When a clinic moves to Clinic App, I fly out and set it up in person. I stand at your front desk while it works, watch how your team books, checks out and signs consent, and set the system up to match. Then I train each person on their own daily jobs, with your own patients and treatments, before I leave. Most clinic software is set up over video calls and help articles. A cosmetic clinic deserves better than that.
I've seen what happens when a clinic is handed a login and a help centre. The owner spends their evenings clicking through settings. The front desk invents workarounds in the first week. Six months later the system is half used, and nobody trusts the numbers. Software doesn't fail because it lacks features. It fails because nobody set it up around how the clinic actually runs, and nobody showed the team how to use it on a busy Tuesday. That is the job I do in person.
Why does in-person setup matter for a cosmetic clinic?
Because the most important things about your clinic are only visible from inside it.
- The front desk is the busiest place in the clinic. How long a checkout takes, which sales are awkward, where vouchers and packages get confusing. You only see that by standing there.
- Workarounds hide from video calls. The paper list behind the desk, the spreadsheet of members, the group chat for rooms. Staff forget to mention them because they are just "how we do it". In person, I see them.
- People learn by doing, not watching. A nurse learns consent and notes fastest by doing them on the real system, with someone beside them to answer the question they didn't think to ask.
- Cosmetic clinics have rules a salon doesn't. Which treatments involve a prescription-only (Schedule 4) medicine decides what can go into rewards, offers and campaigns. I want to check those settings with you in the room, not guess them from a menu.
What happens before I arrive?
The visit works because the groundwork is done first.
- A free 45-minute Patient Revenue Audit. We look at how many of your patients come back, in plain numbers. If Clinic App isn't right for you, I'll say so.
- We map how your clinic runs. Bookings, checkout, memberships, packages, treatments, rooms, staff, consent forms and which treatments involve a prescription medicine. How Clinic App learns how your clinic runs lists every question we ask.
- We do the move with you. Our importer is built for Fresha and Timely exports today: your client list, visit history, gift vouchers and package balances come across, with a preview before anything is saved. From another system, bring your exports to the audit and we'll go through what moves. How easy is it to switch clinic software? covers what moves and what doesn't.
- The system is set up to match before I land, so the visit is spent checking and teaching, not typing in settings.
What do I do while I'm at your clinic?
The visit is about your team using the system on real work, with me beside them.
- Watch the desk at work. Then tune checkout so your most common sales take the fewest taps.
- Check the settings that matter most. Treatment times, deposits, who can give a discount, membership billing dates, and that prescription-only treatments are kept out of points, rewards and offers.
- Go through your consent and intake forms with whoever owns them, so the exact wording patients sign is right.
- Train each role on its own daily jobs. Front desk on booking and checkout. Nurses on consent, notes and photos. Managers on rosters and reports. The owner on the numbers they check each week.
- Hunt down the workarounds and give each one a home in the system, so the paper list and the spreadsheet can go.
The goal is simple. By the time I leave, your team should be able to run a normal day without me.
What happens after I leave?
The learning doesn't stop when I get on the plane.
- Your team has its own training hub with short courses built around your set-up, for new staff and for anyone who wants a refresher. More in how to train your clinic team on new software.
- The dashboard has a built-in assistant. Staff ask how to do something and get the steps for your clinic's own set-up.
- Help is a message away through the Clinic App help centre, and changes to your set-up are something we do with you.
How is in-person setup different from remote onboarding?
| Typical remote onboarding | In-person setup with Clinic App | |
|---|---|---|
| Who sets it up | Often the clinic, with help articles and videos | We do, around how your clinic runs |
| How the desk is checked | From a description on a call | By watching your desk at work |
| Training | General videos for every clinic | Each role, on its own daily jobs, on your set-up |
| Prescription medicine settings | Up to the clinic to find | Checked with you in the room |
| Workarounds | Usually found after go-live | Found on site and given a home |
Remote onboarding works for some businesses. For a cosmetic clinic, where the desk is busy and the rules are strict, I think in person is worth it, so it is how we do it.
Why does Clinic App set up in person?
Clinic App is one system for cosmetic and skin clinics: bookings, front desk checkout and payments, memberships, packages, gift vouchers, rewards, consent, treatment records and reports, with one record per patient. It is built around the AHPRA and TGA advertising rules, and patient data is hosted in Sydney.
One system means one move and one thing to learn. That is what makes in-person setup possible: I'm not teaching your team five tools, I'm teaching them one, on their own clinic. It was built inside working Australian cosmetic clinics, front desk first, and setting it up in person keeps it that way.
Pricing is set to your clinic and quoted after the free audit. The first step is a free 45-minute Patient Revenue Audit with me, with no obligation.
Frequently asked questions
Do you really come to the clinic to set up the software?
Yes. When a clinic moves to Clinic App, I fly out and set it up in person. I watch the front desk at work, check the settings with you, and train each role on its own daily jobs before I leave.
What do I need to do before the visit?
Start with a free 45-minute Patient Revenue Audit. If Clinic App fits, we map how your clinic runs and move your data from your old system's exports (our importer is built for Fresha and Timely today), so the system is already set up to match when I arrive. A list of the workarounds your front desk uses today helps most.
Who gets trained?
Everyone who uses the system, on their own daily jobs. Front desk on booking and checkout, nurses on consent, notes and photos, managers on rosters and reports, and the owner on the numbers they check each week.
What if a new staff member starts after you leave?
Your clinic has its own training hub with short courses built around your set-up, and the dashboard's built-in assistant gives staff the steps for your clinic when they get stuck.
