Pabau Scribe vs Heidi AI: Which is best for your med spa?

Deciding between Pabau Scribe vs Heidi AI comes down to how much of your med spa admin the assistant should touch.

Pabau Scribe, our AI scribe inside practice management software Pabau, is the stronger pick for a practice already on the platform. It writes treatment notes, checks prescriptions, drafts patient letters and answers reviews inside the record you already keep.

Heidi AI wins in one situation. A practice on another system that only needs consultations transcribed gets that job done well, without paying for a platform it will not use.

The sections below compare what each assistant covers, what each one costs, and how both behave across a working med spa day.

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Key takeaways

Pabau Scribe is built into Pabau, so notes, prescriptions and letters land straight in the patient record.

Heidi AI is a standalone ambient scribe that transcribes consultations well but stops at documentation.

Pabau Scribe runs on pay-as-you-go credits, and the Care Plus add-on covers unlimited use.

Heidi AI publishes no prices for its paid plans, so a figure means a trial signup or a sales call.

Heidi AI only writes into an EHR from its Teams plan up, which adds cost and setup for a small med spa.

What is Pabau Scribe?

Pabau Scribe is an AI medical scribe built into Pabau’s practice management software, writing treatment notes straight into the patient record it already holds.

Pabau Scribe works as an ambient scribe, listening while the consultation happens. There is no second tool to log into, and no dictation session to start once the patient has left.

Because the scribe already sits beside the calendar and the patient record, no EHR integration has to be built, bought or maintained. Each agent takes one of the repetitive jobs that pile up across a treatment day:

• Writing treatment notes
• Checking for prescription risks
• Generating patient letters
• Crafting service descriptions
• Responding to reviews

Prefer a quick visual overview? Meet the Pabau Scribe agents in action. 👇

Every agent draws on live patient data held in your system, so the output matches what the record already says. Keep the patient card current and the note will reflect it.

When something needs fixing, one support team owns it. Nobody has to chase a third-party vendor while a treatment day carries on around them.

Key features

Each Pabau Scribe agent is built for a specific task. Here is how they support your day:

• AI care agent (AI scribe): Transcribes voice input and structures it as a SOAP note on the patient card, ready right after the consultation.
• AI drug agent: Reviews patient history, current medications and conditions to flag allergies and contraindications before you prescribe.
• AI letter agent: Creates personalized patient letters, follow-ups and treatment summaries from current patient data.
• AI content tool: Writes clear, benefit-focused service and product descriptions in your brand voice.
• AI review responder: Drafts professional replies to patient reviews based on tone and context, and you can edit before posting.
• Linda AI: Handles phone calls and WhatsApp messages, answers routine patient questions and books appointments. It updates your Pabau calendar in real time, around the clock, in more than 30 languages.
• AI patient summary (coming soon): Condenses key patient information into a short overview so consultations start better informed.

On the move? With Pabau GO, our iOS app, you can dictate notes and open records straight from an iPhone or iPad.

What is Heidi AI?

Heidi AI is a standalone ambient scribe that transcribes a consultation in real time and drafts a structured clinical note for review.

As an ambient AI scribe, Heidi listens through the appointment and builds the note from what was said. That saves a lot of typing in a busy practice.

Heidi Health AI is pitched at every kind of clinician, from primary care to hospital specialties, rather than at aesthetics. Heidi handles documentation well and leaves the rest of the med spa workflow alone.

You will not find service description writing, prescription checks or review response tools, because those sit outside its core offering.

For practices that value team-based documentation and want a fast way to capture consults, Heidi still earns its place.

Key features

Heidi AI offers a tight set of documentation tools:

• Real-time transcription: Captures spoken consultations instantly and converts them into readable text.
• Structured note generation: Builds clinical notes using templates such as SOAP, HOPC or narrative styles.
• Automated document creation: Produces referral letters, patient summaries and billing details from voice commands.
• Collaboration features: Lets several users work on shared sessions, with team templates and EHR integration on the higher plans.
• Multilingual support: Documents in several languages, which helps teams serving diverse patient groups.

Pabau Scribe vs Heidi AI: Feature comparison

Pabau Scribe and Heidi AI both draft a structured note from a consultation, and only Pabau Scribe covers the prescriptions, letters and replies around it.

We mapped nine med spa documentation jobs against both tools.

