Forty-plus tools, organized around eight categories of pain. Each one already in production at Demo Aesthetics. Each one built around what Florida regulators actually ask for — not a multi-state checklist that mostly doesn’t apply to you.
Forty-plus tools, organized around eight categories of pain. Each one already in production at Demo Aesthetics. Each one built around what Florida regulators actually ask for — not a multi-state checklist that mostly doesn't apply to you.
Most Florida clinics fail inspections not because the work wasn't done, but because the paper proving the work isn't where the inspector is standing. This group fixes that.
One searchable home for licenses, manifests, training records, BAAs, and invoices. Filter by category, status (valid / expiring / expired), or full-text search.
→ Hand the inspector one folder, not a binder hunt.
Drop a PDF, photo, or scan. It lands in the right folder — MD agreement, Stericycle manifest, RN license — with vendor, expiry, and license number captured. No taxonomy training, no manual tagging.
→ A 5-second upload replaces 5 minutes of filing.
Snap a paper certificate, signed checklist, or vendor invoice from your phone — it lands in the binder classified, dated, and tagged within seconds.
→ Capture the proof the moment it exists, not days later.
Twice-daily scan of every license, certificate, policy, and contract. Alerts at 60, 30, and 7 days before expiry — by SMS, email, and in-app.
→ Never get caught with a lapsed RN license mid-treatment.
Every upload, replacement, and edit is timestamped with the user who did it. Inspectors and underwriters increasingly ask for chain-of-custody on critical documents.
→ Defensible record if the binder ever gets challenged.
On Multi-Location, our team classifies your first 100 historical documents inside the 30-day onboarding window so day-one readiness reflects reality, not a blank slate.
→ Existing clinics start at "audit-ready," not "still loading."
Not generic "compliance software." Each tool maps to a specific Florida statute or AHCA rule that regularly produces deficiencies, fines, and license actions in 2025–2026.
Executed supervisory contract, signed 25-mile attestation, MD's board certification, and the roster of every supervisee — all tracked, all current, expiry-watched.
→ Closes one of the most commonly cited deficiencies in Florida med-spa enforcement.
Track Health Care Clinic license, biennial renewal dates, exemption letters, change-of-ownership filings, and any DOH correspondence in one timeline.
→ Operating without one when required is a felony — we make sure you can prove either.
Text or type "Botox Maria Lopez today, Dr. Patel, in person" — a quick stub that's promoted to a full GFE record (full legal name + DOB or MRN, service, date, provider, method) before sign-off. FL Board of Medicine Rule 64B8-9.009 + § 458.331(1)(t) require unambiguous patient identification; § 456.47 governs telehealth GFEs.
→ Defensible GFE on file before every prescription injection.
For clinics that handle actual DEA-scheduled drugs (testosterone for TRT, ketamine, anabolic steroids): patient full legal name + DOB, lot number, quantity, prescriber DEA # — the format DOH and DEA inspectors actually ask for under FL § 893.07 / 21 CFR 1304.04. Botulinum toxin and fillers don't trigger this log (they're prescription-only, not controlled).
→ Production-ready under § 893.07 audit at any time.
Sharps logs, Stericycle / MedPro pickup manifests, sterilization spore-test records, and the written exposure-control plan. Three-year retention window enforced automatically.
→ OSHA + Florida 64E-16 covered without a separate spreadsheet.
BAA tracking, signed Notice of Privacy Practices, breach log, and access controls. We sign your BAA before any PHI lands in the system.
→ 45 CFR 164 documentation expectations met without a HIPAA consultant on retainer.
License lapses are the most preventable Florida med-spa violation, and the most-cited. This group makes them functionally impossible.
Every clinical staff member — RN, ARNP, PA, MA, esthetician, MD — with role, supervising provider, license number, and onboarding completion status.
→ One source of truth on who can do what under whose license.
RN, ARNP, MD, PA, BLS, BBP training, NPI confirmations — every credential watched on a 60/30/7-day cadence with the alert routed to both the staff member and the owner.
