PatientNow Review: Optimize Your Aesthetic Practice for Peak Profitability

Too many disconnected systems slow your clinic down.

If you’re juggling paper charts, clunky scheduling, and scattered photos, it’s tough to run a smooth aesthetic practice or actually grow your patient base.

My research shows: disjointed workflows cost you revenue and time—especially as your front desk chases paperwork or mismanages appointments.

PatientNow takes a different path by tying together EMR, scheduling, photo management, billing, and even marketing into one aesthetic-focused system.

In this review, I’ll break down how PatientNow helps you streamline your entire patient journey—from the first appointment to payment and recall marketing.

Inside, you’ll find what works (and what’s still clunky), a full feature look, real-world pricing info, and PatientNow alternatives, all based on my hands-on analysis. If you’re deep in the buying process, in this PatientNow review I’ll help you cut through the noise.

You’ll walk away knowing the features you need to run a more efficient and profitable practice.

Let’s dive into the analysis.

PatientNow Overview

PatientNow has been around since 2005, based in Colorado. What impressed me is how their mission from day one was building an all-in-one platform for aesthetic practices.

My analysis shows they specifically target aesthetic-focused small to mid-sized practices. This is for clinics feeling the pain of using multiple, disconnected systems. They offer you a single command center to simplify daily operations.

Their 2021 acquisition by Fullsteam was a key development. This move signals a focus on long-term stability and deep support, a crucial consideration for this PatientNow review.

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Unlike competitors that excel in just one area like scheduling or charting, PatientNow’s unique value is in combining clinical data with marketing automation. From my research, this integration feels designed by people who truly understand patient retention.

I found they work with successful medspas, dermatology clinics, and plastic surgery centers that have outgrown simpler tools and need to consolidate their technology to scale efficiently.

From my evaluation, PatientNow’s strategy is laser-focused on your profitability. They connect a patient’s treatment history directly to automated marketing campaigns, creating a hands-off system to drive repeat business and increase patient lifetime value.

Now let’s examine their capabilities.

PatientNow Features

Disconnected systems bogging down your aesthetic practice?

PatientNow offers an integrated suite of solutions designed to manage the entire patient lifecycle within aesthetic practices. These are the five core PatientNow solutions that address common challenges in your clinic.

1. EMR/EHR

Still drowning in paper charts and scattered data?

Disconnected clinical records create compliance risks and slow patient consultations. You need instant, reliable access to complete treatment history.

PatientNow’s EMR/EHR solution centralizes all patient medical information in a HIPAA-compliant repository. What I found is customizable templates for aesthetic procedures simplify documenting details, mapping sites, and tracking product usage.

This ensures consistent, defensible charting, simplifies compliance, and gives providers crucial insights during every patient visit.

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2. Practice Management & Scheduling

Chaotic calendars causing double bookings?

Manual scheduling leads to errors, wasted staff time, and poor resource utilization. You need a centralized system for seamless operations.

This solution manages your clinic’s administrative backbone, from appointments to resource allocation. PatientNow features a multi-provider, multi-room calendar preventing double-booking, and connects directly to billing upon patient checkout.

This streamlines front office workflows, reduces scheduling errors, and provides a clear, real-time view of your practice’s daily operations.

3. RxMarketing (Patient Engagement & Marketing Automation)

Struggling to bring back dormant patients?

Retaining existing patients and reactivating past clients is a constant challenge. Manual outreach efforts are time-consuming and inconsistent.

This module automates marketing communications using patient EMR data. What I love is how PatientNow allows you to trigger email and text campaigns based on visit history or past purchases, like reminders.

This creates a hands-off system for driving repeat business, improving patient lifetime value, and tracking campaign ROI directly from appointments.

4. Photo Management

Overwhelmed by thousands of patient photos?

Securely organizing, comparing, and presenting before-and-after photos is crucial. Manual management can be chaotic and compromise compliance.

This solution securely handles the thousands of before-and-after photos vital for aesthetic practices. PatientNow’s integrated app automatically time-stamps and saves photos to patient charts, enabling side-by-side comparisons easily.

