Capturing leads shouldn’t be a guessing game, but many aesthetic practices struggle with missed opportunities. Docovia provides an all-in-one online consultation platform that captures potential patients directly from your website and social channels. Leads are automatically organized in a centralized dashboard, eliminating lost information and improving team efficiency. Automated follow-ups keep patients engaged without overloading your staff. Multiple communication options, including email and text, allow patients to respond in the way they prefer. Analytics track which channels and messages are most effective, helping your practice refine its strategy. Personalized messaging fosters trust and builds a stronger connection with each prospect. Staff can focus on patient care instead of repetitive outreach tasks. With Docovia, every lead is nurtured from the first contact to consultation. Practices can improve conversion rates and predict growth more accurately. Key features include: Centralized Dashboard – All leads in one place for easy tracking. Automated Follow-Ups – Ensure no inquiry goes unanswered. Multi-Channel Communication – Email, SMS, or preferred method. Analytics & Insights – Track performance and optimize strategies. With Docovia, lead management becomes efficient, consistent, and growth-oriented. Each prospect receives timely attention, improving the likelihood of converting into a patient.

We’re thrilled to announce our new integration with Zenoti, the all-in-one, cloud-based software for spas, salons, and medspas. This powerful connection between Docovia and Zenoti brings unmatched efficiency, compliance, and patient experience to aesthetic practices. Why This Integration Matters In today’s fast-paced aesthetic industry, delivering exceptional care isn’t just about great treatments—it’s about creating a seamless experience from the first contact to follow-up. The Docovia-Zenoti integration is designed to make that possible by connecting your Good Faith Exam process directly into your practice management workflow. Key Benefits of the Docovia + Zenoti Integration One Platform for Everything Manage scheduling, payments, marketing, and now Good Faith Exams without jumping between systems. Zenoti and Docovia work hand-in-hand to streamline your operations. Effortless Compliance Docovia’s secure, HIPAA-compliant platform ensures that every Good Faith Exam is documented properly and in alignment with state regulations—directly within your Zenoti environment. Improved Patient Convenience Patients can schedule their Good Faith Exam and treatment in one smooth process. No extra steps, no delays—just faster, more convenient care. Better Oversight & Documentation Keep accurate, real-time records for both clinical and compliance purposes. Zenoti’s central hub combined with Docovia’s oversight tools gives you a complete view of patient care. Stronger Team Efficiency Staff can focus on delivering exceptional treatments instead of juggling multiple logins or tracking paperwork across platforms. How It Works When a patient books a treatment in Zenoti that requires a Good Faith Exam, the integration automatically triggers Docovia’s process. This ensures compliance steps are never missed, patients get timely virtual or in-person evaluations, and your team stays organized. Elevating the Medspa Experience Zenoti is known for empowering medspas to grow through streamlined scheduling, payment processing, marketing automation, and reporting. Pairing that with Docovia’s expertise in Good Faith Exams creates a truly end-to-end solution for the aesthetic industry. If you’re a Zenoti user, adding Docovia to your workflow is fast and easy. Our team is here to help with setup, training, and optimization so you can start benefiting from this integration right away. Seamless compliance. Smooth operations. Superior patient care. The future of medspa management just got even better. 📩 Want to get started? Contact us today to learn more about activating the Docovia + Zenoti integration for your practice.

We’re excited to announce our official integration with Aesthetic Record, a leading EMR and CMR platform built specifically for aesthetic practices. This collaboration represents a major step forward in streamlining patient care, practice management, and compliance—allowing our users to experience a more powerful, connected, and efficient workflow. What Does This Integration Mean? By integrating with Aesthetic Record, we’re enabling a seamless connection between your clinical operations and business needs. Whether you're managing patient charts or handling pre- and post-treatment communication, this integration simplifies every touchpoint. Here’s how it enhances your practice: Unified Patient Records Aesthetic Record’s robust EMR allows for detailed, compliant clinical documentation—from treatment notes to before-and-after photos—all in one place. With our integration, data flows directly into the patient’s chart, eliminating redundancy and reducing manual entry errors. Client Management Reimagined Beyond just clinical documentation, Aesthetic Record functions as a full-featured CMR. Appointment tracking, digital consent forms, payment processing, and loyalty programs are all included—making client engagement easier than ever. Streamlined Workflow Our system now speaks directly to Aesthetic Record. This means faster data access, real-time updates, and fewer disruptions between platforms. It also empowers your team to focus more on patient care and less on administrative tasks. Enhanced Compliance & Oversight Aesthetic Record is built to keep your practice aligned with medical regulations. From Good Faith Exams to HIPAA-compliant communication, your clinical oversight is supported and documented at every stage. Analytics and Growth Tools With Aesthetic Record’s powerful analytics dashboard, you can now track performance, revenue, inventory, and treatment trends in one integrated system. Our connection ensures you can act on this data quickly and confidently. Why Aesthetic Record? Aesthetic Record is trusted by thousands of aesthetic practices for its intuitive interface and robust features. Whether you’re a solo injector or a multi-location clinic, its scalability and support make it a top-tier solution for the aesthetic industry. Ready to Connect? If you’re already using Aesthetic Record, integrating is fast and straightforward. Our support team is ready to walk you through the setup and ensure your workflows are optimized from day one. Let’s streamline, simplify, and scale—together.

