory management for injectables.

This guide compares the top 5 EHR systems built for med spas in 2026, covering features, pricing, and which practices they serve best across the United States, United Kingdom, Canada, and Australia.

Why Med Spas Need Specialized EHR Software

Clinical Requirements:

• HIPAA/GDPR-compliant documentation
• Consent management for procedures
• Medical history and contraindications
• Prescription management (Botox, fillers, medications)
• Treatment protocols and safety documentation

Aesthetic-Specific Needs:

• Before/after photo management with visit context
• Body/face mapping for treatment planning
• Treatment templates for common procedures
• Outcome tracking and client satisfaction

Business Operations:

• Point of sale (POS) for retail products
• Package and membership management
• Inventory tracking with lot/expiration dates
• Commission tracking for staff
• Marketing and client retention tools

Client Experience:

• Online booking and intake forms
• Secure client portal
• Automated reminders and follow-ups
• Treatment history and recommendations
• Loyalty programs

For more context, see our Med Spa Practice Management Software Guide and EHR for Med Spa.

Must-Have Features for Med Spa EHR in 2026

Clinical Documentation

• Treatment Templates — Pre-built templates for Botox, fillers, laser, chemical peels, etc.
• Consent Management — Digital consent forms with e-signatures
• Medical History — Comprehensive intake with contraindication screening
• Prescription Management — E-prescribing for medications and topicals
• Safety Protocols — Allergy tracking, adverse event documentation

Photo Management

• Before/After Photos — Organized by visit, treatment, and body area
• Face/Body Mapping — Visual treatment planning
• Secure Storage — HIPAA/GDPR-compliant with access controls
• Client Sharing — Secure portal access for clients
• Progress Tracking — Compare photos over time

Point of Sale (POS)

• Product Sales — Retail skincare, supplements, devices
• Service Packages — Multi-treatment bundles
• Memberships — Recurring revenue programs
• Gift Cards — Purchase and redemption
• Multiple Payment Methods — Credit cards, financing, HSA/FSA
• Discounts & Promotions — Flexible pricing rules

Inventory Management

• Product Tracking — Real-time stock levels
• Lot & Expiration — Critical for injectables and medical products
• Automatic Depletion — Reduce inventory on use
• Low Stock Alerts — Prevent stockouts
• Vendor Management — Track suppliers and orders
• Recall Reporting — Identify affected clients by lot number

Client Engagement

• Online Booking — 24/7 appointment scheduling
• Automated Reminders — SMS/email confirmations and reminders
• Client Portal — Access photos, history, invoices
• Secure Messaging — HIPAA-compliant communication
• Marketing Tools — Email campaigns, promotions, referral programs
• Loyalty Programs — Points, rewards, VIP tiers

---

Top 5 EHR Systems for Med Spas in 2026

1. ClinikEHR — Best for Modern, Integrated Med Spas

Overview: ClinikEHR offers a unified platform combining clinical documentation, photo management, POS, inventory, and client engagement—all designed for aesthetic and wellness practices.

Key Strengths:

• ✅ All-in-One Platform — No separate systems for clinical, POS, and photos
• ✅ AI Clinical Notes — Generate treatment notes in seconds
• ✅ Photo Management — Secure before/after with visit context
• ✅ Integrated POS — Products, packages, memberships in one system
• ✅ Inventory Tracking — Lot/expiration management for injectables
• ✅ Online Booking — Embeds directly on your website
• ✅ Client Portal — Secure access to photos and history
• ✅ Mobile-Friendly — Works on any device
• ✅ Transparent Pricing — No hidden fees

Clinical Features:

• Aesthetic treatment templates
• Digital consent forms with e-signatures
• E-prescribing integration
• Medical history and contraindication screening
• Treatment protocols and safety documentation

Business Features:

• Full POS with retail and services
• Package and membership management
• Commission tracking
• Automated marketing campaigns
• Reporting and analytics

Pricing:

• $149-299/month per provider
• Includes all features (no add-ons)
• Unlimited photo storage
• Free onboarding and training
• 30-day free trial

Best For:

• Small to medium med spas (1-10 providers)
• Practices wanting one integrated system
• Tech-forward practices valuing AI efficiency
• Practices needing transparent pricing
• Multi-location med spas

Limitations:

• Newer platform (less legacy integration)
• Not ideal for large spa chains (20+ locations)

Learn More: ClinikEHR for Med Spas

2. AestheticsPro — Best for Established Med Spas

Overview: AestheticsPro is a comprehensive, med spa-specific platform with deep features for clinical documentation, inventory, and business management.

