features and edition details

Welcome to the features slideshow!

Use the arrows on the side of the box to scroll through each of the features to see a description of the feature and some images.

Click the 'x' in the top right when you are done to return to the main website.

Quick and Easy Scheduling of Medical Spa Appointments

Orchid Medical Spa Software has the most powerful and simple appointment book available to help you manage your medspa. Customized color codes make it easy to quickly view when an employee is available to book, to view what type of appointments you have for the day, and even determine who still needs to receive a confirmation call or e-mail. Book, rebook, check in clients, and so much more with just a couple of clicks. Creating an appointment is easy, and keeping your employee's appointments organized is even easier when using Orchid Medical Spa Software.

The Appointment Book also includes the following features:

• Drag-and-drop appointments
• Color code services according to category
• Print out "traveler" tickets
• Display custom notes for each employee
• You can track pre-paid services
• You can view and schedule your massage rooms, laser equipment, etc. in the Appointment Book using the resource feature.

Secure Client History and Notes

Orchid Medical Spa Software allows you to create a detailed, custom client list, including pictures. All editions of Orchid Medical Spa Software can store an unlimited number of clients in the database, so you will never run out of space! Learn about your clientele from your software! Managing your medispa is easier with a contact database with all the important information you need about each of your clients. Orchid Medical Spa Software also has built-in reports to display top spending clients, percent of clients that are retained by employees, new client lists, client referral types and many others!

Each client has a complete purchase history profile which contains information about previous product sales,as well as appointment and treatment history to help you suggest items to clients during their visits. No-shows and cancellations are also tracked per client so you know who to follow up with, and special pop-up notes can be made for each client to give you an extra alert when creating or editing any appointment for the client.

Client Formula History

Record detailed medical and treatment notes for each client, which will be stored securely in the software. Quickly pull up and/or print notes for a client before their appointment or whenever you need fast access to detailed color information. Client notes notes are completely flexible and can contain any amount of information, so you will always have all that you need at your fingertips!

Unlimited Client Before, After, and Profile Photos

Orchid Medical Spa Software can store, display, and print an unlimited number of pictures of each client with just a click of the button. Use a web cam or digital camera to take photos and add directly into Orchid Medical Spa Software, or add an existing photo file from anywhere on the computer - even scanned images!

You can use the Picture Manager to store a series of before and after photos when doing a series of services, and keep a main picture of your client that comes up when scheduling and editing appointments and sales!

Employee Scheduling

Enter each employee's schedule of working hours for individual days and even set up a recurring schedule for the employee to record many days' schedule at a time. The Orchid Medical Spa Software Appointment Book reflects the employees' schedule by displaying what days and times they are working or unavailable.

Additionally, employees can clock in and out using the Time Clock feature, and you can track the working hours for each employee in addition to the scheduled hours. If you are using the Payroll feature as well, you can import time clock hours into payroll to calculate hourly pay for each employee.

Employee Password Protection with automatic logout

Setting up password protection in Orchid Medical Spa Software is easy! Each major screen and feature can be password protected. Each employee may have his/her unique password and list of screens and features that can be accessed. Orchid Medical Spa Software also works with custom Employee ID cards so that employees can quickly swipe a card to access any protected feature.

Set up the automatic log out feature to make sure employees will not stay logged in if the computer remains inactive. Automatic logout further increases the security of your system, while making it easier on your employees.

Product and Service Sales

Orchid Medical Spa Software management software allows you to enter a list of services, prices, and descriptions that your business offers. Scan bar codes to quickly sell products, add products or services to a ticket by looking up an item from an available list or entering a quick ID, and even handle pre-paid services so that clients can pay for a series of services in advance quickly and easily.

Manage Inventory and Product Information

Orchid Medical Spa Software allows you to track your products, including the quantity in stock, which is automatically updated every time a product is sold and inventory is received. Orchid Medical Spa Software works with bar code scanners so that you can quickly sell your products to clients or add new products to the database.

Over 200 Reports Available!

Orchid Medical Spa Software includes over 200 built-in reports that will help you to get details about your sales, clients, products, and so much more! The built-in reports are easy-to-use and provide you with key details that will help you to run your business effectively.

Most reports can be viewed in a simple grid as well as a full-color graph! You will be able to visually see all the information about your business in a variety of ways, and print the information to keep on record.

Send Appointment Reminders to a Client's Email or Phone

Save time calling clients to remind them of upcoming appointments. Orchid Medical Spa Software will automatically send email reminders to your client's cell phone or email address before the client's appointment. Email and SMS reminder messages are completely customizable, and can be sent automatically throughout the day so that clients are always notified of upcoming appointments.

HIPAA Compliant to keep your client information secure

Orchid Medical Spa Software contains security features and activity tracking to assist your medical spa in keeping client personal information and medical history secure. By doing so, Orchid Medical Spa Software is a completely HIPAA compliant software solution to utilize in your business.

