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5 Top-Rated Free Medical Spa Software
Providing the best patient care should be the top priority for medical spa owners. However, they often get caught up in administrative tasks. As these tasks are also essential for the success of a med spa clinic, you can automate them with the help of a medical spa tool.
Medical spa software simplifies booking management, billing, and payment processing and generates performance reports. This gives you ample time to focus more on patient care. If you want to try out the tool before investing, we suggest you start with a free trial or free version to assess the software's fit for your needs.
To simplify your software search, this article highlights, in alphabetical order, five top-rated free medical spa software based on verified user reviews.
All featured products offer a free trial, a forever free version, or both. They can be categorized as dedicated salon software, clinic management software, or appointment scheduling software. Nonetheless, these tools cater to medical spas and offer appointment scheduling and client management as core features.
What is free software vs. free trial software?
Free software is software that users can access without incurring any costs. To meet this criterion, a software solution must grant users free lifetime access to either all or some of its features. On the other hand, a free trial allows users to try out the software with complete or partial feature access for a limited period. Unlike free software, which is free forever, a free trial requires payment after a specific timeframe.
We selected products for this article based on their average ratings between June 2022 and June 2024, which may differ from their current overall average ratings.
1. AgendaPro
Free trial period: Available upon request from vendor
Free version: Not available
AgendaPro is an appointment scheduling platform that simplifies clinic management by centralizing all appointments in a single calendar view. It includes Charly, a digital marketing assistant that automates and optimizes marketing strategies to increase engagement and revenue. It leverages automation to send customers campaigns, promotions, and appointment reminders, keeping them engaged and ensuring appointment slots are filled, and customer relationships are effectively managed.
Free trial features:*
Booking website: Create a personalized booking website that displays your available services, allowing clients to book appointments conveniently. This feature enhances accessibility, helping increase bookings and schedule management.
Inventory management: Track your stock levels in real time and set up alerts for low inventory. This helps you ensure you never run out of essential items, maintaining smooth operations.
Satisfaction surveys: Use surveys to gather feedback from your clients after their appointments. You can customize these surveys to measure satisfaction levels and identify areas for improvement, helping you enhance service quality and client retention.
Cost to upgrade: $19 per month
Billing cycle: Monthly
Customer support options: Chat and email
2. ClinicSense
Free trial period: 14 days
Free version: Not available
ClinicSense is a clinic management software solution that simplifies appointment scheduling, billing, and the digitization of patient data. You can set your available times, allowing clients to book their appointments online conveniently. The platform features patient intake forms to collect patient information, including contact details, health history, and consent, early in the booking process. You can customize these forms per your needs by choosing from various 15-question formats, such as multiple choice, short answer, or yes/no. Additionally, ClinicSense automates the generation and dispatch of invoices, offering clients multiple payment methods to settle their bills.
Free trial features:*
SOAP notes: Use customizable forms to capture specific details for each patient visit. These forms allow you to maintain accurate patient records, facilitating better patient care and compliance with medical standards.
Reporting: Generate detailed reports to understand your business performance. These reports give you insights into sales, services, and customer appointments, enabling you to make informed decisions.
Treatment packages: Allow clients to purchase multiple sessions at a discounted rate. This commitment encourages better long-term health outcomes and fosters financial stability by improving cash flow.
Cost to upgrade: $39 per month
Billing cycle: Monthly
Customer support options: Help center, chat, and inquiry form
Pro tip
Check whether the tool supports multiple locations to ensure seamless management across different sites, centralizing bookings, client data, and inventory, which simplifies operations and enhances efficiency.
3. Mangomint
Free trial period: 30 days
Free version: Not available
Mangomint is a salon and spa software solution that helps with appointment booking and payment processing. It includes staff management features that allow you to create individual staff accounts so that they can view their upcoming schedules and appointments. Additionally, you can set permissions to control access to sensitive business records such as sales and client information. This functionality also includes a time tracking feature, where staff can log hours, simplifying payroll processing and schedule management.