Key Strengths:

• ✅ Designed specifically for med spas
• ✅ Robust inventory management
• ✅ Strong reporting and analytics
• ✅ Membership and package tracking
• ✅ Marketing automation tools
• ✅ Multi-location support
• ✅ Established platform with long track record

Clinical Features:

• Treatment charting and protocols
• Photo management (basic)
• Consent forms
• Medical history
• Prescription tracking

Business Features:

• Comprehensive POS
• Inventory with lot/expiration
• Staff commission tracking
• Marketing campaigns
• Client loyalty programs
• Advanced reporting

Pricing:

• $299-499/month per location
• Additional fees for some features
• Implementation fees vary
• Training and support included

Best For:

• Established med spas with complex needs
• Multi-location practices
• Practices needing deep inventory management
• Spas with large product retail component

Limitations:

• Higher cost
• Steeper learning curve
• Interface feels dated
• Some features require add-ons
• Photo management less robust than competitors

3. Nextech — Best for Large Med Spa Chains

Overview: Nextech is an enterprise-grade platform designed for large aesthetic practices and multi-location med spa chains with comprehensive features and customization.

Key Strengths:

• ✅ Enterprise-level features
• ✅ Extensive customization
• ✅ Strong multi-location support
• ✅ Advanced analytics and reporting
• ✅ Integrated marketing suite
• ✅ Revenue cycle management
• ✅ API for custom integrations

Clinical Features:

• Comprehensive charting
• Photo management with AI analysis
• Digital consent management
• E-prescribing
• Treatment protocols

Business Features:

• Full POS and inventory
• Package and membership management
• Staff scheduling and commission
• Marketing automation
• Patient financing integration
• Call center features

Pricing:

• $400-800/month per provider
• Implementation: $5,000-15,000
• Training fees additional
• Requires quote for exact pricing

Best For:

• Large med spa chains (10+ locations)
• Practices needing extensive customization
• Organizations with dedicated IT staff
• High-volume practices

Limitations:

• Very expensive
• Complex implementation (3-6 months)
• Steep learning curve
• Overkill for small practices
• Requires significant IT resources

4. Zenoti — Best for Spa-First Operations

Overview: Zenoti is a cloud-based platform designed for spas and salons that has expanded into med spa features, ideal for businesses that started as day spas and added medical services.

Key Strengths:

• ✅ Excellent for spa operations
• ✅ Strong online booking and client experience
• ✅ Robust marketing automation
• ✅ Membership and package management
• ✅ Multi-location support
• ✅ Mobile app for clients
• ✅ Inventory management

Clinical Features:

• Basic medical charting
• Photo storage (limited)
• Consent forms
• Treatment notes
• ⚠️ Less robust than medical-first platforms

Business Features:

• Comprehensive POS
• Inventory tracking
• Staff management and commission
• Marketing campaigns
• Client loyalty programs
• Gift card management
• Analytics and reporting

Pricing:

• $300-500/month per location
• Additional fees for advanced features
• Implementation fees
• Training included

Best For:

• Day spas adding medical services
• Practices prioritizing spa experience
• Multi-service wellness centers
• Practices with strong retail component

Limitations:

• Medical features less comprehensive
• Photo management basic
• Can be expensive with add-ons
• Better for spa than pure med spa
• Some users report slow support

5. SimplePractice — Best Budget Option (with Limitations)

Overview: SimplePractice is primarily a mental health EHR that some small med spas use for basic documentation, but it lacks med spa-specific features.

Key Strengths:

• ✅ Affordable pricing
• ✅ Easy to use
• ✅ Good for basic documentation
• ✅ Telehealth included
• ✅ Client portal
• ✅ Online booking

Clinical Features:

• Basic note templates
• Consent forms
• Client history
• ⚠️ No aesthetic-specific templates
• ⚠️ Limited photo management

Business Features:

• Basic invoicing
• ⚠️ No true POS system
• ⚠️ No inventory management
• ⚠️ No package/membership tracking
• Basic reporting

Pricing:

• $29-99/month per provider
• All features included
• No setup fees

Best For:

• Very small practices (1-2 providers)
• Practices with minimal retail
• Nurse practitioners doing mobile Botox
• Temporary solution while evaluating options

Limitations:

• Not designed for med spas
• No POS or inventory
• Limited photo management
• No package/membership features
• Basic reporting only
• Not scalable for growing practices

Important Note: SimplePractice works for very basic needs but most med spas quickly outgrow it and need to migrate to a proper med spa platform.

