Is your medspa using five different platforms for scheduling, photos, e-prescribing, client communication, and payments? That’s four too many. In a competitive industry, consolidating your technology isn’t just about tidiness; it’s about survival and growth. Adopting a unified tech solution can streamline operations, reduce costs, and free up your team to focus on what matters most: the client experience.
The whole point
To scale tech in ways that make life easier and drive growth.
– Preston Leslie, Lead Customer Success Manager, Zenoti
At Innergize 2025, we brought together top industry experts to discuss how medspas can leverage technology for scalable success. The panel shared firsthand experiences and practical advice on boosting efficiency, personalizing the client journey, and navigating the ever-changing tech landscape.
The experts:
Anne Marie Goodhart, Zenoti Implementation Specialist and EMR Administrator at Cosmetic Physician Partners
Jared Collins, Technical Process Manager, OVME Medical Aesthetics Studios
Preston Leslie, Lead Customer Success Manager, Zenoti (moderator)
This post offers a roadmap for practices looking to embrace technology for greater efficiency and profitability.
Where to begin: Unifying for operational excellence
The first step toward scaling your practice is to look inward at your current operations. Medspas often accumulate various software tools over time, leading to redundant systems and inefficient, manual workflows.
Anne Marie Goodhart suggests an audit. “I believe practices should start with looking at the different platforms they use, how they could possibly consolidate any redundant platforms or any that are not helping lead them to growth, and possibly consolidating into Zenoti, which encompasses most of the platforms they’re currently using,” she shared.
Adopting a single, comprehensive system can simplify daily tasks and generate savings.
Practice saves $2K monthly by streamlining software
Anne Marie Goodhart helped a medical practice consolidate five different platforms – used for scheduling, photo management, e-prescribing, and texting – into one system. “We were able to save them over $2,000 a month,” she said. The practice also achieved a 35% improvement in workflow efficiency and reduced employee onboarding from three weeks to just four days.
Jared Collins added a practical lens: “I always start with wanting to assess current pain points. What are the things that are taking up a lot of time that are very manual tasks, things that the teams are maybe upset by, that they know could be better?” By identifying these frustrating and time-consuming processes, you can prioritize what to fix first.
He also recommends looking at what is working well and learning from successful workflows: “Can I take any of that and migrate it over to the pain point so that we can create a solution from existing architecture?”
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How to deliver big impact with automation
Once you’ve streamlined your platforms, focus on automation to drive major improvements.
Jared detailed OVME’s “trademark 360 holistic treatment planning.” Previously, it was a manual effort involving printed papers and handwritten notes. Jared built a custom app that allows OVME to integrate directly with Zenoti. “Our providers get to search the client database to pull in all the information about that client and then say, ‘I want this service and this product and these packages’ … present that to the client through an automatic email, which also gets uploaded to a secure repository.” This process has produced “about 1,200 hours and $25,000 in annual savings.”
This mini case study shows how data and technology can transform client consultations. By using these tools, providers save time while creating personalized treatment plans. Such efficiencies free up more time for high-value activities like building client relationships and delivering exceptional care.
Making tech adoption a team effort
Introducing new technology can be met with resistance. Change isn’t easy, especially for established teams. So, how do you manage the transition and ensure your staff adopts the new systems?
Jared suggests involving the team in the design process. “I want to talk to the user. I want to know how they’re going to be interacting with the system or the process, and then tailor it to them,” he explained. By running pilot programs and gathering feedback, “it almost becomes their idea by virtue of their contribution to that solution.” This approach dramatically increases adoption rates.
Anne Marie takes a hands-on approach to understand a practice’s unique workflows and pain points: “When we partner with a practice, the first thing that I do is a preliminary site visit. I determine what platforms they’re currently using.” Her team developed a self-led orientation and training on using Zenoti for all Cosmetic Physician Partners locations followed by a full week of on-site implementation support. For smaller practices, this is her approach: “I find the person who gets it the most, and I partner with them to help me train the rest of the team when I’m not on site.”
How to separate tech hype from true value
The aesthetics industry is flooded with new technologies. Being able to tell a shiny object from a tool of real value is a critical skill for any practice owner.
Jared cautioned: “It’s very important to distinguish new versus useful and the right timing … not to be dazzled by a good sales pitch and a glossy PowerPoint deck. I always recommend … reading user reviews, talking to people who use it, working with stakeholders to understand exactly what you need … Measure twice, cut once. And don’t be afraid to take the time to really vet it out.”
Anne Marie emphasized proof points: “It’s proving to the client and ultimately the patient, the value in what you’re proposing to them, showing them how much easier it’s going to make their day go by, how much time they’re going to save, and also how much better the patient experience is going to be.”
Final advice for scaling your medspa with technology
Expanding a medical aesthetics practice is about building a cohesive tech stack that supports your team and improves the client journey.
Based on the insights from our panelists, here are a few key takeaways:
- Consolidate and simplify. Start by auditing your current software and eliminating redundant platforms. A unified system can save money, reduce complexity, and improve efficiency.
- Involve your team. When introducing new technology, bring your staff into the process early. Listen to their feedback and make them feel like part of the solution to ensure successful adoption.
- Focus on the ROI. Whether it’s saving time, reducing costs, or increasing revenue, every tech investment should have a clear return. Calculate the potential savings from automation to justify the upfront cost of new hardware or software.
Embracing technology is no longer optional for growth-minded medspas. By adopting these tech-forward strategies, you can build a more efficient, profitable, and client-centric practice poised for scalable success.
Featured image: Preston Leslie, Anne Marie Goodhart, and Jared Collins discuss tech-forward strategies for medspas, Innergize 2025
