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Time Is the First Thing Derm Clinics Lose: How Running Late Costs Over $100K a Year

Occiden and Company
Jul 22
3 min read

When the experience hurts more than the procedure, patients don’t complain—they disappear.

Dermatology clinic patient sitting in a paper gown, waiting alone in an exam room—highlighting the impact of workflow delays between Med Access and Mindbody systems.

By the time your 2 PM filler client is seen, it’s 2:22. And they’re scrolling on their phone wondering why they’re paying premium prices to wait in a paper gown.

Here’s the dirty secret in modern dermatology clinics:

Most of your delays aren’t caused by patients. They’re caused by systems you’ve outgrown—and staff forced to work around them.

You’ve got Med Access running the insured side. Mindbody holding up the cosmetic cash flow.

And in between? A gap wide enough to lose hours, revenue, and reputation every single week.

As consultants to Canada’s top-performing clinics, we see it all the time: double entry, awkward handoffs, five-minute "where did they put that file?" moments... and no clear ownership of the flow.

Let’s stop pretending the software will fix itself—and start having a real conversation about where time actually goes.

It’s Not a Staffing Problem—It’s a Workflow Crisis

Your calendar’s full. Your team is competent. And yet:

Intake takes 15 minutes—even for returning clients
Cosmetic charting is delayed, or worse, skipped
Photos live in Dropbox folders, never attached to charts
Rebooking is inconsistent—left up to whoever remembers
The same front desk hero fixes everything... until they burn out

“We’re just busy right now” is code for “we don’t know where the time is going.”

And here’s the truth no one wants to say out loud:

Using Med Access and Mindbody without a strategy is like running two separate businesses inside the same clinic.

You Don’t Need a New Tool—You Need to Make Your Tools Talk

At Occiden and Company, we work with derm clinics across Canada (and increasingly, abroad) who are fed up with clunky back-end chaos and ready to operate like the revenue-generating machines they are.

Our approach? We don’t rip out what’s working.

We architect the workflow around it.

🛠 We help clinics:

Build unified intake flows that work across both systems
Streamline real-time charting for injectables and medical services
Create post-care and rebooking triggers that don't rely on memory
Set clear staff SOPs that actually get followed
Connect photo, retail, and patient notes into one accountable loop

This isn’t automation for the sake of it.

It’s creating flow, so your staff can perform—without constantly playing catch-up.

The Real Cost of Delay

Still think those extra 10–15 minutes don’t matter?

Let’s add them up:

4 minutes lost at intake
6 minutes to find the last chart note
5 minutes re-explaining a service because post-care wasn’t followed

That’s 15 minutes per patient.

At 20 patients a day, you’ve lost 5 hours—one full provider day—to pure inefficiency.

Multiply that across a week. A month. A quarter.

Now imagine what you could do with it.

“We Didn't Need More Staff. We Needed Structure.”

That’s what one clinic director told us after we rebuilt their cosmetic + clinical workflow from the inside out. They didn’t switch tools. They just stopped duct-taping them together.

“It was like flipping a switch. The chaos stopped. The wait times dropped. And we actually felt in control of the patient experience again.”

— Clinic Director, Dermatology & Aesthetics Clinic (Canada)

This Is a Partnership—Not a Pitch

We’re not another software trying to sell you dashboards and data you’ll never use.

We’re your strategic partner behind the scenes—quietly fixing the time bleeds, compliance cracks, and operational tension points that no one else wants to touch.

You’ve built a high-demand clinic.

We help make sure it doesn’t collapse under its own weight.