Frequently Asked Questions

Once you're set up on the Fresh platform, ordering is simple. You can browse and purchase from our Fresh Store directly within the app — a one-stop shop for toxins, fillers, skincare, consumables, and devices, all at competitive pricing. During onboarding, your Account Manager will help you nominate your supplier accounts and get everything connected. By leveraging the collective purchasing power of the Fresh Clinics network, you'll access the kind of pricing normally reserved for large groups — without giving up your independence. Orders are tracked within the system, so your inventory and compliance records all stay up to date.

Effective inventory management is essential because running out of key products mid-treatment — or discovering expired stock — can disrupt patient care, create compliance issues, and cost your medspa money. Without a reliable system in place, it's easy to over-order (tying up cash in excess inventory), under-order (leading to cancelled appointments), or lose track of batch numbers and expiry dates (creating regulatory risk). A proper inventory management system helps you stay on top of what you have, what you're using, and when you need to reorder — protecting both your patients and your bottom line.

Purpose-built medspa software eliminates the manual, repetitive tasks that eat into your day — things like sending aftercare instructions, tracking inventory, managing consent forms, processing payments, and chasing down prescribing authorizations. Fresh Clinics automates these workflows so your team can focus on patient care instead of admin. For example, when you record a treatment in the app, your inventory levels, digital drugbook, and patient record all update automatically. Compliance documentation is captured as part of the clinical workflow, not as a separate task. The net effect is fewer errors, less wasted time, and a smoother experience for both your team and your patients.

Fresh Clinics' software is designed to consolidate your operations, not complicate them. The platform brings appointments, patient records, treatment notes, consent forms, telehealth prescribing, inventory management, product ordering, payment processing, and compliance workflows into a single, integrated system. During onboarding, our team works with you to configure the platform to match your existing workflows — so the transition feels natural rather than disruptive. The software is built by clinicians who understand how med spas actually operate, which means the features and workflows are designed around real clinical scenarios, not generic templates.

Yes. Fresh Clinics' software supports multi-location medspa operations, allowing you to switch between clinic locations within the platform. You can view treatment data, patient records, inventory levels, and compliance documentation for each site separately, giving you visibility across your entire business from one dashboard. Whether you're managing two locations or scaling to many, the platform is designed to grow with you — keeping your operations organized, your compliance consistent, and your reporting centralized.

When your medspa runs efficiently, you have more time to focus on what matters most — delivering exceptional patient care and growing your business. Good organization also reduces the chance of costly mistakes. Disorganized systems can lead to lost treatment notes, missing patient details, duplicated records, or compliance gaps caused by incomplete documentation. Efficiency also directly impacts your bottom line and your patient experience. Without the right systems in place, it's easy to double-book appointments, run behind schedule, forget follow-ups, or ask patients for information they've already provided — all of which erodes trust and costs you revenue. Fresh Clinics is built to bring order to the operational complexity of running a medspa, so your day-to-day runs smoothly even as your business grows.

Many clinics struggle with manual tracking, missing batch numbers, inconsistent stock counts, expired products, and managing multiple supplier accounts. To keep your clinic and patient outcomes safe, it's important to keep track of what medications are being used and where.

You’ll want a connected system that allows you to manage all parts of your aesthetic clinic in one place. This includes secure document storage for patient records, and consent forms; in-app video telehealth for prescribing and support; a digitised drugbook for compliance and product tracking; automated aftercare messages; inventory tools; a built-in product ordering system; and business reporting such as client numbers and treatment trends.

Fresh Clinics' inventory system includes real-time stock level updates that adjust automatically every time a treatment is recorded, a digitized drugbook that logs every product used by patient and provider, automatic usage tracking that eliminates the need for manual spreadsheets, and low-stock notifications that alert you when key products or consumables are running low. All inventory data is linked to your treatment records and compliance documentation, so your stock management and regulatory requirements are handled in one seamless workflow.