The table below covers setup, support and security, which is where the Heidi medical scribe and Pabau Scribe separate again.

Cost comparison: credits versus a subscription

Pabau Scribe is charged in pay-as-you-go credits, while Heidi AI sells tiered subscriptions and publishes no price for any paid plan.

The charge follows the tasks you run, not the number of seats you bought.

Every AI task has a fixed credit cost. Run the same feature twice inside one treatment note and each run is charged separately.

• 5 credits for treatment notes, prescriptions, patient letters, service descriptions, Ask AI prompts, or any use of dictation and transcription
• 2 credits for generating review responses
• 1 credit for AI patient summaries (coming soon)

Linda AI sits outside that system. It runs on its own subscription rather than on credits.

💡 Prefer not to watch a credit balance? Care Plus, our additional patient care add-on, includes unlimited Pabau Scribe use and is available today.

The Heidi AI medical scribe takes the subscription route instead. You pick a plan and get features according to the tier you sit on.

Heidi rebranded its plans in 2026 and no longer publishes a price for any paid tier. Its US pricing page routes you to a 14-day trial or to its sales team. Treat the tiers below as a feature ladder:

• Free: $0 forever. Unlimited transcription, standard templates and task management, with limited access to advanced templates.
• Clinician: No published price. Adds custom templates, document and session sharing, coding and session status, and opens with a 14-day trial.
• Teams: No published price. Adds team template sharing, team management controls, centralized billing, priority support and EHR integration.
• Enterprise: Custom pricing. Adds single sign-on, dedicated customer success, and custom terms and hosting.

That model suits a general practice that wants one job done and can absorb a per-seat fee. For a med spa watching cost per treatment, Pabau Scribe leaves more control in your hands.

Why AI assistants matter in med spas

Med spas run on precision and speed. Appointments sit back to back, care has to feel personal, and admin stacks up before the first coffee.

AI assistants take the repetitive work off the team, keep records in order, and leave more of the day for treatment.

If AI in a med spa still feels like a maybe-later, the market disagrees. A recent report found that 73% of healthcare decision-makers expect it to be essential within five years.

Reduce manual data entry

Every minute spent retyping notes or hunting for a record is a minute away from the patient in front of you.

According to Mayo Clinic Proceedings: Digital Health, AI tools can cut documentation time by up to 70%.

That hour buys extra bookings, follow-up calls, or a finish time that matches the one on the schedule.

Support documentation and compliance

An injectable treatment leaves four records behind, not one. A general clinical note covers only the last of them:

• The signed consent form for that specific treatment
• The batch and lot number of the product injected
• Before-and-after photos taken at the visit
• The practitioner’s notes on product, dose and injection sites

Those four belong on one patient timeline. Kept in four places, they turn a complaint 12 months later into an afternoon of searching.

A general ambient scribe writes the note and stops there, so the consent form and the photos stay wherever your team put them. Pabau Scribe writes into the record that already holds both, alongside the stock movement for the vial.

Structured notes written as the visit happens also mean fewer corrections when an audit lands. Pabau Scribe follows HIPAA compliance, and the record behind it is GDPR registered and hosted on ISO 27001-certified infrastructure.

There is a medicolegal argument for it too. A recorded consultation with an AI summary lets you show a complaining patient what was discussed, months later.

The biggest challenge for clinicians is obviously note-taking. The consultation is where you gain all the information.

Dr Harry Singh, founder and CEO of the Botulinum Toxin Club

Help personalize patient experiences

What separates a decent visit from one that feels personal is having the right details at the right moment.

AI assistants pull up treatment history, preferences and key notes instantly, so your team can look at the patient instead of the paperwork. Those details are what move a visit from routine to individualized care.

Improve efficiency without sacrificing care quality

Efficiency in a med spa should never cost you care quality. Precision treatments and patients who expect results leave no room for shortcuts.

AI assistants speed up the right part of the workflow, which is the admin that clutters the day and pulls focus. With less drag on the team, consistency holds even when the schedule is full.

Which AI tool is better for your med spa?

Pabau Scribe is the better pick for a med spa, and Heidi AI only wins when transcription is the single job you need done.

Which one fits depends on the system you already run and the work you want covered.