Free trial features:*
Client management: Maintain detailed client profiles, including contact information, appointment history, and purchase records. This centralized data helps you personalize your services and improve client interactions.
Gift cards: Sell customizable gift cards directly from your platform, providing a convenient option for your clients to gift your services. This feature enhances client satisfaction and boosts your revenue.
HIPAA compliance: Adhere to the Health Insurance Portability and Accountability Act (HIPAA) by following stringent privacy standards for handling client information. This feature safeguards sensitive data and supports secure communication and data storage.
Cost to upgrade: $165 per month
Billing cycle: Monthly
Customer support options: Knowledge base, chat, and call
4. Noterro
Free trial period: 30 days
Free version: Not available
Noterro is another clinic management software that enhances appointment scheduling with a waitlist feature. Patients can select a preferred practitioner, location, day, and appointment time. They are added to the waitlist and are automatically notified once a slot matching their preference opens. Additionally, Noterro enables you to create comprehensive patient charts. These digital charts can include treatment histories, consultation forms, and before-and-after photos, ensuring they are accessible anytime for efficient patient management.
Free trial features:*
Membership: Offer exclusive memberships to your clients, enhancing their loyalty and ensuring steady revenue. You can set up various membership levels with specific benefits, services, and discounts.
Snapshots: Maintain a detailed record of your clients' health histories and any changes over time. This tool allows you to oversee and update conditions, medications, injuries, and surgeries records, ensuring your data remains current.
Shift management: Create, adjust, and oversee shifts to ensure your clinic runs smoothly. This feature supports effective staff deployment by matching your clinic’s needs with available resources.
Cost to upgrade: $30 per month
Billing cycle: Monthly
Customer support options: Knowledge base, chat, and emails
Pro tip
Ensure the tool you invest in is HIPAA compliant, as it safeguards your clients' sensitive health information, protects your practice against legal issues, and maintains trust.
5. Square Appointments
Free trial period: 30 days
Free version: Available
Square Appointments is also an appointment booking tool. It allows you to create a personalized booking website that clients can use to independently schedule appointments, view your services, and see your availability. The platform integrates with payment processors for seamless transactions. Additionally, it offers a client management feature where you can store detailed profiles for each client, including notes, payment information, birthdays, and preferences, all in one central location.
Free features:*
Mobile app: Manage your bookings and client interactions directly from your smartphone. You can schedule, reschedule, or cancel appointments on the go, access client information, and receive notifications about upcoming bookings, making it easier to stay organized and responsive.
Text and email reminder: Automatically send customizable reminders via text or email to clients, helping to reduce no-shows and keep schedules on track. This feature boosts client satisfaction by providing timely notifications and running your business smoothly.
Sales reports: Access detailed reports on sales, services, and customer trends to monitor your business performance. This feature helps you understand your financial health, track progress, and make informed decisions to grow your business.
Free trial features:*
Google Calendar sync: Integrate your appointment calendar with Google Calendar to enhance scheduling efficiency. This synchronization ensures that any changes in Square Appointments are automatically updated in Google Calendar, keeping your schedule aligned and accessible across devices.
Automated marketing campaigns: Set up and send targeted campaigns directly from the platform. This tool syncs with your client data, enabling personalized promotions and communications based on customer behavior and preferences, which helps increase engagement and drives repeat business.
Customer loyalty program: Create customized loyalty programs to reward repeat customers. Such programs enhance customer engagement and encourage repeat business.
Cost to upgrade: $29 per month (per location)
Billing cycle: Monthly
Customer support options: Help center, chat, and phone calls
What is the cost to upgrade from free medical spa software to paid software?
