Pico Clinics

Overview: Pico Clinics, a global leader in aesthetic treatments, operates clinics across North America and Europe. Managing multiple locations with varying systems and processes posed operational challenges that impacted efficiency, client service, and internal coordination. To streamline operations and improve consistency across all clinics, Pico Clinics partnered with Stackdrop to unify their systems using Retool, resulting in a customized, scalable platform to handle client appointments, billing, inventory, and more.

Our Role: As a trusted partner, Stackdrop worked closely with Pico Clinics to design and implement a comprehensive solution that integrates essential functions for clinic management. We used Retool to build a robust system that enabled seamless workflow across various clinic locations, improving appointment management, billing processes, and data visibility. Our focus was on delivering speed, ease of use, and cross-clinic synchronization to support Pico Clinics' operations.

The Challenge: Pico Clinics faced several challenges before our intervention:

Fragmented Tools and Processes: Disconnected systems for scheduling, billing, and client management led to inefficiencies, especially when clients visited multiple clinics.

Client Data Fragmentation: Client records and treatment histories were stored separately across locations, making it difficult for staff to deliver consistent care.

Operational Inefficiencies: Manual processes for inventory, payments, and discount management led to errors and loss of revenue.

Limited Reporting Capabilities: Inadequate reporting tools hindered Pico Clinics’ ability to analyze performance, track client trends, and optimize services.

The Solution: Stackdrop introduced a unified system tailored to Pico Clinics’ needs, which consolidated key functionalities into one intuitive platform. Built on Retool, the system facilitates the following:

Appointment Management: Streamlined workflows for creating appointments, managing client data, and tracking treatments.

Inventory Management: Automated product logging and restocking, ensuring accurate inventory tracking.

Billing Enhancements: Options for manual or automatic deposits, multiple payment methods in a single transaction, and invoice editing.

Data Centralization: Unification of client records for cross-clinic visibility and improved service delivery.

Consent Forms: Simplified processes for handling client and practitioner consent forms.

The Implementation Process: Stackdrop adopted a highly collaborative approach to ensure the new system met Pico Clinics’ needs. Regular feedback loops were held with clinic staff to gather input and adapt the solution. We focused on delivering a usable MVP within tight deadlines, ensuring the system aligned with the varying needs of global clinics, from consent forms to payment methods.

Results: The unified system has already started addressing key pain points, with measurable outcomes expected post-deployment:

Time Savings: Streamlined workflows for inventory management and billing processes, reducing time spent on manual tasks.

Error Reduction: Automation ensures accuracy in tracking and billing, minimizing costly mistakes.

Improved Staff Satisfaction: The app has simplified operations, allowing staff to focus on client care.

Enhanced Client Service: Cross-clinic data visibility ensures a consistent client experience, no matter which clinic they visit.

Client Testimonial: “Having everything in one place makes it so much easier to operate. The unified system has streamlined our day-to-day tasks, and the ability to track everything, from appointments to inventory, is a game-changer,” said Rachel from the Vancouver clinic.