Short answer: almost always yes. The tools below all do something useful for an esthetic or wellness clinic, but none of them carry the full done-for-you compliance load a clinic hands off to us — supervisory documentation, state Health Care Clinic licensure, GLP-1 prescriber logs and (where applicable) DEA controlled-substance logs, board inquiry response packs, vendor track-and-trace, license matrices across providers. (Want the ranked list instead? See the 8 best medspa compliance software platforms in 2026.) Here's the honest category map.
ProofOps Medical is the only Florida-statute-deep, done-for-you compliance department built for esthetic and wellness clinics across all five regulated verticals — med spa, IV, GLP-1, TRT, and regenerative. We do the heavy lifting — capturing and chasing the evidence every Florida regulator actually asks for, with a real person reviewing and signing off — and organize it into inspection-ready bound PDFs across nine inspection scenarios (AHCA HCC survey, FL Board of Medicine inquiry, DEA controlled-substance audit, patient attorney records request, malpractice / GL renewal, HHS OCR HIPAA audit, FL DOH biomedical-waste inspection, OSHA inspection, FL Board of Pharmacy med-spa registration), then surface the gaps as a 0–100 readiness score across nine weighted categories. We sit alongside whatever PMS you already use — Aesthetic Record, Boulevard, Symplast, Pabau, AestheticsPro, PatientNow — no migration required. Your medical director gets a dedicated portal for chart reviews, standing orders, and biennial controlled-substance inventories. Built by an operator-founder, not an enterprise vendor. 30-day delivery guarantee.
The three ways clinics try to cover this
Most Florida clinic owners weigh the same three options. Here's the honest trade-off on each — and where the day-to-day work actually lands.
Just another login for your stressed team to operate. Built for everywhere, not for Florida's statutes. Puts 100% of the day-to-day work back on your staff.
Who carries the work: your front desk, between patients.
$500+/hour retainers. They will write your protocols once — but they don't run your daily, monthly, and quarterly upkeep.
Who carries the work: you, the moment the engagement ends.
Your done-for-you fractional compliance department. We do the heavy lifting, a real person reviews and signs off every record, we protect your medical director, and we carry the entire administrative load for a predictable flat monthly rate.
Who carries the work: we do — you don't lift a finger.
Founding Cohort — Q2 2026 — 2 of 5 clinic slots remaining. Want the verdict on your specific clinic first? Take the free Florida audit.
Step 1
Every tool below is real and useful — just for a different layer of the compliance stack. Confusing them with each other is how clinics end up paying for three subscriptions and still failing an AHCA visit.
Scheduling, charting, billing, EMR — your operations system. Keeps the day running.
Overlap with ProofOps: none meaningful. They sit next to each other, not on top of each other.
Healthcare-specific learning management — assigns BBP, HIPAA, OSHA training and tracks who completed which course.
Overlap with ProofOps: minimal. We pull MedTrainer's completion certificates into the binder. Different jobs.
Coached HIPAA program — they walk you through the risk assessment, BAAs, training, and the federal HIPAA paperwork.
Overlap with ProofOps: partial. We track the HIPAA documents (NPP, BAAs, risk assessment, training records) plus the state-specific clinic licensure, supervisory documentation, controlled-substance handling, and vendor-track-and-trace layers HIPAA tools don't touch.
Self-serve HIPAA SaaS — risk-assessment wizard, training videos, policy templates. Same job as Compliancy Group, less hand-holding.
Overlap with ProofOps: partial — same as Compliancy Group. Federal HIPAA, no state-specific clinic-licensure or supervisory layer.
Bundled with Stericycle's pickup service. OSHA 1910.1030 BBP module, sharps log, exposure-control plan templates, plus their "No Fine. No Fail." backstop. Useful — and limited to the OSHA + biohazard waste corner.
Overlap with ProofOps: partial on OSHA / sharps. Zero on supervision, AHCA HCC, GFE, controlled-substance handling, malpractice, FL DOH.
Step 2
Nineteen capabilities a Florida med spa actually needs documented. Where each tool lands on each one.
