1. Introduction 3
The Evolution of EMR Software
What is Aesthetic Record?
List of features of Aesthetic Record
Accessing Aesthetic Record: The Cloud
3. The AR Dashboard 7
The Evolution of EMR Software
What is Aesthetic Record?
List of features of Aesthetic Record
Accessing Aesthetic Record: The Cloud
4. AR Alert Notifications 8
6. Creating Appointments 27
Smart Booking
Calendar Appointment
View/Edit/Cancel Created Appointments
Reschedule an Appointment
Searching for an Appointment
Reading and Filtering your Clinic Calendar
Marking an appointment as a "No Show"
Using the "Today" button
Check-In a Client/Customer/Patient
Adding/Editing Appointment Notes
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7. Notification Settings and Client Booking Links 35
Managing Clinic Booking Links
Viewing/Editing the Cancellation Policy
Viewing/Editing Special Instructions for a Clinic
Viewing/Editing E-mail and SMS notifications
8. Patient Management 38
The Patient Management
Use of Filtering in the Patient Directory
Duplicate Patient Records
Searching for a Patient
Exporting Patient Lists
Bulk Importing Patient Data
Creating a new Patient
Viewing/Editing Patient Profiles
Deleting a Patient Profile
Firing a Patient/Client
Exporting the patient's information
9. Procedure Management 46
The Cosmetic Timeline (Viewing/Managing Procedures)
View/Edit Procedure Pictures
View/Edit/Delete Procedure Notes
View/Edit/Delete a Patient’s Procedure Treatment Summary
View/Add/Edit/Delete Traceability Info for a Procedure
Customer Notes – Add/Edit/Delete
Exporting Procedure Information
Viewing Past & Upcoming Appointments/Procedures
View/Add/Edit a Client’s Medical History
Add/See Patient Documents
Creating a New Patient Procedure
Adding Questionnaires to a Procedure
Adding a Consent Form to a Procedure
Editing a Patient Procedure
Deleting a Procedure
11. Reporting 66
2
1. Introduction
The Evolution of EMR Software
3
access your business from anywhere (even a hotel computer).
If you want to be even more mobile, we recommend downloading the Aesthetic
Record app for your iPad or iPhone -- these devices are also the best choice for taking
medical photographs during procedures.
To do this, simply go to Aestheticrecord.com and then either click the button that says,
‘Try for Free’ or ‘CLICK HERE TO SIGN UP FOR A 30 DAY FREE TRIAL’.
Now it’s time to decide which plan is right for you.
A device only counts when it is logged in - so this means that you could be using our “Solo
Plan” which includes only 1 User and 1 device to log in from your computer, then switch
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to your iPad, and finally to your phone -- as long as you are not on more than one at a
time.
Don’t worry if you aren’t sure about choosing a plan right away because you
can always upgrade or downgrade as you like. We want to stay with you as your business
grows so our plans are month to month with no contract obligations or hidden fees.
Fill in your details and Hit ‘Start Free Trial’ to begin. You will receive the message “Thank
you for signing up with AR”.
Make sure to check your email for our “Welcome Email” so we can confirm your
information is correct and if you have an iPad or iPhone, download our app with the link
provided.
3. The AR Dashboard
The dashboard is your command center. It will provide you a quick and easy view of what
is going on in your business in real time.
The KPI’s or Key Performance Indicators can be edited to show you what is relevant to
your business’s health and they will be populated automatically as you use Aesthetic
Record.
You will notice when staring that your dashboard is blank but let’s go through the default
view, so you can see what the software is ready to track right out of the box.
If you have multiple clinics, this dashboard is able to show you metrics for your business
as a whole or by individual clinic by selecting from the dropdown menu.
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Our dashboard will display a report of your business for the month you are currently in,
but you can set it to show you any period you choose by selecting it from the dropdown
menu of dates.
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A simple look at the Dashboard, and you will have a great snapshot of the business
progress for your clinic(s).
4. AR Alert Notifications
Aesthetic Record is great at keeping track of important details, so you can focus on
your clients.
From time to time Aesthetic Record will post notifications for you as quick reminders
of matters that need to be taken care of. These notifications are customizable to what
is important to you - and they will appear on the top right of your screen under the
“bell” icon.