→ License lapses become a near-zero failure mode.
OSHA 1910.1030 requires annual bloodborne-pathogen training for every staff member with potential exposure. We track who's signed off and who hasn't.
→ Sign-off sheet ready for any OSHA walkthrough.
Agreement, license, DEA registration, board certification, malpractice policy, BLS — all in the MD's profile, all current, all expiry-watched. Exposes the "paper MD" risk before AHCA does.
→ MD relationship is provably real, not a name on a website.
Every reminder, training prompt, and incident-intake form is generated in English or Spanish based on each staff member's chosen locale. Critical for Miami-Dade, Broward, Hillsborough, Orange clinics.
→ Staff acknowledgments arrive in the language they actually read.
§ 458.348 caps a supervising MD at four mid-level supervisees. We track count across locations and warn before you cross the line.
→ Avoid the structural violation that's almost invisible from the inside.
AHCA and the Board both ask: where did the Botox come from, and can you prove the supplier is licensed? These tools answer both — automatically.
A dedicated inbox at the email address you pick — proof@,
docs@, compliance@, anything that
fits your clinic. Every vendor invoice, manifest, and license auto-files with date, vendor, and license
number extracted.
→ Receipts auto-file themselves. Your front desk stops being a paper-shuffler.
Pickup three days late? The agent drafts a polite follow-up, escalates the tone after two weeks, and parses the reply when it lands so the manifest files itself.
→ Stop chasing paperwork that should be arriving on its own.
Every product (Botox, Dysport, fillers, IV compounds) matched to its supplier invoice, lot record, and the supplier's 503A or 503B pharmacy license.
→ Defensible chain of custody for every vial that touches a patient.
Match injection records to invoice lot numbers so a regulator's "show me where this lot came from" question gets a one-click answer.
→ Counterfeit-Botox investigations are real — be ready to clear yourself in minutes.
Active 503A/503B compounding pharmacy licenses, FDA establishment registrations, and Stericycle/MedPro permits — all kept current per vendor.
→ Prove every supplier is a legitimate, licensed source.
Safety Data Sheets and prescribing information centrally indexed so OSHA's "show me the SDS for this product" gets a 5-second response.
→ OSHA hazard-communication compliance, no binder required.
Adverse events, complaints, and investigations don't wait. These tools turn a 20-day Florida response clock into a 20-minute exercise.
Structured intake for every adverse event, complaint, or unexpected outcome — with the format your malpractice carrier and the Florida Board of Medicine actually expect.
→ Document the bad day so it doesn't get worse.
One tap when something goes wrong: snapshot the binder state, lock the relevant evidence, alert the MD and your designated attorney, generate the cover memo.
→ A coordinated response in minutes, not hours of "what do we do now."
When DOH opens an inquiry, the response pack is pre-built: supervisory contract, GFE for the patient, staff training records, sharps log entries for the date, policy bundle.
→ Your attorney drafts the cover letter. ProofOps supplies the exhibits.
Mock-inspect your binder before AHCA, the Board, or OSHA does. Pick a scenario; we run the same checks an inspector would and hand you a punch list ranked by severity.
→ Find the gap on a Tuesday, not on inspection day.
A single 0–100 score weighted across MD, staff, OSHA, sterilization, product source, insurance, HIPAA, and AHCA. Click any category to see what's missing and the fastest fix.
→ The owner knows where they stand without reading 13 reports.
Every gap surfaced as a one-click fix: severity badge, statute citation, "why it matters," and a Fix button that deep-links to the upload form pre-tagged for the right category.
→ Improvement is a checklist, not a project.
The same evidence that satisfies AHCA also unlocks better malpractice rates. These tools generate both deliverables from the same source of truth.
Bookmarked by section: supervisory contract, AHCA license, staff credentials, training, GFE samples, sharps logs, vendor manifests, policies. Date-stamped, downloadable.
→ Hand AHCA one PDF instead of a bankers' box.