---

Feature Comparison Table

Feature	ClinikEHR	AestheticsPro	Nextech	Zenoti	SimplePractice
Aesthetic Templates	✅ Excellent	✅ Good	✅ Excellent	⚠️ Basic	❌ None
Photo Management	✅ Excellent	⚠️ Basic	✅ Excellent	⚠️ Limited	⚠️ Basic
Integrated POS	✅	✅	✅	✅	❌
Inventory (Lot/Exp)	✅	✅	✅	✅	❌
Packages/Memberships	✅	✅	✅	✅	❌
AI Features	✅ Strong	❌	⚠️ Some	❌	❌
Online Booking	✅	✅	✅	✅ Excellent	✅
Client Portal	✅	✅	✅	✅	✅
Pricing/Month	$149-299	$299-499	$400-800	$300-500	$29-99
Setup Time	1-2 weeks	2-4 weeks	3-6 months	4-8 weeks	1 week
Best For	Small-Medium	Established	Enterprise	Spa-First	Budget/Basic

---

How to Choose the Right Med Spa EHR

Consider Your Practice Size

Solo or Small Practice (1-3 providers):

• ClinikEHR — Best value with all features
• SimplePractice — If extremely budget-constrained (but limited)

Medium Practice (4-10 providers):

• ClinikEHR — Scalable with transparent pricing
• AestheticsPro — If established and need deep features
• Zenoti — If spa experience is priority

Large Practice or Chain (10+ locations):

• Nextech — Enterprise features and customization
• AestheticsPro — Multi-location support
• ClinikEHR — For modern, streamlined operations

Consider Your Service Mix

Medical-First (Botox, fillers, lasers, prescriptions):

• ClinikEHR — Strong medical features with AI
• Nextech — Comprehensive medical capabilities
• AestheticsPro — Good medical documentation

Spa-First (Facials, massage, body treatments + some medical):

• Zenoti — Excellent spa operations
• ClinikEHR — Balanced medical and wellness
• AestheticsPro — Handles both well

Retail-Heavy (Significant product sales):

• ClinikEHR — Integrated POS and inventory
• AestheticsPro — Strong inventory management
• Nextech — Comprehensive retail features

Consider Your Budget

Under $200/provider/month:

• ClinikEHR ($149-299) — Best value
• SimplePractice ($29-99) — Very limited features

$200-400/provider/month:

• AestheticsPro
• Zenoti

$400+/provider/month:

• Nextech — Enterprise pricing

Consider Your Tech Comfort

Want Simple & Modern:

• ClinikEHR — Intuitive, AI-assisted
• SimplePractice — Very simple (but limited)

Want Comprehensive & Customizable:

• Nextech — Everything but complex
• AestheticsPro — Deep features, learning curve

Want Spa-Focused:

• Zenoti — Great for spa operations

---

Critical Features to Test During Trials

Photo Management Workflow

1. Take before photos during consultation
2. Link photos to specific treatment areas
3. Take after photos at follow-up
4. Compare before/after side-by-side
5. Share securely with client via portal
6. Verify HIPAA/GDPR compliance

Red Flags:

• Photos not linked to visits
• No secure client sharing
• Limited storage or extra fees
• Difficult to organize by treatment area

POS & Inventory Workflow

1. Sell a product and service together
2. Apply a package discount
3. Process payment with multiple methods
4. Verify inventory depletes automatically
5. Check low stock alerts
6. Run a sales report

Red Flags:

• Separate systems for POS and clinical
• No automatic inventory depletion
• Can't track lot/expiration dates
• Limited reporting

Client Booking Workflow

1. Client books online from your website
2. Completes intake forms before arrival
3. Signs consent forms electronically
4. Receives automated reminders
5. Accesses portal to view photos and history

Red Flags:

• Booking doesn't integrate with schedule
• Forms not mobile-friendly
• No automated reminders
• Portal difficult to use

---

Common Med Spa EHR Mistakes to Avoid

Mistake 1: Choosing Separate Systems

Problem: Using one system for clinical, another for POS, another for photos Solution: Choose an integrated platform like ClinikEHR that does everything

Mistake 2: Ignoring Photo Management

Problem: Photos scattered across phones, computers, and cloud storage Solution: Ensure EHR has robust, HIPAA-compliant photo management with visit context

Mistake 3: No Inventory Tracking

Problem: Can't track lot numbers for recalls, waste from expired products Solution: Choose system with lot/expiration tracking and automatic depletion

Mistake 4: Overlooking Client Experience

Problem: Clunky booking, no portal access, poor communication Solution: Prioritize systems with excellent online booking and client portal

Mistake 5: Hidden Fees

Problem: Low base price but expensive add-ons for essential features Solution: Get complete pricing including all features you need (ClinikEHR is transparent)

Mistake 6: Not Testing Workflows

Problem: Buying based on feature list without testing actual workflows Solution: Run complete patient journey during trial period

---

Implementation Timeline & Tips

Week 1-2: Planning

• Document current workflows
• Identify pain points
• List must-have features
• Get team input
• Schedule demos