If you click on the bell you will see all the notifications that are currently unread. You
can click on each notification individually to dismiss it or we can click the “Mark all as
read” button to dismiss multiple notifications that come up at once.
You can always see all your notifications even after you have marked them as read by
clicking on the “See ALL” button. This will take you to your notifications dashboard which
will list all past notifications in chronological order with the most recent at the top.
With each notification we can see the notification type, a description, and the original
date of the notification.
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We think this system works a lot better than putting sticky notes all over your office -
hopefully you do too.
Logging Out
To log-out from the current session, click the logout button on the top-right
corner.
To create a Clinic:
1. Go to SETTINGS. (Click the gear icon on the top right of your screen)
2. Navigate to the Clinics tab on the “Settings” ribbon.
3. Click CREATE CLINIC.
4. Fill in all the required fields.
5. Click SAVE.
You do not have to fill every field on this page, only fields with a red asterisk are required
because they include important information Aesthetic Record needs to know including
your clinic name, address, state, and country.
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Setting a Clinic Tax Percentage -- Use the “Tax percentage” field - in case you want to add
an added percentage tax on sales for a clinic location.
Setting a clinic Time Zone --Make sure to set up your clinic Time Zone so that your calendar
and scheduling always match.
If you have multiple locations, you can add all your clinics the same way --
simply click “create clinic” and fill in the clinic’s information.
Editing/Deleting a Clinic
While Editing Clinics -- You do not have to fill every field on this page, only fields with a
red asterisk are required because they include important information Aesthetic Record
needs to know including your clinic name, address, state, and country.
Setting a clinic Tax Percentage -- Use the “Tax percentage” field - in case you want to add
an added percentage tax on sales for a clinic location.
Setting up Users
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3. Now, navigate to Users tab on the navigation ribbon.
4. Click on CREATE USER in the right.
5. In the Create User form, fill in the details and hit SAVE.
6. You can create different users, by selecting different roles in Select Role field
in the Create User form
Select a User “Role”- The first dropdown will ask you to “Select a Role” for this
user. A user role defines what privileges a user has. By default, there are 4
types of user roles that can be assigned which include Admin/ Medical
Director/ Provider and Front Desk. The administrator will have access to
everything in Aesthetic Record while the Front Desk will have the least access
and will not be able to change certain things such as patient charts. See “User
Roles” to get more details. Pick whatever seems appropriate as this can always
be changed.
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Selecting Clinic(s)- Select a clinic or clinics that this user will have access to. As
an example, if your front desk person manages both a Florida location and a
New York City location will click on each to add them both.
Setting a User’s Contact Info - Add y our users First Name, Last Name, and the
email which they will use to log into Aesthetic Record. This will also be the
email they get notifications from AR with. Fill in the contact numbers for your
user as this will be the numbers they receive SMS text alerts and notifications
from Aesthetic Record while they are on the go. You can put as many as 4
contact numbers.
Setting a User Password: As an administrator you can set a password for your
user.
Setting a Passcode: A passcode can be generated here also so that the user
can log in and out of devices like iPad or iPhone quickly throughout their day
without leaving your data unprotected.
Uploading a User Picture: You can upload a picture of the user here (though it
is optional) by clicking the “upload button” and finding the picture on our
computer.
Work as a Provider Toggle - Click this “on” if you want this user to be able to
create and edit patient records like new procedures, photographs, and
medical information. If you do choose your user to work as a provider, you
will see 2 more fields pop-up.
o “MD consent required” will check if this provider needs to have a consent
sign off from a Medical Director prior to fulfilling any procedure. Without
this signature, the user will be prohibited from entering them into the
system until a Medical Director checks the proposal along with the
patient’s medical chart.
o “Bio For Appointment Booking” - Write in what you want clients to see
about this provider when they are booking them online which can include
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their Display Name (if perhaps it is different than their given name or they
use a nickname), their title such as “Master Aesthetician” and a brief BIO
to let clients get to know them before booking their appointment.
Setting a user’s “Provider Goals” – This is a great way to encourage your providers
to really perform. Write in the number of procedures you want them to perform
a month or a week and/or a dollar amount in sales you would like them to reach.
Aesthetic Record will keep track at all times how close they are to meeting their
goals.