This provides a professional way to showcase results during consultations, enhances patient trust, and ensures clinical images are securely stored for compliance.

5. Billing & Point of Sale (POS)

Are billing errors eating into your revenue?

Managing financial transactions, package sales, and inventory manually is prone to errors. You need accurate, real-time financial control.

This solution manages all financial transactions, from payments to inventory tracking. The system pulls treatment info from EMR to generate bills, processing cards and managing memberships and package sales.

This simplifies checkout, reduces billing errors, and provides real-time visibility into product inventory, preventing stockouts of crucial supplies.

What I found is PatientNow solutions work together to create a unified ecosystem for aesthetic practices. This cohesion means you get a single source of truth for patient data, streamlining every workflow from check-in to checkout.

PatientNow Pricing

Navigating custom software pricing can be tricky.

PatientNow pricing operates on a custom quote model, requiring direct contact for specific figures. This approach means your investment is precisely tailored to your practice’s unique needs, offering a personalized budgeting solution.

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1. Pricing Model & Cost Factors

Tailored costs, but what drives them?

PatientNow’s pricing structure involves an upfront setup fee plus a recurring monthly subscription. What I found regarding pricing is that costs are heavily influenced by your practice size, number of providers, and the specific modules like EMR or marketing you require. Data migration complexity also significantly impacts initial setup.

Budget-wise, this means your total investment varies. It requires a direct quote to understand your specific financial commitment and ensures you only pay for what your practice truly needs.

2. Value Assessment & ROI

Is this investment truly worth it?

PatientNow’s integrated platform offers significant ROI by consolidating disparate systems and streamlining operations. From my cost analysis, eliminating separate EMR, scheduling, and marketing tools often results in long-term savings. This all-in-one approach truly minimizes software sprawl, enhancing overall practice efficiency.

Budget-wise, the value comes from improved workflow, reduced manual errors, and automated patient engagement, ultimately outweighing the initial pricing for many practices.

3. Budget Planning & Implementation

Plan for total cost of ownership.

Beyond the monthly subscription, remember the significant one-time setup and data migration fees. PatientNow’s high upfront cost, typically $5,000-$10,000+, covers initial implementation and training. Your finance team needs to factor this in.

So for your business, be prepared for a substantial initial investment. This should be offset by streamlined operations and long-term efficiency gains for your practice’s budget.

My Take: PatientNow’s custom pricing targets established aesthetic practices seeking an all-in-one solution. From my cost analysis, it balances higher upfront investment with tailored value, ideal for practices prioritizing comprehensive integration and efficiency.

Overall, PatientNow’s pricing reflects a premium, tailored investment for aesthetic practices. While requiring a direct quote, this approach ensures you get a system truly built for your needs, providing significant long-term operational and financial benefits.

PatientNow Reviews

What do real users actually experience?

I’ve dived deep into PatientNow reviews, sifting through countless user experiences to bring you a balanced analysis of what customers truly think about this software. This section sheds light on common sentiment.

1. Overall User Satisfaction

Satisfaction hinges on expectations.

From my review analysis, overall satisfaction with PatientNow is a mixed bag, often depending on a user’s priorities. You’ll find a clear trade-off between comprehensive features and intuitive design, as many users report. This pattern suggests that practices valuing an all-in-one system often overlook its interface quirks in their reviews.

This indicates PatientNow’s comprehensive functionality drives satisfaction for those needing an integrated solution, despite UI challenges mentioned in feedback.

2. Common Praise Points

Its all-in-one nature shines.

Users consistently praise PatientNow’s all-inclusive platform, specifically its ability to consolidate EMR, scheduling, billing, and marketing. What I found in user feedback is how this eliminates the hassle of multiple software systems, saving practices significant integration effort and cost, as many reviews highlight.

This means your practice can streamline operations and reduce software complexity, achieving efficiency from a single integrated solution.

3. Frequent Complaints

UI and support are pain points.

The most frequent complaints revolve around PatientNow’s user interface, often described as ‘clunky’ or ‘dated.’ Review-wise, I’ve seen many comments lamenting the lack of intuitive design and excessive clicks required for simple tasks. Customer support also receives consistent criticism for slow response times.