Every time you record a treatment in the Fresh Clinics app, your stock levels and digital drugbook update automatically in real time. For example, if you inject 0.5 ml of a dermal filler, the system immediately deducts that amount from your inventory and logs the usage against the patient and treatment record. This removes the guesswork and human error that come with manual tracking, and means you always have an accurate picture of what's in stock — without doing a physical count. Low-stock alerts notify you when it's time to reorder, so you never run out of essential products mid-appointment.

All the products you use are logged against the patient and treatment, so your stock count reflects exactly what was used and when. You can open the app at any time to see current levels without doing a manual count.

Yes. If you operate across more than one location, the Fresh Clinics platform lets you view and manage each medspa's digital drugbook and inventory separately. This means you can track stock levels, product usage, and ordering needs for each site independently — while still having a unified view of your overall business. It's especially valuable for multi-location operators who need to ensure compliance and inventory accuracy across every site without duplicating manual processes.

Yes — and it's one of our most popular features. The app automatically notifies you when key products or consumables are running low, so you can reorder before you run out. Because your inventory updates in real time every time a treatment is recorded, these alerts are based on actual usage data — not guesswork. This helps you avoid the two biggest inventory pitfalls: running out of essential products during a busy day, and over-ordering stock that ties up cash or risks expiring.

Yes. Fresh Clinics is designed to bring all of your medspa activity into one connected platform — and that includes product ordering. You can view your order history, track delivery status, and manage all of your product and consumable purchases from within the app. No more juggling emails, spreadsheets, or separate supplier portals. Everything is centralized so you always know what's been ordered, what's on the way, and what needs restocking.

Yes. Fresh Clinics is built to make ordering easier by giving you a single platform to browse, compare, and purchase products and consumables from leading brands — all at competitive pricing. Instead of managing multiple supplier relationships, chasing down sales reps, or navigating separate ordering portals, you can do everything from the Fresh Store within the app. Our network's collective purchasing power means you get pricing that's typically reserved for large groups, without the complexity that usually comes with it.

Once your account is set up and approved for ordering, placing an order is simple. Browse the Fresh Store within the app, select the products and quantities you need, and submit your order. Our team handles fulfillment and you can track your order status directly in the platform. If you have questions about product availability, pricing, or supplier requirements, your Account Manager or our support team can help.

Yes. Fresh Clinics brings multiple supplier relationships into one connected ordering experience through the Fresh Store. Instead of managing separate accounts, portals, and invoices with each supplier, you can browse and order from a curated range of products and consumables — all within the app. Available products and suppliers may vary depending on your account setup, scope of practice, and state requirements, but our team helps configure everything during onboarding so you have access to what you need.

Yes — and this is one of the most valuable parts of the Fresh Clinics platform. Finding a qualified, affordable medical director is one of the biggest pain points for medspa owners in the US. Fresh Clinics takes the hassle out of this process by matching you with a skilled, experienced, and licensed physician who is assigned to your practice and familiar with the types of procedures you offer. Each medical director provides off-site oversight, meaning they're available when you need clinical support without getting in the way of your day-to-day operations. Your Medical Director is supported by Fresh's Clinical team who are also available for clinical advice, Good Faith Exams, and adverse event support — all through our HIPAA-compliant platform. Compared to hiring an in-house medical director (which can cost $3,000+ per month and $15,000+ in legal fees), Fresh Clinics offers a cost-effective alternative that keeps your medspa compliant and your overhead manageable. Already have a medical director? No problem — we also offer flexible options that let you use your existing Medical Director while still accessing our benefits through Fresh Membership which costs $250 per month.

Absolutely. Starting a medspa is an exciting venture, but it involves navigating a complex web of state regulations, medical oversight requirements, legal structures, compliance documentation, and supplier relationships. Fresh Clinics has helped thousands of aesthetic professionals start and grow their businesses, and our structured onboarding program is designed to walk you through every step — from medical director matching and compliance setup to EMR configuration, product sourcing, and payment terminal installation. Our platform gives you the operational backbone from day one: HIPAA-compliant software, built-in telehealth for Good Faith Exams, a digital drugbook, competitive product pricing through the Fresh Store, and a US-based clinical support team. Whether you're an RN making the leap from hospital to business owner, an NP expanding your practice, or a physician adding aesthetics to your offering, Fresh Clinics has a pathway tailored to your stage and scope of practice.