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Here we see the 4 default user roles that Aesthetic Record has:
Admin
Provider
Front Desk User
Medical Director
To see what each user role is or is not allowed to do (aka to manage their privileges)
simply click on the user role.
This page will show you all the actions that a user in Aesthetic Record is able to perform.
The Administrator Account by default will be able to do all these actions and thus you will
see a checkmark in on all the actions listed.
To add any privileges simply check the box next to the action you want to add. You can
also uncheck any action you don't want that role to have. Click “save” on the top right
corner to save your new settings
If you want to change only the privileges of a single user and not of a whole user
group:
Questionnaires
Aesthetic Record can create questionnaires and save your client’s answers in their patient
chart. You can also tie a questionnaire to a specific service type so that anytime a client
books that service, they will be provided with the questionnaire.
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Create a Questionnaire:
There are a variety of question types that you can add including yes/no, multiple selection
with text and multiple selection with image.
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2. Click SETTINGS (Click the gear icon on the top right of your screen)
3. Now, navigate to the “Questionnaires” tab on the navigation ribbon.
4. Click on the Questionnaire you would like to edit or delete to open it up.
5. Make necessary changes OR select Delete to erase questionnaire
6. Click “Save” when done editing OR confirm delete to erase questionnaire.
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Consent Forms
HIPAA guidelines require many procedures to have a Medical Director sign off before any
services are rendered. Aesthetic Record can create and safely store patient consents
along with patient signatures.
Each consent is comprised of just two parts, the consent name, and then the text that the
patient will be required to read before signing. The patient will be able to sign consents
on an iPad or iPhone or other devices that can take signatures as input.
If you need help uploading old consents or transcribing paper consents to digital feel free
to reach out to our team.
Pre-Treatment Instructions
Aesthetic Record can create and safely store pre-treatment instructions for any
procedure.
Each Pre-Treatment is made up of just two parts, the name, and then the text that the
patient will be required to read before their appointment (which will be sent to them via
email whenever they book a specific service)
To Create a Pre-Treatment Instruction
1. Go to Settings. (Click the gear icon on the top right of your screen)
2. Navigate to Pre-Treatment Instructions tab on the navigation ribbon.
3. Click Create Pre-Treatment Instruction.
4. Enter a Title and Description.
5. Click Save.
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To Edit or Delete a Pre-Treatment Instruction:
1. Go to Settings. (Click the gear icon on the top right of your screen)
2. Navigate to Pre-Treatment Instructions tab on the navigation ribbon.
3. Click on instruction that you want to edit.
4. Make desired changes to edit it or Click Delete.
5. Click Save once done with editing or Click Yes to confirm deleting
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3) Your current plan - which includes the number of users and devices as well as any
procedure number limits.
Note that we give substantial discounts to our clients that commit to a whole year of
service from the start.
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1. Go to Appointments from the navigation ribbon.
2. Navigate to the Provider Schedule tab.
3. Click on the User you want to set a schedule for.
4. Click the “Advanced Scheduling” button on the top right and then toggle
‘ON’ the:
“Day Schedule” – to set a single day’s schedule
“Week Schedule” button – to set a schedule that repeats every week
“Monthly Schedule” - to set a schedule that repeats every day of each
month
5. Save the schedule
Using “Advanced Scheduling” we can also alternate the location that a User works
at each week. On his schedule you will be able to see which location he/she will
be working in as each location is designated by a different color.
For edits that need switching more than one day it is recommended to remove all
the days to be changed and create them again.
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We click the “save” button on the bottom right and the schedule is successfully
stored.
For example, for a provider that takes a break from 2-3: Make one slot that
is open from 9am to 2pm and another from 3pm to 5pm.
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2. Navigate to Equipment Schedule tab.
3. Click on equipment name.
4. In case editing, update the required fields and click Save.
5. OR, Click Delete and then, click Yes to confirm the deletion.
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To Edit/Delete a Resource Schedule
1. Go to Appointments from the navigation ribbon.
2. Navigate to Resource Schedule.
3. Click on the resource you want to change/edit.
4. Edit name and Schedule and other required fields for the
Resource and click save OR
5. Click “Delete” to delete resource and then confirm deletion
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Setting up Services
To start setting up services for the first time you must first set up your service
categories.