These issues create a steep learning curve, suggesting you should factor in training time and potentially slower initial adoption for your team.

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Overall, PatientNow reviews reveal a powerful, all-in-one solution balanced by usability and support challenges. The credibility of user feedback is high, consistently highlighting the same pros and cons. You’ll weigh comprehensive features against potential friction points.

Best PatientNow Alternatives

Navigating PatientNow alternatives can be tricky.

Choosing the best PatientNow alternatives requires understanding your unique practice needs. I’ve analyzed the competitive landscape to help you pinpoint which solution genuinely aligns with your budget, size, and workflow.

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1. Aesthetic Record

Prioritizing a modern, mobile-first workflow?

Aesthetic Record offers a sleek, intuitive mobile app that truly streamlines charting, photo management, and patient communication on the go. What I found comparing options is that this alternative excels in mobile user experience, particularly for injectors and younger practitioners, often with more transparent and accessible pricing than PatientNow.

You should choose Aesthetic Record if your practice demands a cutting-edge, mobile-centric system with superior UX and values modern interface design.

2. Nextech

Need enterprise-level power and customization?

Nextech provides an exceptionally robust and scalable platform, ideally suited for large, multi-location practices or academic institutions. From my competitive analysis, Nextech offers deeply customizable enterprise features that go beyond PatientNow’s SMB focus, though it comes with a significantly higher price tag.

Consider Nextech when your large, complex organization requires extensive customization and advanced reporting capabilities, and your budget supports it.

3. Symplast

Seeking superior patient mobile engagement?

Symplast truly shines in its patient-facing mobile capabilities, offering a dedicated app for scheduling, payments, and forms. Alternative-wise, Symplast excels at enhancing patient digital interactions, creating a seamless experience. This focus on patient UX can significantly boost engagement and loyalty for your brand.

You’ll want to choose Symplast if a seamless, app-based digital experience for your patients is a primary priority.

4. DrChrono

Diverse medical needs beyond aesthetics?

DrChrono offers a strong, general-purpose medical EMR foundation with mature clinical charting, billing, and e-prescribing built for iPad. While PatientNow excels in aesthetic-specific marketing, DrChrono provides robust general EMR functionality for a broader medical scope. It also features more affordable pricing tiers.

For your specific needs, choose DrChrono when your practice has diverse medical requirements and prioritizes a mature, Apple-centric EMR.

Ultimately, the best PatientNow alternatives depend on your practice’s specific size, budget, and functional priorities. Focus on your core operational needs and patient engagement goals to make the best choice.

Setup & Implementation

Is PatientNow implementation a daunting task?

Successfully deploying PatientNow requires strategic planning and resource commitment. This PatientNow review provides a practical look at what to expect during your implementation journey, setting realistic expectations from the start.

1. Setup Complexity & Timeline

Expect a considerable commitment.

PatientNow implementation is far from “plug-and-play.” What I found about deployment is that configuring the system to your specific workflows, services, and inventory requires careful, weeks-long effort. This complexity stems from its comprehensive nature and the need to tailor it to your unique practice operations.

You’ll need to allocate significant internal time and resources for this setup phase, planning for a methodical approach rather than a rush.

2. Technical Requirements & Integration

Are your systems ready for PatientNow?

As a cloud-based system, PatientNow implementation requires a stable, high-speed internet connection. What I found about deployment is that robust local network infrastructure is critical to mitigate user-reported performance issues and slowness, ensuring seamless daily operations without bottlenecks.

Your IT team will need to ensure network readiness and be prepared to address any performance concerns that may arise post-implementation.

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3. Training & Change Management

Preparing your team for new workflows?

PatientNow has a reputation for a steep learning curve due to its non-intuitive interface. From my analysis, mandatory and thorough staff training is essential for clinicians, front desk, and management alike to achieve proficiency and minimize post-go-live disruptions.

Budget ample time for comprehensive training and ongoing support to help your team navigate the learning curve and adopt new processes effectively.

4. Support & Success Factors

Will you get the help you need?

