Medical spas rely heavily on visuals to both chart and showcase the results of their care. Having the right photo management system is critical for medspa clinicians – a clunky or incomplete photo tool can lack clarity, cause more work, or not properly protect client data and privacy.  

The right photo system functions should also create benefits beyond clinical documentation – the easy capture, organization, and use of photos is great for medspa marketing, too. Your medspa can highlight clear treatment progress, high-quality before-and-after images, and more.

Given the many photo management tools out there, how do you choose one for your medspa brand? Here are five critical functions to look for in a medspa photo management tool.

1. Consistent photo captures and precise comparisons

You want to easily show your patients and clients the results of their treatments. Choose a photo management tool that makes photo capture effortless. If it takes 16 microdermabrasion sessions to reverse scarring, your client might want to see progress at the halfway mark to decide if they should continue. Your tool should offer a level of sophistication, consistency, and detail that a patient’s home mirror and phone selfies just can’t match.

Photo Manager from Zenoti makes it easy for staff to take high-quality photos. It draws temporary gridlines (to center) and guidelines (to align face angles) – your staff simply needs to click with an iPad. Photo Manager also offers split and slider views of before-and-after photos for easy comparison.

Zenoti Photo Manager is currently the only tool on the market with image ghosting, allowing clinicians to overlay older images and take photo comparison to the next level. This is essential for medical aesthetics because it helps show treatment progress to clients. As an example, for a client getting injectables (wrinkle removers and facial fillers), consistency in image capture helps document subtle improvements over a series of treatments.

2. Effortless photo organization and retrieval

Your digital photos are only as good as your filing system. An unorganized photo gallery can hurt productivity and increase the wait time for clients, killing the relaxing vibe you work hard to create. Make sure your tool supports naming and tagging client photos in ways that work for your staff.  

With Zenoti Photo Manager, you can add standard tags like “Before Photo” and “After Photo,” and more specific tags like “Cheek Image” and “Forehead Image.” You can filter any client photos and files saved to the gallery based on service, the face angle, tags, or the appointment date range – all of which makes for fast, easy retrieval at the time of service and beyond.

Tagging photos helps others on your team, too. For instance, if you assign a specific tag nomenclature for photos showing dramatic treatment results, your marketing manager can quickly see which images to use in email and social media campaigns – with the clients’ explicit consent on file, of course.

3. An interface that’s easy and intuitive to use

Some photo management tools come with a steep learning curve, taking precious time away from clinicians and staff who want software to work for them and not the other way around. Look for a tool that’ll simplify and even shorten the process of capturing, storing, and organizing photos.

One major time-saver is having a system that’s an integral part of your software platform – not an add-on or app that requires toggling back and forth. Photo Manager from Zenoti is built right into Zenoti software for medspa management. This integration lets you launch the tool and the camera from within your appointment book. Your staff don’t have to manage one application for photos and another for other parts of the client journey, such as appointment management, charting, and invoicing.

To ensure efficient charting, Zenoti helps service providers cross-reference a patient’s photos with their appointment history and treatment data. They can also see patient profile information like membership details and package balances. Instead of fumbling with multiple software applications for photo taking and everything else, providers can focus on the patient experience.

4. Privacy and security of client photos and information

Privacy and security are paramount in healthcare – ethically and legally – and medical spas must play by the rules. To avoid penalties for HIPAA violations, make sure the photo management tool you’re considering has safeguards to protect client data.

With Photo Manager in Zenoti, your photos are stored securely in the cloud, and you can set access permissions for staff at various levels. The service is HIPAA-compliant, and HIPAA is just one of many compliance requirements that Zenoti helps medspas meet. For data security, Zenoti holds the highest rating – an ‘A’ – from UpGuard, a third-party cybersecurity risk management entity.

Software protections aside, keep in mind that your medspa should be proactive in protecting patient privacy by getting patients’ consent to share photos. As an example, if your marketing manager wants to tell a laser treatment success story in her campaigns, be sure to get the client’s written permission to show off those photos on Instagram.

5. Scalability to grow with the needs of your business

Any medical spa not planning ahead is already falling behind; medspas should choose photo management software that will accommodate their growing needs. A single-location brand with 50 clients could easily have ten times the client base and footprint down the road, requiring a much greater capacity for client photos and data.

Related read: Calculate the cost of opening a medical spa with Zenoti's free medical spa business cost calculator.

With scalable software – like the unlimited cloud storage of Zenoti Photo Manager – you can ensure medspa capacity to handle an increasing number of images, service menu additions, and guest data without any glitches. On the flip side, if you choose photo management software that you’ll outgrow, you’ll be back to the drawing board looking for a tool that fits – and staff having to learn and adapt to the new tool.

The unlimited storage with Zenoti means you never risk running out of room or having to pay more for additional storage. Besides, Zenoti is built for multi-location management, so the platform also scales to support the smooth onboarding and running of new medspa branches as you expand.

Request a free look at Photo Manager to see if it’s right for your medspa.