Dermatology & Medical Aesthetics IT · Vancouver, BC
A dermatology practice or medical aesthetics clinic in Vancouver runs on more consumer-facing technology than almost any other medical setting: booking software clients use directly, retail point of sale for skincare products and memberships, iPads for charting and photos in every treatment room, and marketing tools that hold client contact information. That mix brings a specific risk the clinic down the street may not have, clinical photos drifting onto staff personal phones, a shared iPad with no device management, or a retail POS holding card data next to a charting app with no single sign-on. Hexafusion supports Vancouver dermatology and aesthetics clinics with device-aware infrastructure, 15-minute ticket response, and engineers who understand the difference between a skin analysis camera that will not connect and a photo library that was never properly secured.
Booking, charting, membership, and point-of-sale platforms common in medical aesthetics and medspa clinics. We support the network, workstation, and integration side; application issues escalate to the vendor.
Widely used across allied-health and some aesthetics clinics for booking and charting. Workstation setup, network configuration, and backup validation around it.
For dermatology clinics that bill MSP, the same EMR infrastructure support we provide to family and specialty medical clinics: server tuning, workstation rollout, and backup.
Dedicated camera systems and iPad-based photo capture in your charting app, configured so photos land in a secured, permissioned location rather than a shared folder or a staff phone.
Network configuration and workstation support for skin analysis camera systems and dermatoscopes, with image storage that matches your retention policy.
Network segmentation for laser and IPL platforms away from guest Wi-Fi and retail point of sale, so a treatment-room device outage and a card payment failure are never the same incident.
No other clinic type in our client base depends as heavily on clinical photography handled outside a clean system. Before and after photos are personal health information, not casual marketing assets, and they need patient consent and secure, access-controlled storage before anyone even considers using them in promotion. The most common gap we find is photos captured on a staff member's personal phone during a treatment, then forwarded or airdropped somewhere else for the file. We fix this by moving photo capture onto managed clinic iPads tied into your charting platform, with mobile device management so a lost or stolen iPad does not mean a lost patient photo library, and by setting clear, enforced rules around personal devices.
BC's Personal Information Protection Act (PIPA) governs how a private clinic collects, uses, and discloses patient information and photos, with the federal Personal Information Protection and Electronic Documents Act (PIPEDA) applying alongside it. Physician-run dermatology clinics follow the College of Physicians and Surgeons of BC records management standard; nurse injectors fall under the BC College of Nurses and Midwives. Because many aesthetics software platforms are hosted in the United States or the United Kingdom, clinics should know where their patient data actually lives and disclose that in their privacy policy. This is general information, not legal advice.
We start with an AI readiness assessment that identifies where a dermatology or aesthetics clinic's booking, marketing, and charting workflow could genuinely benefit from AI tools without creating a photo or data exposure. We then set up Copilot and other approved AI tools securely inside your Microsoft 365 tenant, configure data protection so patient photos and information cannot leak into a public AI model, and train your front desk, injectors, and marketing staff on what is and is not appropriate to put into an AI tool. For clinics ready to go further, we build custom assistants, including our own AI phone assistant for after-hours or overflow call handling.
Most dermatology and medical aesthetics clinics land on our Managed plan: unlimited remote help desk during business hours (subject to our Fair Use Policy), fast onboarding and offboarding for the staff turnover this industry sees, and the device management and backup a photo-and-device-heavy clinic needs. Clinics handling significant patient photo volume, multiple locations, or cross-border SaaS tools often move up to Secure, which adds onsite support and managed detection and response. Onsite support is included only on Secure and Enterprise; after-hours response and quarterly reviews are Enterprise-only. See plans for full details.
Do you support Pabau, Jane, Zenoti, Aesthetic Record, and Mangomint?
Yes. We support the network, workstation, and integration side of these booking and charting platforms. Application bugs escalate to the vendor. Infrastructure, device connectivity, and backup are ours.
How do you handle before and after photos?
Before and after photos are personal health information and need patient consent, secure storage, and controlled use if you ever want to use them in marketing. We help clinics move photo capture off staff personal phones and onto managed clinic iPads or a dedicated camera system, with storage inside your charting platform rather than a shared folder.
Can you support our laser, IPL, or skin analysis camera?
Yes. We configure the network path, workstation, and segmentation for laser and IPL platforms and skin analysis camera systems, and support the retail point of sale and tablets that usually sit on the same network.
Many of our software tools are US or UK hosted. Does that matter?
It can. Aesthetics platforms are frequently hosted outside Canada. Under BC PIPA, clinics should disclose where patient data is stored and assess the vendor's security practices. We help you inventory your SaaS tools and flag where that disclosure is needed. This is general information, not legal advice.
How do you handle patient records and photos under BC PIPA?
Encryption at rest and in transit, access logging, role-based permissions, and retention scheduling. For physician-run clinics we align retention with the CPSBC records standard; nurse injectors fall under BCCNM. This is general information, not legal advice.
We have high staff turnover. Can you handle that?
Yes. Fast onboarding and offboarding for injectors, laser technicians, and front desk staff is a standard part of our Managed plan, including making sure a departing staff member's access to charting, photos, and POS is removed the same day.
Alongside dermatology and aesthetics clinics, we support medical clinics, dental practices, podiatry and foot clinics, and physiotherapy, chiropractic, and massage therapy clinics. See the full list on industries we serve.
Reviewed by Alex Barari, Founder, former PCI DSS Internal Security Assessor (ISA).
We review your booking and charting software, device fleet, photo handling, and network in a 60-minute visit, then deliver a written report your clinic can act on.
Get your instant quote Contact us insteadDermatology and aesthetics clinic IT support is delivered against a documented baseline aligned to the Canadian Centre for Cyber Security baseline controls and current cyber-insurance underwriting expectations. The same baseline applies whether you are a single-injector medspa or a multi-location clinic group.
Hexafusion is led by founder Alex Barari, a former PCI DSS Internal Security Assessor with 15+ years in enterprise IT and cybersecurity. Every engagement is supported by the same Vancouver-based team that designs the security baseline, reviews the alerts, and shows up on-site when remote troubleshooting reaches its limit.
