The Practice Management System Built for Aesthetics, Dermatology & Spa
You built your practice at the intersection of clinical expertise and aesthetic transformation. You shouldn't force that dual reality into generic medical EMRs or overpriced spa booking tools that handle half your business well and the other half poorly. Oli delivers AI-powered practice management that costs 75% less than competitors.
The Reality of Running an Aesthetics, Dermatology & Spa Practice
Oli is purpose-built for practices where visual documentation, complex revenue models, inventory management, and treatment series tracking define daily operations.
Revenue Models Are Uniquely Complex
Per-unit injectable pricing. Multi-session laser packages. Monthly memberships with included services. Retail skincare and product sales. Gift certificates. Surgical deposits and payment plans. Insurance billing for medical dermatology and reconstructive procedures. Self-pay for cosmetic services. No other healthcare category combines this many revenue streams in a single practice — and manual tracking loses revenue at every touchpoint.
Multi-Device, Multi-Provider Scheduling Creates Operational Chaos
Laser platforms, CoolSculpting machines, treatment rooms, operatories, exam lanes — each requiring certified operators. Dermatologists, nurse injectors, laser technicians, aestheticians, surgeons — each qualified for different services. Scheduling must coordinate providers and equipment simultaneously. Double-booking your only IPL device or scheduling injectables when your injector is off creates client disappointment and direct revenue loss.
Inventory Complexity Directly Impacts Profitability
Botox and Dysport with per-unit costs and lot numbers. Filler products with expiration dates. Skincare retail inventory. Laser consumables. Surgical supplies. Without real-time inventory tied to treatments, you can't calculate true profit margins. Expired product is wasted revenue. Stockouts mean cancelled treatments.
Client Retention Depends on Systematic Maintenance Reminders
Botox every 3-4 months. Filler touch-ups at 9-12 months. Laser series requiring 6-8 sessions spaced 4-6 weeks apart. Annual skin cancer screenings. Six-month cosmetic follow-ups. Post-surgical check sequences. Each client follows a different maintenance rhythm — and without automated reminders, they fall off schedule. Lost retention is lost revenue.
Client Expectations Require Proactive Management
Cosmetic clients expect transformation. Surgical patients need realistic outcome discussions. Laser clients wonder why one session didn't solve everything. Without systematic education about treatment timelines, expected results, and series completion importance, you spend excessive clinical time managing disappointment instead of delivering care.
Work Smarter. Document Faster. Care Better — With Oli AI
Spend your time healing — let Oli handle the rest.
AI Scribe
Real-time encounter transcription. Oli turns your conversation into a clinical note.
See how Oli AI saves clinicians 2+ hours a day.
How Oli Transforms Aesthetics, Dermatology & Spa Practice
Integrated Visual Documentation System
Capture before-and-after images directly within patient charts with automatic date stamping.
- Anatomic organization — photos grouped by body location, condition, and treatment type
- Before-and-after pairing — automatic linking of baseline, mid-treatment, and completion images
- Treatment timeline — visual progression across months and years of care
- Side-by-side comparison — instant before/after viewing during consultations
- Lesion and condition tracking — monitor specific areas over time with photo documentation
- Consent management — separate permissions for clinical documentation vs. marketing use
- HIPAA & PIPEDA -compliant storage — secure cloud infrastructure for all patient imagery
Unified Revenue and Financial Management
Per-unit injectable pricing with automatic cost calculation and lot number capture.
- Per-unit pricing — track injectable units with automatic cost calculation and lot number capture
- Treatment packages — sell multi-session series (6 laser sessions, 4 photorejuvenation treatments) with automatic tracking
- Insurance billing — verification, authorization, and claims for medical dermatology and reconstructive procedures
- Self-pay workflows — transparent pricing, promotional offers, seasonal campaigns for cosmetic services
- Revenue analytics — separate medical vs. cosmetic vs. retail income for true profitability analysis
Multi-Resource Provider and Equipment Scheduling
Device-aware scheduling coordinating laser platforms and treatment rooms with provider availability.
- Certification tracking — staff scheduled only for devices and services they're certified to perform
- Multi-provider coordination — dermatologists, surgeons, nurse injectors, aestheticians, spa practitioners
- Variable appointment durations — 15-minute Botox touch-ups to 90-minute surgical consultations to full OR days
- Room assignment — medical exam rooms, procedure suites, laser rooms, spa treatment rooms
- Equipment maintenance blocking — reserve devices for calibration and servicing
- Patient self-booking — online scheduling respecting provider qualifications and equipment availability
Automated Client Retention and Engagement
Treatment maintenance reminders for Botox at 3 months, filler at 9 months, and annual skin checks.
- Package expiration alerts — notify clients to use prepaid sessions before expiration
- Post-treatment follow-up — automated check-ins and aftercare reinforcement
- Consultation pipeline tracking — monitor patients from inquiry through booking, flag stalled conversions
- Reactivation campaigns — re-engage clients lapsed for 60, 90, or 180+ days
- Birthday and special occasion outreach — personalized promotions driving visits
- Referral programs — reward clients who bring friends
- VIP client nurturing — special outreach for high-value clientele
Client Portal for Premium Experience
Deliver a luxury experience with seamless online booking and digital history.
- Online booking — self-schedule treatments, consultations, and follow-ups 24/7
- Package and membership visibility — remaining sessions, expiration dates, included benefits
- Treatment history — complete timeline with before-and-after photo access
- Financial transparency — view cost estimates, deposits paid, remaining balances, payment plans
- Pre-appointment forms — medical history, aesthetic goals, photo uploads before first visit
- Skincare and product access — reference prescribed routines and purchase recommendations
- Gift certificate purchase — buy and send certificates online
Practice Performance Analytics
Provider productivity tracking for revenue, bookings, and client satisfaction by team member.
- Service and procedure profitability — which treatments generate highest margin vs. time investment
- Device utilization — which equipment is most booked, capacity analysis, revenue per device
- Consultation conversion — track inquiry-to-booking rates by procedure type
- Series completion rates — percentage of clients who finish treatment packages
- Client retention — visit frequency, at-risk identification, reactivation success
- Revenue by stream — medical vs. cosmetic vs. retail vs. surgical for strategic planning
Multi-Location Practice Support
Centralized patient records including images, documentation, and treatment history across all locations.
- Cross-location booking — clients visit any office in your network
- Unified reporting — practice-wide analytics and performance tracking
- Provider mobility — coordinate staff across multiple sites for optimal capacity
- Equipment tracking — device availability and scheduling per location
The Oli Difference: Power at 1/4 the Price
Enterprise-grade capabilities without the enterprise price tag. Modern AI architecture allows us to pass savings directly to you.
Why 75% less expensive?
Modern AI architecture from day one. No legacy system maintenance. Cloud-native efficiency. We pass savings directly to practitioners. More capability. Less cost.
Built for Your Privacy and Compliance Requirements
We adhere to the strictest global standards to ensure your practice and patient data remain secure, private, and compliant.
HIPAA Compliant
United States
PIPEDA Compliant
Canada
United States
Data Residency
Canada
Data Residency
Ready to Transform Your Practice?
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One Platform. Every Aesthetics & Spa Discipline.
Frequently Asked Questions
Have more questions? Contact our support team.