Medical Spa Software for Canadian Med Spas

In most provinces, neurotoxin and dermal filler injection is a regulated activity performed by, or under the direction of, a physician or nurse practitioner. Colleges expect the record to show who assessed the patient, what was ordered, who injected, which product and lot went in, and how much went where. The rules differ by province and by profession, so check your own college's standard, but none of them are satisfied by a free-text line that says "20u glabella".

Zdrovia charts injectables with structured fields for product, units, and sites alongside the note itself, and the lot dispensed during the visit is linked to the same record. Photos attach to the same visit. At the follow-up, the injector sees what was done last time without reading anyone's handwriting, and the numbers can be compared across visits instead of reinterpreted.

Cosmetic consent carries more than general medical consent: the specific product, the areas treated, realistic expectations, and a clear line between clinical photos and marketing photos. A single intake PDF signed at the front desk covers none of that well.

In Zdrovia you build a consent form per treatment, send it by link or QR code before the appointment, and the signed copy files into the chart with the version the patient actually saw. Clinical photo consent and marketing photo consent are separate, so a patient can agree to one without the other, and withdraw it later.

When a product recall or a supplier notice arrives, the question is simple: which patients received this lot? If the answer lives in a spreadsheet and a stack of charts, it takes an afternoon and still leaves doubt.

Zdrovia receives stock with lot numbers and expiry dates, dispenses first-expiring stock first, and lets you quarantine a lot so it can't be used. Because product is dispensed inside the visit, the lot is on the patient record and the invoice at the same time. A recall becomes a search, not a project.

No-shows hurt more in aesthetics than almost anywhere else, because the appointment is elective and often long. Online booking from live availability, automated SMS and email reminders, a waitlist that fills cancellations, and deposits on new-client and long appointments are the four things that protect the calendar.

Payments run through Stripe on your own connected account, with per-line tax, tips allocated per practitioner, and staff commissions calculated from real transactions. Patients get aftercare instructions, invoices, and package balances in the patient portal instead of in a text thread.

Vagaro and Zenoti both sell medical spa software, and both are capable products. They come at it from different directions. Vagaro started as salon and spa booking, and its monthly total depends on how many calendars and add-ons you switch on, with card processing charged on top. Zenoti is enterprise spa software, priced by quote with an implementation project and an annual term.

Zdrovia started from the clinical record instead: injectable charting, procedure-specific consent, and lot-tracked inventory are part of the core product rather than add-ons. Pricing is published (free for one practitioner, $79 a month for up to 3, $149 for up to 10) and you can start charting the same day. If you are a large multi-brand spa group that needs enterprise reporting and a dedicated implementation team, Zenoti may be the better fit.

Patient records, photos, and signed consent are stored in Canadian data centres and encrypted at rest and in transit, with a separate encryption key hierarchy for each organization. Provincial health privacy laws sit on top of PIPEDA in several provinces, and keeping the data in Canada removes the cross-border question from that conversation.

Pricing is on the pricing page rather than in a proposal: solo practitioners are free, $79 a month covers up to 3 practitioners, and $149 a month covers up to 10. The AI scribe is included on Small Practice and Team Practice. There is no onboarding fee, and on paid plans we migrate your existing records for you.