Medical spa software upgrades can be as low as $16 per month or up to $229+ per month, depending on various factors—number of users, deployment model, business size, integration capabilities, customization options, and more. Most medical spa solutions typically include the following subscription plans:
Free trials: Range from 14 to 30 days and give users temporary access to either complete or limited software features. These no-cost trial plans are ideal for businesses that wish to try out a tool before purchasing it.
Free versions: Offer perpetual access to limited software features. These free plans are ideal for small businesses or individuals on a budget.
Entry-level plans: Start at $16 per month and offer access to standard features. They are recommended for small businesses or teams with basic feature requirements, such as appointment booking, booking management, data storage, and appointment reminders.
Mid-tier plans: Range from $27 to $167 per month and offer advanced features such as reporting and analytics, client management, and email marketing. They are suitable for businesses that have outgrown basic medical spa solutions but don’t require the full range of functionality offered by enterprise-level tools.
High-end plans: Cost over $229 per month and offer a range of advanced capabilities, including unlimited access to entry-level and mid-tier features, priority customer support, loyalty and rewards programs, and advanced reporting. They are suitable for large businesses that need a customized solution.
Hidden costs associated with medical spa software
Besides the software license, additional costs in a free medical spa tool may include:
Setup fees: Some providers may charge initial setup fees for installation and configuration of the software.
Training costs: Training fees may apply if your team needs personalized training to use the software effectively.
Payment processing fees: Transaction fees for processing payments through the software can add up, especially if you have a high volume of transactions.
Frequently asked questions when selecting a free medical spa software
Here are some questions to ask software providers to find the best medical spa software.
What are the security measures in place for free medical spa software?
It's crucial to check the security measures in free medical spa software, as these tools often have limited features. Ensuring robust security measures, such as data encryption, secure user authentication, and regular security audits, is essential as they protect sensitive client data, including health information and payment details. These measures help prevent data breaches that could lead to legal issues and damage your reputation.
What are data backup and recovery options in free medical spa software?
Backup and recovery options ensure you can recover client data quickly after data loss incidents, such as system failures or cyber-attacks. Robust backup and recovery strategies are essential for protecting your business operations from unexpected disruptions and maintaining client trust by securely managing their sensitive information. This precaution helps minimize potential downtime and ensures continuity in your service delivery.
Can the software handle billing and invoicing for various medical spa services?
Medical spas can have different billing and invoicing needs based on their services, prices, and regulatory requirements. Assessing the tool’s ability to handle these needs simplifies financial transactions, reduces errors, and saves time. An efficient tool adapts to different service pricing, discounts, and tax requirements, enhancing customer satisfaction by providing clear, accurate bills. This functionality also supports better financial tracking and analysis, which is crucial for managing your spa's profitability and ensuring compliance with financial regulations.
Methodology
To be considered for this list, products had to:
Have at least 20 unique product reviews published on Software Advice within the past two years, with an average rating of 4.0 or higher (as of June 24, 2024). We selected the seven products with the highest ratings to feature in this article.
Offer either a free stand-alone version of the software or a free trial that needs to be purchased after the trial period.
Meet our definition of medical spa software: “Medical spa (sometimes referred to as med spa or medi spa) software is used to automate and manage operations for specialized spas that provide elective cosmetic and/or aesthetic procedures, such as plastic surgery and skincare treatments.”
*Our research team identified these free features from vendor websites (as of June 24, 2024) based on their analysis of what users find valuable in or expect from medical spa software. This list is not exhaustive. For additional free features, refer to the vendor's website.
Editorial independence: We select and rank products based on an objective methodology developed by our research team. While some vendors may pay us when they receive web traffic or leads, this has no influence on our methodology.
Note: Products evaluated for the pricing calculation were taken from Software Advice’s medical spa software directory. The pricing ranges exclude freemium versions of the products. The features highlighted were identified based on their relevance and the percentage of products in the Software Advice directory that offer them. Only products with publicly available pricing information, as of June 24, 2024, were considered for pricing calculation.
Product research for this article was contributed by Himanshi Arora.