A service Category can be anything that helps you organize your services. You
could have a single category or expand to hundreds as your business grows.
The “active” designation allows you to turn off any services under that category
all at once if needed.
Create a Service
1. Go to Appointments from the navigation ribbon.
2. Navigate to Services tab.
3. Click on any service category.
4. Click on CREATE SERVICE.
5. Enter the Service Name.
6. Choose Clinics where the service is available.
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7. Choose Device(s), if needed
(If the service is dependent on any devices so Aesthetic Record will make sure
these are free whenever anybody books this service)
8. Choose Book Online Toggle
(Defines whether clients will be able to find and book this service themselves
from your online booking page.)
9. Choose Questionnaires, if needed.
(This will link any questionnaires you have created to this service, so a client
will be presented it after they book and before the service starts)
10. Choose Providers who can perform this service.
(Our smart calendar will make sure at least one of these is available at the
location needed for patients whenever they book this service.)
11. Choose Resources, if needed.
(If the service is dependent on any devices so Aesthetic Record will make sure
these are free whenever anybody books this service.)
12. Choose “Can't book with” if needed.
(This lets you put in the name of any other service that should NOT be
performed at the same time (or on the same day) with the particular service.)
13. Choose Pre-Treatment Instructions, if needed.
(These will be sent out to the client via email anytime they book this service.)
14. Select Duration time of the service.
(This is the average duration of this service -- this will let your calendar know
how much time to block out anytime the service is booked -- make sure to
account for any break time needed before and after.
15. Type in a description for this service.
(This description will also be the one your clients see online when booking the
service so make sure to keep them in mind.)
16. Click Save.
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5. Edit Service page opens.
6. Edit the required data on Edit Service page and Click SAVE, in case you
are updating any service.
7. OR, Click DELETE button at the top-right side.
8. Confirm deletion of the service by selecting YES on the Confirmation
Required! Pop-up.
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7. Under the “Break Time” field put in a time duration needed before
the next service starts.
8. Keep adding services that are part of the package the same way.
(You can add as many as you like by clicking the “Add another
Service” button.)
9. Click save on the top right to save the package.
6. Creating Appointments
There are two ways to create appointments – through the “Smart Booking” option or by
using the calendar directly.
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12) Click “Confirm”
(This confirmation will also be sent to the client via the email address they gave
and as a text message reminder. You can change the wording of either if you
like also under the Appointment Settings page.)
With the quick and seamless process, we just completed, Aesthetic Record did
some sophisticated scheduling by cross referencing that all aspects including the
clinic, the provider, and any equipment or resources needed were available.
This is another way for your office to create appointments aside from Smart
Booking
1) Go to Appointments from the menu ribbon.
2) Click the Calendar tab to see your calendar.
3) Click “Create Appointment” on the top right.
4) Enter patient name, or select the patient in the drop-down
5) Select the appropriate Service.
6) Select the appropriate Provider.
7) Select convenient Day and Time.
8) Click Save Appointment.
9) You can notify the patient by selecting the proper choice in the Send
Notification window.
(You will once again here see our confirmation pop-up which will allow you to
send a confirmation to your client via Email, SMS, both or neither. You can also
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edit the default message in the box provided or add in any notes for this
particular client.)
To view/edit/cancel or an appointment:
1) Go to Appointments from the menu ribbon.
2) Click the Calendar tab
3) Choose the required appointment from calendar and click on that
appointment.
4) To cancel the appointment, click “Cancel” OR click “Edit” to edit.
5) Confirm the Cancellation or Edits when done.
Whenever your office edits or cancels an appointment they will see a pop up
which allows them to notify the client of the change or cancellation, they can do
so via Email, Text Message, or Both - just as when they booked the original
appointment. You can also choose to not send any notification.
The default E-mail message notification and SMS notification wording can be
changed in the Appointments Menu under settings -- you can also choose to do
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a one-time edit here for this client by writing in any changes on the space
provided.
Reschedule an Appointment
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3. Choose clinic from the list.
4. Similarly, Choose provider.
5. And then choose the service.
6. Select required date and time in the calendar.
7. Click on the required appointment from the displayed page.
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Reading and Filtering your Clinic Calendar
To view and manage your clinic Calendar make sure you have navigated to your
“Appointments” menu and then click the tab that says “Calendar” on the
navigation ribbon.