Custom-Made Integrated Gift Cards

Provide a professional touch, free advertisement, and have immediate income when gift cards are sold.

Custom designed gift cards with Orchid Medical Spa Software provide a quick and efficient way for your clients to pre-pay for products and services. After a gift card is purchased, it can be used on returning visits to pay for purchases.

Automatic Appointment Reminders by Phone

Orchid Medical Spa Software works with automatic reminder call software. You have the option of getting the additional software to do the automatic reminder calls, although you do not need to use the automatic reminder call software to use Orchid Medical Spa Software.

The automatic reminder call software allows you to record an appointment reminder message. The automatic reminder call software then calls each of your clients and plays the message for him or her.

A $25 setup fee for the automatic reminder call software applies as well as a monthly usage fee for the automatic reminder call software. Order Now. For details on monthly usage fees for automatic reminder calls, please call Rolling Hill Enterprises Inc. at 1-888-858-6673 or visit their web site.

Manage Appointments from Any Mobile Phone or Web Browser

With your purchased of Version 9, receive a free 12 month subscription to the new LiveAccess service. With LiveAccess, employees can log in online to view upcoming appointments exactly as they appear in Orchid Medical Spa Software and even book new appointments quickly and easily.

From any computer or mobile device with an Internet browser, or from our free Android app, employees can easily log in and see what appointments they have scheduled, book new appointments, view client information, check their sales totals, and more. The remote access service also allows you to set up custom employee permissions to be secure, customizable, and easy to use.

Integrated Credit Card Processing

Compatible with the Powerful Online Booking System

Your clients can book and schedule an appointment in just a few minutes, and you can have a fully functional web site that you can use to promote specials at your business, market to new clients, and give information about services that you offer. Scheduling an appointment online takes just a couple of minutes, and is always available to your clients, even when your business is closed.

Orchid Medical Spa Software will check for new appointment requests automatically and will alert you when new ones come in. Simply accept the appointment to add it to your appointment book, and Orchid Medical Spa Software will send the client a confirmation message to let them know that you will look forward to seeing them at their appointment booked online. Check out our demo website to see what online booking can offer your medspa. Online booking is offered as a subscription, so check out pricing information if you would like to add online booking to your software.

Extensive Payroll System

The Orchid Medical Spa Software Payroll feature works with virtually all worldwide payroll systems, including the United States, Canada, Europe, and Australia. Easily handle most aspects of payroll:

• Full support for employee product and service commissions
• Calculate hourly wages and set up salary amounts
• Track and settle tips with payroll
• Deduct Federal, State and Local taxes
• Set up custom deductions that are specific to your business or location
• Manage healthcare and retirement fund deductions
• Download free Federal Tax table updates
• Calculate back bar deductions for product usage during services
• Print payroll checks and check stubs
• Determine year-to-date and end-of-year payroll information (W2 and 1099)

With the Orchid Medical Spa Software payroll system, there is no need to have an outsourced company or separate accounting program to manage your payroll. You will save time and money by letting your own business management software handle calculations and check printing!

Marketing Campaign Creation and Management System

Using the powerful Marketing feature in Orchid Medical Spa Software, you will be able to construct lists of clients based on purchase history and client information.

Marketing Campaigns are perfect if you want to notify your clients of specials, follow up after specific services, or say "Happy Birthday!" with a special offer.

Marketing Campaigns can have an email template associated with them to easily send out your mass email and refer to your offer. During an active campaign or upon its completion you can check out the effectiveness of your campaign through return-rate reports. Quickly view which clients received each campaign notification in the client history.

Medical Spa Software That Schedules Rooms and Equipment

You can easily schedule rooms for treatments and massages, and even classrooms using the Resource feature. The rooms and/or equipment will appear in the Appointment Book alongside your employees. Resources can be booked automatically by linking a resource to a service or manually in the same manner that an appointment is scheduled with an employee.

Send HTML Emails Directly From Orchid Medical Spa Software

Compose and send full-color HTML emails with options to adjust text color, size, and font. Include pictures and include special layouts to send catchy, modern emails to your clients for reminders, promotions, birthday greeting, or just special follow-up messages. Emails are sent directly from the software to reduce the steps you need to take when doing a marketing email blast or trying to communicate directly with individual clients. Save templates of your emails that can be re-used over and over to save you time with recurring emails.

Setup in Orchid Medical Spa Software is quick and easy! Use your own business email address to send out messages to your clients. Best of all, there are no per-email fees that are often seen with mass email systems commonly used for marketing campaigns.

Transfer Your Information Into QuickBooks

You don't need to use QuickBooks to manage your business when you have Orchid Medical Spa Software to run your payroll, print checks, and handle your account information through the General Ledger. Still, we know that many accountants and business owners like to use QuickBooks for accounting, which is why we have made sending your information to QuickBooks fast and easy. You can export your clients, employees, inventory, services, vendor list, and general ledger financial transactions into QuickBooks with just a few clicks using the QuickBooks Export feature.