A great virtual consultation is only the beginning—it’s what happens next that determines success. The handoff from online consult to in-person treatment must be smooth, professional, and cohesive. Docovia helps make this transition seamless by capturing the patient's goals, concerns, medical history, and treatment preferences—all in one place. This information can then be shared with the in-office team so that nothing gets lost between the digital and physical experience. When patients walk in, they should feel like the provider already knows them, because they do. This saves time, reduces redundancy, and improves the patient experience. Practices can even use Docovia to send customized welcome packets or reminders before the in-office appointment. Additionally, having consistent communication between virtual and in-person teams prevents mistakes and builds trust. This kind of continuity makes patients more likely to return and refer others. The goal isn’t just to move patients from screen to table; it’s to make them feel like they’ve been supported every step of the way.

For aesthetic clinics offering virtual consultations, maintaining HIPAA compliance is non-negotiable. But it doesn’t have to be overwhelming. Docovia is built with privacy and security in mind, ensuring that all virtual interactions meet HIPAA standards without adding extra administrative burden. From encrypted video calls to secure storage of medical forms and consents, every step is protected. One key area practices often overlook is ensuring that the third-party tools they use (email, video, CRM) are HIPAA-compliant or covered by Business Associate Agreements (BAAs). With Docovia, you don’t have to worry—everything is integrated and vetted. Staff should still be trained on best practices: never leave open tabs unattended, log out of shared devices, and always verify patient identity before starting a call. It's also helpful to audit your virtual consult process quarterly to catch any compliance gaps. With Docovia’s audit trail features, reviewing patient interactions becomes simple and stress-free. Staying compliant doesn’t have to mean being paranoid—it can be seamless and secure with the right tech partner.

Virtual consultations remove geographic limits, opening your aesthetic practice to a wider audience. With the right strategy, your clinic can serve patients from other cities, states, or even countries. But attracting out-of-town patients requires targeted marketing. Consider campaigns that highlight destination services, such as “Fly In for a Glow-Up” packages. Combine this with partnerships—discounted hotel rates, rideshare credits, or concierge services—and suddenly your practice becomes a luxury experience worth traveling for. Docovia simplifies this by handling virtual pre-screening, secure intake, and even payment discussions ahead of the visit. You can use paid ads focused on specific regions, or SEO-optimized blog content that targets common aesthetic concerns in certain climates or cultures. Testimonials from long-distance patients can reinforce credibility. And with Docovia’s flexible scheduling tools, you can coordinate travel and treatment timelines with ease. By leveraging virtual care and smart marketing, you can turn your practice into a destination—not just a location.

Even the most seasoned providers can feel awkward on camera. Likewise, patients—especially those discussing personal appearance goals—may feel vulnerable in a virtual setting. That’s why it’s crucial to create a warm, professional, and confident virtual environment . This starts with technical details: good lighting, a neutral background, proper eye contact, and a stable internet connection. But it also involves soft skills like asking icebreaker questions, mirroring patient language, and showing empathy. Providers should be trained not just in procedures, but in digital bedside manner. Docovia helps here by automating the less personal parts—like intake and consents—so the human interaction can be fully focused on rapport. Having pre-consult photos in advance (a Docovia feature) also helps patients feel less pressure during the call. For nervous patients, sending a short prep guide in advance—what to wear, what lighting to use—can go a long way. Ultimately, mastering virtual presence is a skill worth developing, and it directly impacts conversion and long-term trust.

In a digital-first world, data isn’t just helpful—it’s essential. Aesthetic practices can gain a competitive edge by analyzing metrics throughout the virtual consultation journey. Docovia's platform can track vital insights like form abandonment rates, average consultation duration, top-requested services, and patient conversion timelines. These data points aren’t just numbers; they’re a roadmap to optimizing efficiency and improving patient satisfaction. For example, noticing that a particular intake question leads to drop-offs might prompt a more streamlined approach. Similarly, tracking conversion rates by consultation type (e.g., neuromodulator vs. skin resurfacing) helps refine marketing and scheduling strategies. With this kind of intelligence, providers can adapt to what works—and drop what doesn’t. Additionally, patient feedback can be linked to specific providers or workflows, allowing for personalized coaching and training. The beauty of Docovia’s system is that it makes all this seamless—data collection and analysis happen in the background, empowering practices to make smarter decisions daily. This is the future of aesthetic medicine: not just digital, but data-driven.

Both virtual and in-person consultations have their place in aesthetic care. The key is knowing when to use each. Virtual Consults are ideal for: Initial inquiries and interest gauging Busy patients who want convenience Out-of-town leads Quick follow-ups or questions In-Person Consults are best for: Final treatment planning Detailed skin assessments or measurements Procedures requiring in-office prep or imaging Docovia helps you leverage both approaches, allowing you to triage efficiently while still delivering high-touch care. It’s not about choosing one or the other—it’s about creating a flexible, modern workflow that works for your patients and your practice.