From Friction to Flow: How One Clinic Made Med Access and Mindbody Work Together
- Occiden and Company
- Jul 20
- 2 min read
Summary
When a growing dermatology and aesthetic clinic in Canada expanded into cosmetic procedures alongside their insured medical services, they encountered a hidden operational challenge: running two disconnected systems—Med Access for clinical care and Mindbody for cosmetic services—was creating workflow chaos behind the scenes.
Occiden and Company was brought in to streamline operations, bridge the platform gap, and build a unified workflow without replacing the tools the clinic already relied on. In just 30 days, the clinic saw significant improvements in staff performance, documentation accuracy, rebooking rates, and retail sales.
The Problem: Two Systems, One Growing Mess
Like many hybrid clinics, this one used Med Access to manage medical dermatology—charting, prescribing, and lab tracking. Cosmetic services such as Botox, microneedling, and skincare sales were handled through Mindbody, which offered an intuitive booking and payment system.
As patient demand grew, inefficiencies became unmanageable:
Intake forms were duplicated or misplaced
Before/after photos weren’t consistently uploaded
Cosmetic procedures were not always documented in Med Access
Rebooking was left to chance, and retail tracking lacked structure
Staff roles blurred, creating confusion and bottlenecks
The result was clear: lost revenue, missed documentation, and rising team stress.
“We were growing fast, but everything felt duct-taped together. There was no real process—just people doing their best.” — Clinic Director
The Solution: Workflow Design + Operational Integration
Occiden and Company conducted a 15-day Dual-System Audit, tracing every step of the intake, service, checkout, and follow-up process across both platforms.
We then implemented a complete Med Access + Mindbody Optimization Package, including:
🔹 Custom SOPs for intake, digital consent, and clinical charting
🔹 Treatment flow templates for Botox, peels, and microneedling
🔹 Retail and rebooking scripting for front desk and providers
🔹 Secure before/after photo documentation process
🔹 KPI dashboard to track rebooking, retail per visit, and charting compliance
🔹 Staff accountability maps to eliminate role confusion
No new software was required—just the right systems and structure behind the scenes.
The Results: Clearer Charts, Higher Revenue, Less Stress
In under a month, the clinic achieved strong, measurable results:
Staff reported increased clarity, consistency, and reduced stress, with more confidence across the team.
“It was like a light switch. We didn’t need new software—we needed the right systems behind the scenes. Working with Occiden changed how we operate completely.” — Clinic Director
📞 If your clinic uses Med Access and Mindbody, you’re not alone—but you don’t have to run them like two separate businesses.
Occiden and Company helps dermatology and aesthetic clinics create one seamless, efficient workflow across both platforms.
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