AI-Assisted Injection Mapping
Interactive SVG anatomy maps across neurotoxin, filler, and body modes, with facial-landmark tracking and a ghosted overlay of a client's past injection sites.
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Case Study — MedSpa & Aesthetic Clinic CRM
In Development
ADEPT MedSpa OS
A full operating system for medspas and aesthetic clinics — clinical charting with AI-assisted injection mapping, front-desk scheduling, an AI growth engine, a branded patient app, and HIPAA-conscious payments, replacing paper forms, spreadsheets, and a patchwork of disconnected tools.
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Sprints Complete
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Overall Progress
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Week Build
Private client project — shared here with permission.
Overview
One system for the whole client relationship
Medspas run on relationships — a client's treatment history, preferences, and upcoming appointments all need to be at a provider's fingertips, and the business behind it needs a real growth engine, not a spreadsheet. ADEPT MedSpa OS is being built as one connected platform covering all of it: an operator portal for the clinic, a branded app for patients, an AI-powered CRM and marketing engine, and payments — replacing the usual mix of paper forms, a generic calendar, a separate booking app, and a spreadsheet for packages.
I'm building it end to end — the data models and infrastructure, the clinical charting and AI injection-mapping tools providers use chairside, the patient-facing mobile app, and the AI-driven CRM and campaign engine that runs the clinic's growth.
The Challenge
A growing clinic outgrowing paper, spreadsheets, and disconnected tools
Front-desk staff and providers needed a single source of truth for client records, treatment history, and scheduling — without juggling paper intake forms, a separate calendar app, and a spreadsheet for billing and packages. Injection sites and dosages were tracked on paper diagrams, with no historical overlay to reference at a follow-up visit. Marketing and lead follow-up were manual and inconsistent, patient communication had no dedicated channel, and payment processing had no clear separation between financial and health data — a real compliance risk as the clinic grows.
The Approach
One platform, built in four phases
The build is structured as a 32-week, 16-sprint roadmap across four phases: a foundation phase (auth, infrastructure, the operator shell, and clinical charting with the injection mapper); a CRM and patient app phase (lead pipeline, payments, and the first version of the patient mobile app); an AI and campaigns phase (AI-generated marketing campaigns, predictive analytics, and prescription workflows); and a final polish and launch phase (security hardening, a HIPAA compliance review, accessibility audit, and production launch).
Underneath, it's React Native and Node.js on PostgreSQL and AWS RDS, with row-level security policies enforced at the database layer, Stripe Connect handling payments with no PHI ever touching Stripe's side, and Claude AI powering the patient chat assistant, campaign content generation, and lead scoring.
What's Being Built
A Complete MedSpa Operating System
Clinical Charting
Patient charts with clinical, profile, and billing tabs, structured treatment records, before/after photo uploads, and a running timeline of tasks and notes.
Scheduling & Patient Registry
A face/body/virtual time-grid schedule, a searchable patient registry with status pills, and staff management with role-based access.
AI-Powered CRM
A lead pipeline Kanban with AI lead scoring, an AI campaign studio generating email/SMS/push content, and predictive treatment-demand forecasting.
Branded Patient App
A 4-step booking flow, treatment history, an AI chat assistant, push notifications, and the Glow Club loyalty program with tiers and referrals.
Payments & Billing
Stripe Connect checkout with no PHI ever touching Stripe, gift cards and a wallet system, prescription PDF generation, and per-provider revenue analytics.
Built for Compliance
Security and HIPAA-Consciousness From Day One
Client and treatment data are sensitive by nature, so compliance isn't a phase bolted on at the end — it's built in from Sprint 1. Row-level security policies are enforced at the database layer, every action is written to an audit log, and error monitoring has PII scrubbing verified before any provider ever sees a stack trace. Business Associate Agreements are being put in place with every vendor that could touch patient data, including AWS and Anthropic. The launch phase includes a third-party penetration test, a formal HIPAA compliance review, and a WCAG 2.1 AA accessibility audit — not just a feature checklist, but an actual pre-launch gate the platform has to pass.
Current Status
8 of 16 sprints complete, on a fixed launch date
The foundation, clinical charting, and injection mapper are built and demoed; the CRM, payments, and the first version of the patient app are in progress now. What's ahead: the AI campaign studio and predictive analytics, prescription workflows, then a dedicated security-hardening and compliance-review sprint before a planned production launch — App Store submission, DNS cutover, admin training, and a delivered HIPAA compliance binder.
Where I Work
Remote, Timezone-Friendly Development Worldwide
Development is fully remote, with scheduling built around each client's own timezone. I currently work with medspa and aesthetic clinic owners in:
FAQ
Questions MedSpa Owners Ask
- Can a custom system replace Vagaro, Mindbody, Zenoti, or Boulevard for my medspa?
- Sometimes an off-the-shelf platform is the right call, especially for a single-location clinic with a fairly standard workflow. Custom development tends to pay off once your process — packages, memberships, multi-provider scheduling, reporting — doesn't fit a generic template, or once subscription costs across several tools start adding up to more than a one-time build.
- Do you build medspa or aesthetic clinic software for clinics outside the US?
- Yes — development is fully remote, and I currently work with medspa and aesthetic clinic owners in the UAE, the United States, Australia, Canada, the United Kingdom, Singapore, and the Philippines, with scheduling built around each client's timezone.
- How long does it take to build a custom medspa CRM?
- It depends on scope, but a focused first version covering client records, scheduling, and treatment history typically takes a few months, with billing, staff roles, and reporting layered in afterward rather than all at once.
- Is client data handled securely in a custom medspa system?
- Client and treatment records are sensitive by nature, so role-based access, secure authentication, and careful data handling are built in from the start rather than added on later.
- Does a medspa system need a patient-facing app?
- Not every clinic needs one, but a branded app for booking, treatment history, and a loyalty program tends to meaningfully improve retention over relying on phone calls and a third-party booking marketplace, especially once a clinic has an established client base to bring into it.
Running a medspa, aesthetic clinic, or service business?
CRMs built around how your team actually works, not a generic template — let's talk about yours.
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