Pre-built bundles for the four scenarios that actually happen: AHCA HCC inspection, Board of Medicine inquiry, DEA controlled-substance audit (when applicable), patient-attorney records request.
→ The right exhibits, in the right order, for the right scenario.
Everything a malpractice or general-liability underwriter asks for at renewal: claims history, credential matrix, training log, policy bundle, incident summary.
→ Documented clinics get better rates. We make the documentation effortless.
Monthly score history with category-level trend lines so you can prove improvement to your MD, board, or insurer.
→ A defensible record of "we got better, here's the data."
One email, the first of every month: where readiness moved, what expired, what's coming due, and the agents' open recommendations. The 2-minute owner read.
→ Owner stays in command without living in the dashboard.
Generated in advance of every supervisory chart review: incident summary, GFE compliance rate, credential status across supervisees.
→ Your MD does a real review in 30 minutes instead of declining to do one at all.
These are the recurring documentation jobs that consume 30–60 hours a month at a typical esthetic / wellness clinic — and meaningfully more at multi-vertical operations. ProofOps handles them so your team doesn't. Every action is timestamped to the audit trail — owners can see exactly what was done, when, and by whom (or by which workflow). The whole stack runs for less than half the cost of a part-time admin.
The owner's chat agent. "Log a GFE for JD, Botox, in person." It does it. Works in EN/ES.
Reads every uploaded PDF/photo and tags it with category, vendor, license number, expiry.
Drafts polite follow-up emails when a manifest, invoice, or training cert is overdue.
Twice-daily scan of every dated document, fires 60/30/7-day reminders to the right person.
Parses an SMS or chat stub into a structured GFE record. The stub can be a short reference; the structured record requires the patient's full legal name + DOB or MRN before MD sign-off — Florida Board of Medicine inquiries reject initials-only logs.
Bundles the right documents for AHCA, Board, DEA, or attorney scenarios into one PDF.
Computes the live 0–100 score across nine categories and surfaces the path to 100%.
Mock-inspects the binder under realistic scenarios and ranks the punch list by severity.
Structures adverse-event reports in the format malpractice carriers and the Board expect.
Florida-specific questions, with citations. Informational — never replaces your healthcare attorney.
Watches the 25-mile rule, the four-supervisee cap, and contract currency for § 458.348.
Assembles the malpractice-renewal exhibit set 60 days before your policy renews.
Writes the monthly state-of-the-clinic email and the daily 2-minute morning brief.
Every action lands in the audit trail with timestamp, input, output. Owners can review and export. The work is done; the proof that it was done is on file.
Multi-location owners, bilingual teams, mobile-first capture, and a founder-controlled super-admin so the platform fits every operating shape we've seen.
Each location gets its own readiness score, AHCA filing, evidence binder, and staff matrix — with a roll-up dashboard for owners running 2–10 sites.
→ One owner can run a small chain without a corporate compliance team.
Owner, medical director, manager, staff, auditor — each with the right level of access. MDs see their supervisees and review queues; managers see the binder; staff see only their own profile.
→ Right info to the right person. No "everyone is admin" mess.
Full Spanish UI, agent prompts, alerts, training acknowledgments, and incident intake. Each user picks their locale; the platform follows them across pages.
→ Spanish-first staff don't get pushed through English-only friction.
Owners and staff can upload, log a GFE, acknowledge training, and review the readiness gauge from their phone. Same data, smaller screen.
→ Capture proof in the moment, not when you get back to a desk.
Per-user channel preferences (email, SMS, in-app) per category (expiry, vendor chase, GFE pending, incident, drill complete). Owners decide what's worth a 2 a.m. text.
→ Loud signal when it matters, silence when it doesn't.
Every upload, edit, agent action, and access event is logged. Owners can review and export their own audit log; founders see the same data per clinic in the super-admin view.
→ A defensible record of who did what and when.
48-hour written audit. No card. We point at exactly where you're exposed.