User feedback often highlights concerns about PatientNow’s customer support during and after implementation. From my implementation analysis, proactive communication with the vendor is crucial to establish clear escalation paths and ensure you receive timely assistance when complex issues arise.

Before committing, clarify support structures, and consider assigning an internal project lead to ensure accountability and drive your implementation’s success.

Overall, PatientNow implementation is a significant undertaking that requires proactive planning and dedicated resources to ensure a smooth transition and unlock its full potential for your practice.

Who’s PatientNow For

Is PatientNow the right fit for your practice?

This PatientNow review helps you understand if this integrated aesthetic practice software truly aligns with your business profile, team size, and specific operational needs. I’ll guide you through ideal scenarios and potential mismatches.

1. Ideal User Profile

Seeking an all-in-one aesthetic practice solution?

PatientNow is ideal for established medspas, plastic surgery centers, or dermatology clinics with multiple providers. You’ll find it perfect if your goal is to consolidate EMR, scheduling, billing, and marketing onto a single, integrated platform. What I found about target users is their strong desire for long-term operational efficiency.

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These users succeed by embracing comprehensive functionality, willing to invest significant time into staff training for the system.

2. Business Size & Scale

Mid-sized clinic with growing pains?

PatientNow best serves established small to mid-sized aesthetic practices. Your business context suggests this works if you have multiple providers and enough operational scale to justify a comprehensive system. I found that practices seeking to consolidate software tools gain immense value, prioritizing an all-in-one solution.

You’ll fit if your team is ready for a significant learning curve and your practice prioritizes the long-term efficiency and stability of an integrated system.

3. Use Case Scenarios

Solving data silos and missed revenue?

PatientNow truly excels when you’re battling operational inefficiency and lost revenue from disconnected data. From my analysis, practices struggling to track marketing ROI or manage complex treatment packages will see the most value by unifying operations within a single system.

You’ll know this fits if your priority is centralizing patient data, streamlining billing, and automating marketing efforts from one cohesive platform.

4. Who Should Look Elsewhere

Prioritizing a modern, intuitive design?

PatientNow isn’t your best fit if your team prioritizes a slick, modern user interface or struggles with steep learning curves. From my user analysis, tech-averse teams seeking minimal clicks will find the dated UI frustrating. Your alternative needs include highly intuitive software and rapid adoption.

Consider alternatives if your priority is a visually appealing interface, quick onboarding without extensive training, or highly responsive customer support with fast resolutions.

Ultimately, this PatientNow review clarifies who benefits from its integrated features. The question of who should use PatientNow comes down to your practice’s operational priorities and team readiness for an all-in-one system.

Bottom Line

Is PatientNow the right fit for your practice?

My PatientNow review provides a comprehensive assessment, balancing its robust features against noted user experience challenges. This analysis helps you determine its overall value and suitability for your business.

1. Overall Strengths

Comprehensive functionality is its core strength.

PatientNow shines with its all-in-one approach, integrating EMR, scheduling, billing, inventory, and marketing into a single platform. From my comprehensive analysis, this unified system truly eliminates integration hassles and the expense of managing disparate software solutions, offering streamlined workflows.

This consolidation streamlines daily operations, boosts efficiency through centralized data management, and ultimately saves practices significant overhead costs.

2. Key Limitations

Interface and support are key limitations.

The primary drawback is PatientNow’s dated user interface and often clunky user experience, requiring many clicks for simple tasks. Based on this review, customer support responsiveness needs significant improvement with numerous reports of long wait times.

These limitations demand a commitment to thorough staff training and patience during onboarding. They are manageable for practices prioritizing consolidated features.

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3. Final Recommendation

PatientNow is a strong, conditional recommendation.

You should choose PatientNow if your aesthetic medical practice values a comprehensive, all-in-one solution over a sleek modern interface. From my analysis, it best suits practices willing to invest in training to overcome the initial learning curve.

Assess your team’s adaptability and willingness to thoroughly train before committing; a personalized demo is essential.

This PatientNow review concludes that its all-in-one value proposition is strong for the right practice, despite its noted user experience drawbacks.