Vagaro Unveils New Med Spa Software Capabilities That Turn Treatment Data Into Revenue

SAN FRANCISCO--(BUSINESS WIRE)--Vagaro, the leading software and app for medical spas and beauty, wellness, and fitness businesses, announced the launch of enhanced SOAP Notes and Custom Fields, two strategic HIPAA-compliant features designed to help med spas streamline clinical workflows, improve documentation accuracy, and better manage day-to-day operations.

As medical spas scale their services, locations, and patient volume, providers face a familiar tension between detailed treatment documentation vs. speed and consistency. With nearly 4 million med spa appointments scheduled through Vagaro year to date, the company is answering that demand with new updates to its medical spa software, by building a more connected workflow from consultation through checkout. Medical spas on Vagaro are already seeing the impact:

"Having access to all the information, transaction lists, and dashboards has helped us make critical business decisions throughout the quarters and years," said Bailey Ames, Co-Founder of Lash + Company, a premier med spa enterprise.

Vagaro’s enhanced SOAP Notes feature introduces a more dynamic approach to EMR charting and treatment documentation. Providers can capture before and after photos during appointments and use those images to document procedures visually in real time. Treatment areas can be marked directly on the photo, allowing practitioners to clearly indicate injection points, laser zones, or areas of concern.

In addition to aesthetic charting, providers can assign products and quantities directly to specific areas marked on the image. This creates a precise record of what was used and where, improving both clinical clarity and internal communication across providers.

These product assignments are automatically tracked within Vagaro’s system and carried through to checkout. By linking treatment documentation with inventory and billing, med spas can reduce missed charges, maintain more accurate inventory counts, and ensure that every product used during a service is accounted for.

The updated SOAP Notes also include tools for faster documentation, such as reusable dot phrases, enabling providers to complete detailed notes more efficiently while maintaining consistency across records.

Complementing SOAP Notes is Custom Fields, a flexible feature that allows med spas to capture and manage electronic patient records. Custom Fields support the collection of details such as allergies, medications, skin type, treatment history, and other relevant factors through intake and consultation forms, with all information stored directly in the patient profile.

The Custom Fields feature helps ensure consistency across providers and locations, supports continuity of care, and reduces the risk of overlooking critical patient details by standardizing how this information is recorded and accessed. The feature also improves intake efficiency by gathering key information before appointments begin, allowing providers to focus more on treatment and patient experience.

Together, Vagaro’s enhanced SOAP Notes and Custom Fields create a unified workflow that connects patient intake, treatment documentation, injectable and product tracking, inventory management, digital consent forms, and checkout. This integrated approach helps individual practices and multi-location practice med spas operate more efficiently while maintaining accurate records and supporting HIPAA compliance.

“These features are designed to reflect how med spas actually work,” said Vagaro CEO Fred Helou. “By connecting what happens in the treatment room directly to inventory and checkout, we’re helping practices protect their patients, improve accuracy, save time, and operate more effectively.”

Vagaro continues to expand its platform with tools tailored to the needs of med spas, whether small practices or large enterprises, supporting providers in delivering high-quality care while managing and growing their practices.

About Vagaro

Vagaro is the leading salon, spa, med spa and fitness software, serving hundreds of thousands of professionals worldwide. Vagaro simplifies business management, credit card and payment processing, and makes it easy for professionals to grow their clientele on a modern consumer marketplace. Vagaro's a-la-carte subscription style and affordable pricing provide a unique level of scalability, making it suitable for businesses of all sizes, from the solopreneur to enterprise franchises. Simple, innovative, and reliable, Vagaro empowers beauty and wellness professionals to excel in a digital age. Visit Vagaro to learn more.