If you have multiple clinics, Aesthetic Record will show you whichever is your
default clinic but you can sort through all of your clinics in different locations by
selecting it from the “Filter by Clinic” dropdown.
Once inside a clinic Aesthetic Record will show you all the appointments for the
week or day you. If there is more than one provider, each will have his/her own
color.
You can also filter by provider and only show one provider or a couple at a time.
This makes it easy to see any individual’s weekly or daily schedule.
Lastly you can also filter by service - this is useful if you want to see which
appointments are for one particular service or a group of services -- if you see
many appointments filling up your schedule for a particular service - it may be a
good idea to expand that offering
The appointment will get cleared from the calendar and the client's profile will
be noted with this information. You may choose to either charge a “no show
fee” or fire a client after a couple of no shows.
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Using the “Today” button
When in your clinic’s calendar, you can click the “Today” button at the top of the
page to quickly bring the calendar to today’s date.
The calendar will always show you your day or week’s schedule starting from the
time of your first appointment for that or those dates.
On the upper left corner, you can also choose any day or week on the navigation
calendar to quickly bring your schedule to those desired dates.
Check-In a Client/Customer/Patient
You can mark a client as “checked in” on the date of their appointment.
To do so:
1. Go to Appointments.
2. Choose the required appointment from the calendar for today.
3. Click on that appointment.
4. Click Patient Check In.
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5. The patient gets checked in (and will not be charged any fee if set).
When you click the “check in” button the client’s chart will be updated that they
showed up to their appointment. In case you have no show fees, these will be
marked as waved.
A pop up will come up as well asking for a Room# or description. Fill this in to
keep track of where in your clinic the patient will be treated. This can also be a
chair number or whatever location type you choose.
If the customer asks for anything at check in - you can note it on their chart and
tie it too this appointment - by typing in the field “ADD Customer Note”
Finally, if you click the “Send this note to provider” option -- both the room
information and any customer notes will be sent to the provider via SMS text
message.
Make sure you have your provider’s number on file to use this when creating
users. The provider will now get a notification their client is here and waiting for
them in the designated room.
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Adding/Editing Appointment Notes
The Appointment Booking URLs page will show you your clinic’s internet links.
This lists the web addresses your clients will use to book any appointments with
your clinics.
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2) Click the tab that says “Settings” on the navigation ribbon.
Note that there is a link for all clinics which - first will ask the client to select a
clinic.
But there are also individual clinic web addresses if you want clients to bypass
this and select the clinic for them.
You can also email these links to your clients. Your clients will hopefully never
have to type in a web address themselves but if you find them too long just use
a web address shortener to make these web addresses easy to type - there is
plenty of free services available for this online.
To see the Patient Portal - click on the patient portal link. This is the web address
that your clients who have registered with your clinic can see their information
like past appointments and medical charts if you allow it. They can also book
appointments or contact your clinic directly --more on the patient portal later.
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Viewing/Editing E-mail and SMS Notifications
To view and edit your clinic’s special instructions:
1) Navigate to your “Appointments” menu
2) Click the tab that says “Settings” on the navigation ribbon.
3) Click “Appointment Email and SMS” notifications.
4) Scrolling down you will be able to edit the wording of any Emails or SMS
notifications by clicking the “edit” button underneath them.
5) You can also turn them on or off altogether by clicking the toggle on/off
button above each.
You will notice that the default text in each notification includes certain text in
double brackets such as “patient Name” -- these are called variables and when a
notification is sent out to an actual client these get replaced with the appropriate
information.
So, for example the Appointment Booking confirmation that reads on its first
line, “Hi {Patient Name}”, will actually say Hi Jerry -- if the client books under the
name Jerry.
The variables you can use are on the right and include everything from patient
name, provider name, appointment date and time, clinic name, clinic location,
and clinic instructions.
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A good way to test if these are working correctly if you edit them try making a
fake appointment for yourself and see what the notification reads.
If you need help setting these up or want to make sure they are correct, contact
our team anytime and we ‘ll be glad to help.
8. Patient Management
Let’s explore how Aesthetic Record helps us maintain these important relationships
which begins with the Patient Directory.