Week 3-4: Trials

• Test 2-3 top choices
• Run complete workflows
• Get staff feedback
• Compare pricing
• Check references

Week 5-6: Decision & Setup

• Choose platform
• Sign contract
• Schedule onboarding
• Assign implementation team
• Set go-live date

Week 7-8: Data Migration

• Export data from old system
• Import to new system
• Verify data accuracy
• Set up templates
• Configure settings

Week 9-10: Training

• Train clinical staff
• Train front desk
• Train management
• Create quick reference guides
• Practice workflows

Week 11-12: Go Live

• Soft launch with limited patients
• Monitor closely
• Address issues quickly
• Gather feedback
• Full launch

Pro Tip: Choose a system like ClinikEHR with free onboarding and training to ensure smooth implementation.

---

Related Resources

ClinikEHR Guides

• Med Spa Practice Management Software
• EHR for Med Spa
• Best Guide to Setting Up a Med Spa (International)
• Med Spa Equipment List (International)
• Private Practice Software Guide

External Resources

• American Med Spa Association: https://americanmedspa.org/
• JCCP (UK): https://jccp.org.uk/
• FDA Medical Device Reporting: https://www.fda.gov/medical-devices
• HIPAA Compliance: https://www.hhs.gov/hipaa/

---

Frequently Asked Questions

What's the difference between med spa software and regular EHR? Med spa software includes aesthetic-specific features like before/after photo management, POS for retail products, package/membership tracking, and inventory management with lot/expiration dates. Regular EHRs lack these critical features.

How much should I budget for med spa EHR? Expect $150-500/month per provider depending on features and practice size. ClinikEHR offers comprehensive features at $149-299/month. Factor in implementation costs (free with ClinikEHR, $5,000-15,000 with enterprise systems).

Can I manage before/after photos securely? Yes, but only with proper med spa EHR. Photos must be HIPAA/GDPR-compliant, linked to visits, organized by treatment area, and shareable via secure portal. ClinikEHR includes unlimited secure photo storage.

Do I need separate POS software? No—integrated systems like ClinikEHR combine clinical documentation and POS in one platform. Separate systems create workflow inefficiencies and data silos.

How do I track injectable inventory with lot numbers? Choose an EHR with inventory management that records lot numbers, expiration dates, and depletes automatically on use. This is critical for recalls and compliance. ClinikEHR includes this feature.

Can clients book appointments online? Modern med spa EHRs include online booking that embeds on your website. ClinikEHR's booking system integrates with intake forms, consent, and automated reminders.

What about package and membership management? Look for systems that track package balances, membership benefits, and recurring billing. ClinikEHR handles packages, memberships, and subscriptions in one platform.

How long does implementation take? Simple systems like ClinikEHR: 1-2 weeks. Mid-range systems: 4-8 weeks. Enterprise systems like Nextech: 3-6 months. Choose based on your timeline and resources.

---

Conclusion: Choose Software That Elevates Your Med Spa

The right EHR should enhance both clinical excellence and client experience. For most med spas in 2026, ClinikEHR offers the best balance of features, ease of use, and value—all in one integrated platform.

Key Takeaways:

• ✅ Choose integrated systems (clinical + POS + photos)
• ✅ Photo management is non-negotiable
• ✅ Inventory tracking with lot/expiration is critical
• ✅ Client experience drives retention and referrals
• ✅ AI features save significant time
• ✅ Transparent pricing prevents surprises

Quick Decision Guide:

• Best Overall: ClinikEHR — Modern, integrated, AI-powered
• Best for Established: AestheticsPro — Deep features
• Best for Enterprise: Nextech — Comprehensive but expensive
• Best for Spa-First: Zenoti — Strong spa operations
• Budget Option: SimplePractice — Very limited features

---

Elevate Your Med Spa with ClinikEHR

Ready to streamline your entire operation? ClinikEHR offers everything your med spa needs:

✅ Integrated Platform — Clinical, POS, photos, inventory in one system ✅ AI Clinical Notes — Generate treatment notes instantly ✅ Unlimited Photo Storage — Secure before/after management ✅ Full POS & Inventory — Products, packages, memberships, lot tracking ✅ Online Booking — Embeds on your website ✅ Client Portal — Secure access to photos and history ✅ Transparent Pricing — $149-299/month, all-inclusive ✅ Free Onboarding — We'll get you up and running

Start Your Free 30-Day Trial — No credit card required. Experience the difference of an integrated med spa platform.

Questions about med spa EHR? Contact our team — We specialize in aesthetic practices.

---

Disclaimer: Med spa regulations vary by state and country. Ensure your chosen EHR meets local compliance requirements for medical documentation, photo storage, and inventory tracking. This article provides general information for educational purposes.