Vagaro, a software provider for medical spas and wellness businesses that has scheduled close to 4 million appointments year to date, released new clinical documentation features. The update introduces SOAP Notes and Custom Fields to the platform. The HIPAA-compliant tools are designed to link treatment room documentation with inventory management and billing systems.
The updated SOAP Notes system allows practitioners to capture patient photographs and mark specific treatment areas on the images. Medical staff can indicate injection points and laser zones on the digital file. The software enables providers to assign specific products and quantities to those marked areas. This data flows to the checkout system, ensuring the facility bills for the exact materials consumed during the procedure. The update also includes reusable dot phrases to accelerate the entry of standard clinical notes.
Lash + Company, a medical spa enterprise using the platform, applies this integrated data flow. "Having access to all the information, transaction lists, and dashboards has helped us make critical business decisions throughout the quarters and years," said Bailey Ames, Co-Founder of Lash + Company. To support patient data collection, the release includes a Custom Fields function. This tool captures electronic patient records via intake forms, storing details regarding allergies, medication history and skin type within the individual profile.
The combined functionality establishes a connected workflow that spans patient intake, product tracking and final payment. “These features are designed to reflect how med spas actually work,” said Vagaro CEO Fred Helou. “By connecting what happens in the treatment room directly to inventory and checkout, we’re helping practices protect their patients, improve accuracy, save time, and operate more effectively.”