To access the patient directory, make sure you are logged into Aesthetic
record and click on the “Clients” menu at the top ribbon.
The patient Directory has a record of all the customers created. You can scroll
down the list and check upon any record required.
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Your Patients Directory includes a list of all your patients -- whether they are
lifelong customers or have only just scheduled their first appointment.
You can see the total of all your clients on the top left of this directory.
The directory itself will list the client’s Name, Email, Phone number, and the last
time they visited.
Feel free to choose a single or a combination of filters and Aesthetic Record will
show you a patient list that matches your criteria.
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If you run a filter, make sure to clear it on the top right when done to see all of
your patients once again.
The “Duplicate Suggestions” display on the top left of the Patient Directory will
warn you in case any two or more patient records look similar. To address this
just click on the display -- this will take you to the records in question.
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(The other record will be destroyed. You can always transfer any
information from one record to the true patient record by copying it
now before deleting it.)
5. Choose procedures that you want to remove, and then click Continue.
6. Choose a medical history that you want to keep, and then click
Continue.
7. Verify that information is correct and click Merge.
The list will be exported as we see it including the fields that are shown which
include name/ email/phone/and the last time they visited.
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Bulk Importing Patient Data
You can always import your existing Client’s/Customer’s data to AR. This way you
will not lose any client information you need to transfer, and you will not have to
manually add those records again.
If you do import patient data in this manner, make sure the first row (also called
the header) says what each column is and make sure to include at least a name,
email, and a phone number.
From the patient directory we can also create a new patient directly by clicking the
“create a patient” button on the top right.
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The Client Fields to be filled are as follows:
1) Start by filling in the client’s contact information that you have -- only fields
with the red asterisk are required.
2) “Select a referral source” is a great way to keep track of how your clients
are hearing about your business.
3) Likewise, you can put the name of a referring person.
4) The “status” field designates this customer as active or not active. Clients
who are not active or “fired” cannot book any appointments - whether on
their own online or by calling your office.
5) Patient portal - If you want your clients to have access to their information
by registering with your clinic give them access to their patient portal here.
6) Load a profile picture for this client by uploading the file from your
Computer.
7) Lastly - you can also fill in the patient’s address information.
To view a patient record, make sure to click on the “Clients” menu at the top
ribbon and after finding the patient in the directory - click on their name.
A User’s patient page will show us all the patient’s contact information as well as
give us a full cosmetic timeline of any procedures they have undergone -
complete with pictures!
On the left-hand side, we see the client’s important details for easy retrieval
including a picture, their email, phone number, birthday, address, the last time
they visited, and how much they have spent with you clinic as a lifetime client.
Under the “actions’ dropdown we can also “edit” any of our patients’
information. This will take us to client’s full customer profile -- we can make the
changes we need here and click save on the top right when we are finished.
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To update a patient’s profile, you would need to follow these simple steps:
1. Click Patients at the top navigation menu.
2. Click on the record of the required patient.
3. In the left menu click Actions and then select Edit from the drop-
down list.
4. Edit Patient form opens.
5. Edit the required fields.
6. Click on Save.
The delete choice under the Patient’s Profile will completely erase the client’s
profile and any procedure information along with it.
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Firing a Patient/Client
Below a client’s picture you will see a toggle that says “Fire This Client” which
will stop the client from being able to book any future appointments (Whether
on their own through client booking or through your office).
This is sometimes necessary for clients who keep getting marked as NO SHOWS,
or constantly cancel appointments.
To fire a client/patient/customer:
1. Click Clients at the top navigation menu.
2. Click on the record of the required patient.
3. In the left menu, enable the toggle 'Fire This Client' to disable this
particular client from booking online appointments on their own.
If you need to export any of your patient information you can always do so:
1) Click Clients at the top navigation menu.
2) Click on the record of the required patient.
3) In the left menu, under the “actions” dropdown click “Export”
The resulting pdf will include all the patient’s basic contact information and any
of the medical history they have filled out.
You can also export all the patient’s procedure information including any
questionnaires they have filled out and consents they have signed -- but this will
be done through the procedure export.
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9. Procedure Management
You can see any pictures that were taken as part of their procedures
inside the client’s Cosmetic Timeline. To maximize the picture simply
click it and zoom in as needed.