If you are on Pabau, or heading there, Pabau Scribe is the clear choice. Pabau Scribe is already wired to your EHR, treatment history, prescribing and letters, so no tier unlocks a core feature.

You can pay as you go or move to Care Plus for unlimited use. Either way the cost tracks how much you use it, not how many seats you bought.

The Heidi AI scribe works well in general healthcare settings where note customization and shared documentation come first. In a med spa Heidi will feel like a workaround, because the aesthetic features and the built-in record are not there.

Still shortlisting platforms rather than scribes? You can compare med spa software head to head, and our guide to Pabau competitors and alternatives covers the wider field.

The same weigh-your-workflow logic drives matchups in other sectors, such as Cliniko vs Power Diary in allied health.

Still on the fence? Watch how Dr. Zainab Al Mukhtar, owner of Harrow on the Hill clinic, reacted when Pabau Scribe turned a recorded consultation into clean, structured notes. ⬇️

View this reel on Instagram

Looking for a Heidi alternative for your med spa?

Pabau Scribe is the strongest Heidi alternative for a med spa, covering prescriptions, letters, service copy and review replies inside the patient record.

Most tools marketed as a Heidi alternative are other standalone scribes. Swapping one for another moves the same narrow job to a new vendor and leaves the rest of the documentation day where it was.

Three questions separate a scribe built for aesthetics from one built for a primary care practice:

• Does the finished note land in the record that already holds the consent form, the photos and the batch number?
• Can the tool read the prescription and the treatment history, or only the audio from the room?
• Is the price attached to the notes you write, or to a seat that gets billed either way?

In the med spas we onboard, the consultation note is rarely the slowest part of the day. The follow-up letter, the prescription check and the review reply are what push a team past closing time.

An alternative that answers only the first question fixes a quarter of that. For a practice staying on its current system and needing transcription alone, Heidi AI remains a fine choice.

How Pabau Scribe covers a med spa documentation day

In most med spas the note gets written twice. The practitioner scribbles during the consultation, then retypes it into the record between patients. The letter, the prescription check and the review reply each wait on a separate tool.

Pabau Scribe collapses that into one pass. Take a lip filler consultation on a Tuesday afternoon, documented as it happens:

1. The practitioner records the consultation on an iPhone through Pabau GO.
2. The care agent returns a SOAP note on the patient card, with the risks and expectations discussed in the room already written up.
3. The drug agent reads that note against the patient’s history and flags an interaction before the product is drawn up.
4. The practitioner logs the product, the dose and the batch number against the same visit, next to the signed consent and the before photos.
5. The letter agent drafts the aftercare follow-up from the filed note, ready to send before the next patient arrives.
6. Two weeks later, the review responder drafts a reply to that patient’s public review from the same record.

Because the agents read the record rather than a copy of it, no one re-keys the note and the versions cannot drift apart. The practitioner reviews and approves, and the day moves on.

Write the note once and move on to the next patient

Pabau Scribe turns each recorded consultation into a structured treatment note on the patient card. It checks the prescription against that history and drafts the follow-up letter. Your team reviews and approves instead of retyping.

Book a demo

Conclusion

Heidi AI and Pabau Scribe are answering different questions. Heidi answers how to stop typing notes. Pabau Scribe answers how to stop the documentation work that surrounds the note.

If transcription is genuinely the only thing slowing your team down, Heidi will fix it, and a second vendor is the price you pay. If prescriptions, letters, service copy and reviews are eating the same hours, a bolt-on scribe leaves most of that untouched.

The trade-off worth remembering is where the note lands. A scribe that writes into the record you already keep costs nothing extra to integrate. One that does not will keep asking your team to move data by hand.

Book a demo to see how Pabau Scribe handles a full med spa consultation, from the recording to the filed note.

Continue your research

Weighing Pabau against another aesthetics platform? Pabau vs Aesthetic Record compares the two on charting, booking and payments for med spas.

Outgrowing Mindbody? Best Mindbody alternatives for med spas ranks the platforms that handle clinical records as well as scheduling.

Comparing two aesthetics-first systems? Aesthetic Record vs GlossGenius breaks down where each one fits a treatment-led practice.

Looking past AestheticsPro? AestheticsPro alternatives covers the options for practices that need deeper clinical workflows.

Running an allied health practice instead? Cliniko vs Power Diary compares two of the most common small-practice systems.

Frequently asked questions