Frequently Asked Questions
Got a question? We’re here to help!
How can software help in managing patient records and treatment plans?
The right medspa software transforms how you manage patient records and treatment plans — replacing paper files, spreadsheets, and disconnected systems with a single, secure digital workspace. Fresh Clinics' EMR provides easy access to patient notes, consent forms, clinical photos, treatment histories, and care plans, all linked to a unified patient record.
How do I order stock/consumables through Fresh Clinics?
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.
How can I contact Fresh Clinics for more information or support?
You can reach the Fresh Clinics team by phone at (888) 925-1462, by email at hello@freshclinics.com, or through the live chat feature in the Fresh Clinics iOS app.
What are the security measures in place to protect patient data in Fresh Clinics' software?
Fresh Clinics protects patient data through multiple layers of security designed to meet and exceed HIPAA requirements. This includes end-to-end encryption for all personal health information (both in transit and at rest), secure hosting on cloud infrastructure, role-based access controls that limit data visibility to authorized staff only, and comprehensive audit trails that log every access and modification to patient records. The platform is purpose-built for medspas, which means security and compliance are embedded into the architecture — not added as a generic overlay. Our US-based clinical team also provides ongoing oversight to help ensure your medspa stays audit-ready.
What should I do if I need help with an order?
If you have a question about an order, our customer support team is ready to help. You can reach us by phone at (888) 925-1462, through the live chat in the Fresh Clinics iOS app, or by emailing hello@freshclinics.com.
How do I download the app?
You can download the app from the Apple iOS store.
Why is effective inventory management essential for Med Spas?
Effective inventory management is essential because running out of key products mid-treatment can disrupt patient care and create compliance issues. A proper system helps you stay on top of what you have and when to reorder.
Is there a trial period available for Fresh Clinics' compliance tools?
No, a free trial is not currently offered. Because the platform includes clinical oversight and medical director matching, full onboarding is required. However, you can request a demo to see the features.
How can software improve the efficiency of my cosmetic clinic?
Purpose-built medspa software eliminates the manual, repetitive tasks that eat into your day — things like tracking inventory and managing consent forms. Fresh Clinics automates these workflows so your team can focus on patient care.
How does Fresh Clinics' software integrate with existing clinic workflows?
Fresh Clinics' software is designed to consolidate your operations, not complicate them. The platform brings patient records, consent forms, telehealth prescribing, and inventory into a single system.
Does Fresh Clinics handle multi-location cosmetic clinic reporting?
Yes. Fresh Clinics' software supports multi-location medspa operations, allowing you to switch between clinic locations within the platform. You can view data for each site from one dashboard.
What are the benefits of using an all-in-one clinic management platform?
An all-in-one platform eliminates risks by bringing everything into a single, integrated system. When your EMR, prescribing, and inventory all talk to each other, you reduce mistakes and save time.
Why is efficiency important in a med spa?
When your medspa runs efficiently, you have more time to focus on delivering exceptional patient care and growing your business. Good organization also reduces the chance of costly mistakes.
What are the common challenges in managing med spa inventory?
Many clinics struggle with manual tracking, missing batch numbers, and inconsistent stock counts. Fresh Clinics solves this by automating the tracking as you record treatments.
Does the system track product expiry dates?
Yes. The Fresh Clinics digital drugbook stores all your batch numbers and product details. It serves as a valuable tool for monitoring expiry information to ensure patient safety.
How can I track treatments and inventory digitally?
You record the treatment in the app, select the product and dosage, and the system automatically updates your drugbook and stock levels. This removes the need for manual spreadsheets.
What features should I look for in med spa management software?
You’ll want a connected system for patient records, consent forms, video telehealth, a digitized drugbook, inventory tools, and business reporting.
How can I improve patient management?
When your records and reminders are digital, it’s much easier to keep track of each patient’s progress. Fresh Clinics helps by storing everything in one secure system.
Can it manage bookings and patient communication?
Not yet, but soon. Fresh Clinics will be launching a patient booking and management module that will enable you to manage your patient bookings and staff schedules.
What specific inventory management features does Fresh Clinics offer?
Features include real-time stock updates, a digitized drugbook, automatic usage tracking, and low-stock notifications that alert you when products are running low.
How does the Fresh Clinics app facilitate real-time, smarter inventory updates?
Every time you record a treatment, your stock levels update automatically. If you inject 0.5 ml, the system immediately deducts that amount from your inventory.
How does Fresh Clinics' software help in tracking stock levels?
All the products you use are logged against the patient and treatment, so your stock count reflects exactly what was used. You can see current levels in the app at any time.
Can I manage multiple clinic locations with Fresh Clinics' inventory system?
Yes. The Fresh Clinics platform lets you view and manage each medspa's digital drugbook and inventory separately while still having a unified view.
Does Fresh Clinics provide alerts for low stock levels?
Yes. The app automatically notifies you when key products or consumables are running low, so you can reorder before you run out.
Do I need supplier accounts before I can order?
Some products may require manufacturer approval. Our onboarding team walks you through exactly what's needed and helps you get everything connected.
How do I place an order through Fresh Clinics?
Once your account is set up, browse the Fresh Store within the app, select your products, and submit. Our team handles fulfillment.
Can I order from different suppliers through Fresh Clinics?
Yes. Fresh Clinics brings multiple supplier relationships into one connected ordering experience through the Fresh Store.
How long does setup take?
Setup typically takes about two to four weeks. The Fresh Clinics team handles the heavy lifting, from EMR configuration to medical director matching.
Does Fresh Clinics take equity in my medspa?
No. Fresh Clinics operates on a straightforward subscription model. You retain full ownership of your medspa, brand, and patient relationships.
How do I get technical support?
Our US-based support team is available via phone at (888) 925-1462, email at hello@freshclinics.com, or live chat within the iOS app.
Can I export my data if I leave?
Yes, you retain ownership of your patient data and can export your records at any time.
Where are Fresh Clinics events/training courses held?
Wherever you are, we'll be there too. Fresh Clinics offers training sessions across the United States, both in-person and online. Our in-person sessions are delivered through trusted training partners in intimate, small-group or one-on-one settings. For the latest schedule and locations, reach out to the team or check the Fresh Clinics Training Calendar.
What training does Fresh Clinics offer?
Fresh Clinics offers a comprehensive range of training programs designed for aesthetic professionals at every stage of their career. Every month, our trusted pharmaceutical partners offer specialized training sessions to our Fresh community, completely free of charge.
How does Fresh Clinics’ software support compliance with regulations?
When you start a treatment, our software automatically connects you with a licensed provider authorized to provide medical clearance or medical oversight. All consent forms, treatment notes, and photos are securely encrypted and attached to the same patient record.
How do I get a script?
Good Faith Exams (GFEs) and treatment authorizations are handled seamlessly through the Fresh Clinics app. Once you're set up in our system, you can connect with a licensed provider directly within the app via built-in telehealth. Our team typically responds in under a minute.
What is a good faith exam (GFE) and how does Fresh Clinics support them?
A GFE is a medical evaluation conducted by a licensed provider. Fresh Clinics streamlines this through built-in telehealth within the app, connecting you with a provider often in under a minute.
How does telehealth prescribing work through Fresh Clinics?
It connects your patients directly with a licensed physician from within the app for GFEs and treatment authorizations, creating a HIPAA-compliant audit trail.
Can I use Fresh Clinics for weight loss treatments?
Yes, our platform and telehealth services are extending to support the prescribing and management of medical weight loss and wellness services.
Can't find what you're looking for?
If you can’t find what you’re looking for, schedule a call with one of our friendly team members. We’re here to answer your questions and guide you through the next steps.