Aesthetic Record does not limit the number of photos taken per
procedure -- to view Jen’s other photos taken during this procedure we
can click the “More Photos” button.
You can see any procedure notes that were taken as part of a client’s
procedures inside the client’s Cosmetic Timeline. Here are any notes the
provider or front office took about the patient during the procedure.
The notes here will appear in chronological order and have the name of
who left the note on the left-hand side.
We can also add in a new procedure note at the top by simply typing it in
and hitting the save button.
If we need to, we can edit a note or delete it -- that is as long as our user
role is allowed to.
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View/Edit/Delete a Patient’s Procedure Treatment Summary
On the right-hand side, you can see the units used of each of the products
in the procedure.
This section will also let you know who the provider for this procedure
was.
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the box, we can see all consents signed for the treatment. A client’s
signature will be stored here for your records.
If you are using Aesthetic Record’s Inventory management feature (and you
really should be!) you can also add in traceability details for any product that was
used a client’s procedure.
The “traceability info” page lets us be HIPAA compliant in the easiest manner
possible.
The page will list any products used where a provider or other office worker can
then add in important details like batch numbers and expiration dates.
Aesthetic Record shows us for the product used, the batch ID, end, units used,
and price of this unit.
You can select the information from the product that has already been entered
in your inventory and in this way Aesthetic record keeps track of what you have
used and if you set a price per unit for this item – also how much to charge the
client for the product as well.
You can go ahead and delete or edit any traceability details here.
The dropdown will let you select a batch from what you have in your inventory
and appoint the number of units coming from that batch, up to the amount
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used. Then just click add to add these details. If you have not yet set up your
inventory on Aesthetic Record and wish to use this feature, take a look at our
tutorial on Product Inventory Management.
Just like there are procedure level notes which are specific to a specific procedure, we
can access any patient’s customer notes which are more general and often used by non-
providers such as front desk receptionists from the Patient’s Profile page.
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Exporting Procedure Information
If a client ever asks for a copy of their procedure information you can always export it
for them in PDF and send it to their email.
Procedure Exports will include a client’s entire chart including any medical history filled
in, any
questionnaires filled in and any consent forms signed (along with the original consent
text and the client’s signature).
It will also show any procedure pictures as well as a treatment summary which includes
any products or services she has purchased.
To export a procedure:
1. Click Clients at the top navigation menu.
2. Click on the record of the required patient.
3. Click Export procedures under the “More Info” menu at the top right.
(Here you will see all procedures available for export along with pictures
taken for each and a brief description.
4. Select procedures and click Export.
5. Save the exported procedures on your device.
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Viewing Past & Upcoming Appointments/Procedures
Even if a client has no upcoming appointments – you will be able to see all your
patient’s past appointments and important information like what the appointment
was for and under which provider.
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View/Add/Edit a Client’s Medical History
A patient’s medical history which is a generalized form where we can see and fill in
fields such as major procedures undergone in the past or allergies. You can edit any
fields right on this chart and click save to confirm your Changes.
Aesthetic Record gives the option to see and upload documents to a patient’s
chart.
If you have some old medical charts of a client you want to scan in, you can
upload them to Aesthetic Record for safe keeping here.
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To Add/See Patient documents:
1. Click Clients at the top navigation menu.
2. Click on the record of the required patient.
3. Click on MORE INFO.
4. From the Drop-down select, DOCUMENTS.
(This will It will show you the existing documents (if any). You can
Edit/view or Delete or Download an existing document.)
5. Or you can also add new Document by clicking on ADD DOCUMENT and
then by uploading the required document and hitting SAVE.
(Images, PDF, Excel, Word documents allowed. Simply name your
document, assign it a type, write in a description of the document as
needed, and if the document should be tied to an appointment on file
select it.)
A quick note about creating procedures from a computer using the “Web Dashboard” is
that although all functionality is available -- it is much easier and better to add a new
procedure with a mobile device such as an iPad or an iPhone; This is because a provider
can hand off the device to the client when filling any questionnaires or signing consents.
Also, they can also use the device’s camera along with Aesthetic Record’s guide to
directly upload images to Aesthetic Record.
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If you prefer to go this route check out our tutorial for mobile devices.
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4) You can choose any questionnaires you have set up on Aesthetic Record and
answer them right on the page.