Manage Resource Capacities to Schedule Group Services & Classes

With Capacity Management, you will be able to set the maximum number of clients that can be scheduled within a single resource at any time. Perfect for group services such as classes or retreats, couples massages, or special events.

Store Important Documents On File For Each Client

Each client can have his or her own documents linked so that you can keep important medical, legal, or informational notes on file needed for medical spa services.

Any file that is saved on your computer can be linked to a client, so you can quickly and easily access SOAP notes, scanned documents and images, service agreements, or questionnaires in just about any file format.

Manage Your Accounts with the General Ledger

Track all of your financial transactions for multiple bank accounts, such as a checking account, business account and savings account. These transactions can be rent payments, utility payments, supplier shipments, written checks, and most other financial transactions that can occur within a business. The General Ledger works very much like an interactive bank account statement. Orchid Medical Spa Software can even calculate the current balance of your account based on what checks have cleared.

View Business Profit and Loss Information

The Orchid Medical Spa Software Profit and Loss report provides the comprehensive tools for analyzing the income, expense, and net profit for your business. Display a complete breakdown of your business's income and deductions based on sales transactions, payroll records, and general ledger entries. Run the Profit and Loss report over any date range to view a summary of how your business is performing financially during any time period.

Automatically Remind Employees of Important Tasks

Create reminders that are associated with a client, a ticket, or just a general notification for employees. Use the Auto-Notify feature and Orchid Medical Spa Software will automatically notify you until a reminder is marked as complete.

Each reminder can be marked as complete or incomplete, can have a priority defined, and have a start and due date. You will be able to set up a notify schedule so that notifications will be shown to you at the beginning of the day, periodically throughout the day, or not at all.

The Wait List Automatically Searches for Openings to Book Clients

The Wait List feature allows you to create a list of clients who have no previously scheduled appointment and are in the lobby waiting for an available employee, or would like to schedule an appointment for a future date that is currently booked. On a Wait List entry, you will be able to add multiple services and employees, and define when the client is available to come in. Orchid Medical Spa Software will look for openings in your appointment book as existing appointments are cancelled or moved, and you will be notified when a match is found for a wait listed appointment request so that you can keep your appointment book full and your clients happy!

Create Your Own Reports

Most information that you will need can be found in the hundreds of built-in reports included in Orchid Medical Spa Software. But, if you need a report that isn't already found in Orchid Medical Spa Software... you can always create your own! To create your own report, you need to understand Structured Query Language (SQL), which is a series of commands you use to specify what information you want in your report. Don't know SQL? That's OK - our technical support team is happy to help you by offering assistance on writing custom reports and developing complete custom reports for you!

Use Orchid Medical Spa Software on Multiple Computers

Orchid Medical Spa Software has been designed to operate exceptionally in a local area network. Several computers on a network can be connected, and your employees can use Orchid Medical Spa Software simultaneously for all of their scheduling, reporting, and management tasks.

All of the information in Orchid Medical Spa Software (i.e. clients, appointments, products, services, etc.) will be available on each of the computers. Your Appointment Book will continuously refresh automatically to make sure to display all of the most up-to-date information, even when edited on another computer.

POS Hardware Workstations in your network

Set up multiple POS workstations in your business when you have Orchid Medical Spa Software running on multiple computers so that you can make the most of your network. Workstations can each have their own POS hardware, or some hardware can be shared between computers for a streamlined system.

Unique Reports for Wide Area Networking

Special reports that can only be found in the WAN edition of Orchid Medical Spa Software will help you to manage all of your locations more efficiently. You will be able to determine the sales totals for all locations combined, show a complete inventory count of all locations, and more.

Connect Multiple Locations with Wide Area Networking

The Wide Area Networking (WAN) version of Orchid Medical Spa Software allows multiple locations of your business to share information with each other. An unlimited number of stores anywhere in the world can be set up to share information, making it perfect for any corporate or franchise business, as well as multiple locations owned by a single person. Setup is easy and requires little additional hardware to allow your multiple locations to connect.

With the WAN edition of Orchid Medical Spa Software, you can switch to another location's database to view clients, book appointments, update inventory, run reports, and so much more.

Packages and Prepaid Services

Easily track prepaid services using the built in package feature.

Packages allow you to sell prepaid services and track how many treatments are remaining on the client's account. Orchid Medical Spa Software automatically detects when a client has a prepaid balance when the client comes in for future treatments.

Enhance Your Social Media and Web Presence

Demandforce integration with Orchid Medical Spa Software is a totally optional feature that is popular with large medical spas; however, it works on all editions of our software.

The Demandforce integration grows your business through automated email, text, social media and online review programs to attract new clients, recover lost clients and measure results. The Demandforce integration expands your presence across the web by automatically providing and updating your business information on 140+ sites and search engines including Google, Facebook and CityGrid. To learn more, visit Demandforce.com.