| Capability | ProofOps Medical | MedTrainer | Compliancy Group | Abyde | Steri-Safe |
|---|---|---|---|---|---|
| § 458.348 supervision pack (FL) | Yes — full vault | No | No | No | No |
| 25-mile rule + board cert tracking | Yes | No | No | No | No |
| AHCA Health Care Clinic license / exemption | Yes | No | No | No | No |
| Good Faith Exam workflow (Rule 64B8-9.009) | Yes — text-to-log | No | No | No | No |
| Controlled-substance log (testosterone, ketamine, etc.) | Yes | No | No | No | No |
| DEA registration tracking | Yes | Via credentialing | No | No | No |
| Florida § 817.505 anti-kickback policy | Yes | No | No | No | No |
| Staff license matrix + 60/30/7 expiry alerts | Yes | License tracker | No | No | No |
| OSHA BBP training records | Yes | Strong (LMS native) | Partial | Partial | Strong |
| OSHA exposure control plan + sharps log | Yes | Safety plans | No | Templates | Yes |
| Biomedical waste plan + FL 64E-16 registration | Yes | No | No | No | Waste only |
| HIPAA Notice of Privacy Practices | Yes | HIPAA forms | Yes | Yes | No |
| HIPAA risk assessment + BAAs | Yes | HIPAA program | Yes | Yes | No |
| We chase your vendors for missing documents | Yes | No | No | No | No |
| Inspection-pack assembler (one-button) | Yes | No | No | No | No |
| Bilingual EN / ES staff workflows | Yes — every workflow | Some courses | No | No | No |
| HIPAA Compliant Business Associate + signed BAA | Yes — BAA, SRA, IRP, 7 policies, sub-processor tracker | HIPAA program, not BA | HIPAA program, not BA | HIPAA program, not BA | No |
| FIPA § 501.171 30-day breach clock + 3 drafted notification letters (Phase B-1) | Yes — individual + FL AG + CRA scaffolds, a real person reviews before you send | No | No | No | No |
| OIG Self-Disclosure Protocol scaffold on LEIE match (Phase A) | Yes — 7-page SDP draft, your attorney finalizes | No | No | No | No |
Capabilities that aren't covered by another vendor in the matrix are ProofOps's primary job. Capabilities the other vendor covers strongly (e.g., MedTrainer for BBP courseware) we don't try to replace — we just pull the resulting certificate into the binder.
Step 3
Honest answers — same ones we'd give you on a sales call.
Yes — MedTrainer is a training LMS. ProofOps is a documentation back-office. Different job.
MedTrainer answers: "Did Sarah complete this year's BBP training?" ProofOps answers: "Where is the proof of every license, training certificate, MD agreement, vendor invoice, and policy that AHCA could ask for?"
Most clinics with MedTrainer keep MedTrainer for the courseware and add ProofOps so we file the resulting certificates into the binder alongside everything else — you don't lift a finger.
Yes for Florida. Compliancy Group is excellent at federal HIPAA. They give you a coached program through the risk assessment, BAAs, and training paperwork.
What they don't cover: § 458.348 supervision evidence, AHCA Health Care Clinic licensure, Good Faith Exam workflow under Rule 64B8-9.009, controlled-substance log for clinics with TRT / ketamine / anabolic steroids, MD board certification tracking, the Florida Board of Medicine 20-day inquiry response, § 817.505 anti-kickback policy. Those are state-specific layers.
If you have Compliancy Group, the HIPAA layer is covered. ProofOps covers everything else Florida regulators ask for.
Yes for Florida. Abyde is the self-serve version of Compliancy Group's coached program — same federal HIPAA scope, less hand-holding, lower price.
Same gap as Compliancy Group: no Florida medical-board layer, no AHCA, no GFE workflow, no controlled-substance handling for TRT clinics. ProofOps fills that in.
Yes for everything outside waste. Steri-Safe is bundled with Stericycle's pickup service and covers the OSHA + biohazard-waste corner: BBP training, exposure-control plan templates, sharps log, the "No Fine. No Fail." backstop.
It does not cover supervisory contracts, AHCA HCC licensure, the Good Faith Exam workflow for prescription injectables, MD board certification, malpractice tracking, FL DOH correspondence, or the Florida Board of Medicine inquiry process.
Steri-Safe and ProofOps coexist nicely. We pull your Stericycle pickup manifests into the binder for you; you keep the Steri-Safe portal for your waste compliance and hand us the rest.
Yes — totally complementary. Moxie is a med-spa practice-management system: scheduling, charting, billing, EMR-lite. It runs your day.
ProofOps proves you ran your day correctly when an inspector or attorney asks. Different category, no overlap. Most Florida med spas need one of each.
That's how everyone starts. The problem isn't where the docs live — it's whether anyone notices when something expires, and whether you can hand a regulator a clean response in 30 minutes when the clock is 20 days.
ProofOps is the spreadsheet that watches itself — we file the attachments, chase your vendors for what's missing, draft the follow-ups, and hand you a bound inspection pack. Same data, just no longer dependent on you remembering.
Talk to a Florida compliance strategist. We'll walk your current setup, identify exactly which other tools fit alongside ProofOps, and you walk away with a written readiness summary — whether or not you sign with us.
Not ready to talk? Take the free Florida audit first.