5) You can also select any consents that need to be signed and upload the
patient’s signature directly.
When you save the procedure it will update on the patient’s chart and show
any consents and questionnaires that were filled.
To delete a procedure, simply click the “Edit” button next to the procedure and
then click the delete button on the top right of the procedure page.
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Adding a Consent Form to a Procedure
To add Consent Forms to a procedure, you need to follow these simple steps:
1. Click Clients at the top navigation menu.
2. Click on the record of the required patient.
3. Click Create procedure if not already created or click Edit to add
Questionnaire to the existing one.
4. Against the Patients Consents field, select the specific Consent Form for the
procedure.
5. Select more if you wish to add more.
6. Upload the Signature Image if you have any.
7. Click SAVE.
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Deleting a Procedure
To delete a procedure:
1. Click Clients at the top navigation menu.
2. Click on the record of the required patient.
3. Click Edit on the right of the procedure that you want to modify/update.
4. Click Delete.
5. Click YES to confirm deletion of the procedure.
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10. Inventory Management
Aesthetic Record has a great Inventory Management feature that can help any business
keep track of the items they purchase and sell or any units that are used up during a
procedure such as injectables.
When using this feature, you will be able to use the inventory you set up in any
procedure or service as you perform them and reflect those inventory changes in real
time.
If you have set up pricing for these items Aesthetic Record will also keep automatic track
of how much to bill the client at the end of the procedure.
Inventory Control
If you are running low on a product, Aesthetic Record will alert you so you have time
to order more.
Lastly, for items like injectables that require Batch Tracking and careful Expiration Date
Management – Aesthetic Record allows you to keep track seamlessly.
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The number of categories you use and the names you use are completely
up to you. They are meant to help you get organized.
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To add a Product to Inventory, you need to follow these simple steps.
1. Click Inventory at the top navigation menu.
2. Under Products tab, Click ADD PRODUCT.
3. Fill in all the required fields.
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Supplier Information – here can keep the products “Supplier Name / an
email contact / a reference number (perhaps this could be our account
number with the vendor) / and the supplier phone number. These fields
are not required but it makes it a lot easier for your office to look up this
information should they need to contact the supplier for any reason.
Toggle Tax Rule on/off button - here you can set a custom tax rule
specific to this product.
If for whatever reason you need to add a tax that is different than your regular
clinic’s tax, when this product is sold – just write the percentage in here.
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2. Log in to the app.
3. Click Inventory at the top navigation menu.
4. Open a product or add new. (Stocks are available only for type
Injectable.)
5. Switch on Lot number and Expiry toggle button.
6. Select the clinic where the inventory was received/ add expiration dates
and the number of new product received under “stock” select Batch ID,
Price/Unit, Stock, Stock Alert
7. Click Save.
If you want Aesthetic Record to keep track of product sales to customers (purchases),
make sure to put in a Price per Unit which will be the price charged to your clients.
Stock Alerts – If you would like to be alerted when your product is running low – put in
a stock alert number. Any time your stock for this product runs below the stock alert
number, you will receive a notification, so your office can order more.
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6. Clear your filters when you are done by clicking the “reset” button on
the top left.
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To set/define tax settings for product categories or for clinics:
1. Go to https://app.aestheticrecord.com/.
2. Log in to the app.
3. Click Inventory at the top navigation menu.
4. Navigate to Tax Settings tab.
5. Switch on required rule and enter Tax.
6. Click Save.
11. Reporting
Aside from the Dashboard which gives you a quick glimpse as to the health of your
business, Aesthetic record can create customized reports using the Reporting feature.
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To create any reports related to clinics or clinic performance:
1. Go to https://app.aestheticrecord.com/.
2. Log in to the app.
3. Click Reports at the top navigation menu.
4. Click on Clinic Performance.
5. You can make use of predefined reports on clinics:
▪ Top Provider: lists out the top performing providers of the clinics
▪ Top Performing Products: gives you list of those products which are
extensively used.
6. Or you can customize reports related to clinic performance as per your
requirements by selecting from various parameters provided.
7. You can export these reports using the Export button in the right. (CSV and EXCEL
format).
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Information Logs
Aesthetic Record also keeps a log of any action performed by all users.
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