Fresh Clinics focuses on giving you the clinical, operational, and commercial infrastructure to run a compliant and efficient medspa. We partner with leading Marketing Agencies within the Med Spa industry and have tailored packages exlusive for Fresh Members. The platform provides the business intelligence tools you need to make smarter marketing decisions — including treatment volume reports, patient retention data and product usage analytics. We also support your growth through free supplier-led training events, a peer community of Med Spa professionals, and dedicated account management.

No. Fresh Clinics operates on a straightforward subscription model — you pay a monthly platform fee and you retain full ownership of your medspa, your brand, and your patient relationships. We don't take equity, charge franchise fees, or impose lock-in contracts. You're free to run your business your way, with complete control over your operations, pricing, and growth strategy. Fresh Clinics is a platform partner, not an investor. Our role is to provide the tools, clinical skills, medical oversight and compliance infrastructure you need to succeed — while the business you build remains 100% yours.

Fresh Clinics provides dedicated account management support to help you get the most out of the platform and grow your medspa. Your Account Manager works with you through onboarding and beyond — helping with supplier setup, workflow optimization, compliance configuration, and identifying opportunities to improve your business performance. We also offer growth tools and programs designed for medspa owners at different stages: whether you're just starting out and opening your first location, looking to supercharge an established practice, or scaling to multiple sites. In addition, our WhatsApp community groups connect you with experienced medspa owners and aesthetic professionals who share insights, tips, and real-world advice. While we're not a business coaching company per se, the combination of dedicated account management, data-driven reporting tools, peer community, and ongoing training means you're never building your business in isolation.

Medspa ownership and operational requirements vary significantly by state. In some states, only licensed physicians (MDs or DOs) can own a medspa. In others, nurse practitioners, physician assistants, or even non-medical entrepreneurs can own one — typically under a specific corporate structure like a Management Services Organization (MSO) model, with a licensed physician providing medical oversight. Regardless of ownership structure, most states require a medical director to oversee clinical operations, and scope-of-practice rules determine which treatments each provider type (RN, NP, PA, aesthetician) can perform. Navigating these requirements can be complex, but Fresh Clinics helps simplify the process. Our onboarding team guides you through the regulatory landscape in your state, and our platform provides the medical director matching, compliance tools, and documentation infrastructure to ensure your medspa is set up correctly and stays compliant.

Yes. We know that switching platforms can feel daunting, which is why our onboarding team manages the transition process for you. We'll work with you to migrate your existing patient records, treatment histories, consent forms, and operational data into the Fresh Clinics platform. Our team provides hands-on training to get you and your staff comfortable with the system quickly, and your dedicated Account Manager is available throughout the transition to answer questions and troubleshoot any issues. Many medspa owners switch to Fresh Clinics because they're tired of juggling multiple disconnected systems — for EMR, compliance, ordering, and prescribing — and want everything in one integrated, purpose-built platform. If you're considering making the move, contact the team for a walkthrough and we'll show you exactly how the transition works.

Fresh Clinics is an all-in-one medspa enablement platform that brings together clinical-grade software, built-in medical oversight, compliance infrastructure, competitive product pricing, and a thriving community of aesthetic professionals — all in a single, integrated system. Unlike platforms that focus only on EMR software and leave you to figure out compliance, medical directors, and product sourcing on your own, Fresh Clinics gives you the complete operational backbone to launch, run, and grow a compliant medspa. Our built-in telehealth delivers Good Faith Exams efficiently. Our Fresh Store gives you the purchasing power of a large group. Our digital drugbook and compliance workflows keep you audit-ready. And our dedicated account management team ensures you're never navigating the business alone. Fresh Clinics was founded by clinicians who understand the realities of running an aesthetic practice, and every feature is designed to save you time, reduce risk, and help you focus on what matters most — delivering exceptional patient care.