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TABLE OF CONTENTS

1. Introduction 3
The Evolution of EMR Software
What is Aesthetic Record?
List of features of Aesthetic Record
Accessing Aesthetic Record: The Cloud

2. Signing Up for Free Trial 4


Finding your Free Trial
What are Users & Devices?
Picking or Switching Plans

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

5. Setting Up Aesthetic Record 9


Setting your Administrator Profile & Business Information
Setting up your clinic(s)
Editing/Deleting a Clinic
Setting Up Users
Setting Up User Roles
Questionnaires
Consent Forms
Pre-Treatment Instructions
Managing your Subscription
Setting Up Schedules
Setting Up Services

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

10. Inventory Management 58


Creating New Product Categories
Add Product to Inventory
Edit or Delete a Product in Inventory
Adding stock to a product in inventory:
Searching/Filtering Product in Inventory
Exporting Product Reports from Inventory
Setting Product and Clinic Tax Settings

11. Reporting 66

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1. Introduction
The Evolution of EMR Software

What is Aesthetic Record?


Aesthetic Record is an electronic medical record or EMR software.
Though you will find that not all software labeled EMR is the same, the term usually
refers to those that can store and track all your patients’ medical and clinical data for
easy retrieval by anyone in your office.
Aesthetic Record can do this and much more!
It is a HIPAA compliant mobile medical photography system that was specifically
designed for the aesthetics industry. We combine the newest tech to make medical
photography, patient management, and clinic management simple & easy.

List of features of Aesthetic Record


Here is a list of some of the features that we offer:
• Patient Management
• Procedure / Photo Management
• Clinic Management
• Questionnaires and Consents
• Appointments & Scheduling
• Patient Portal
• Inventory & Stock Management
• Detailed Clinic Operations Analytics
• Point of Sale (POS)
• Provider Commission Tracking

Accessing Aesthetic Record: The Cloud


Because Aesthetic Record is “cloud” based, it can be with you wherever you
are, on any device you want to use. The cloud is just a fancy way of saying that “everything
is on the internet and is available anytime.”
You can access Aesthetic Record via any computer by going to AestheticRecord.com on
your browser and clicking “Login.”
That’s right, there is nothing to download, and because everything is saved automatically,
you can a

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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.

2. Signing up for a Free Trial


Finding your Free Trial
The best way to get firsthand experience with Aesthetic Record is to sign up for a free
trial.

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.

What are Users & Devices?


Devices are any pieces of technology you can use to log into your records in Aesthetic
Record. This can be a computer, an iPad, and iPhone, a tablet etc.

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.

Picking or Switching Plans

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.

Once, you choose a plan, click on ‘Continue to Free Trial’.

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.

After we confirm your email we are all set to log in!


Go to Aesthetic Record.com and click the “Login” button which will take you to your
Dashboard.

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.

Your Dashboard will show you:


• Gross Sales: On the top left of your dashboard are your clinics gross sales which are the
earnings accumulated over this month from selling products or performing services.
• Top 10 Items by Sale: On your right you will see your Top 10 Items by Sales section
which will list your best-selling products along with the number of units sold and actual
cash value.
• Top Providers: Your Top providers section which will list your top performing
providers ranked by the number of procedures they have performed.
• Total Procedures Performed: The procedures section will total the number of all the
procedures your clinic has done.
• Graph for Returning Customers: shows you how many customers in this time
period were first timers and how many were returning -- It’s a great way to see your
customer loyalty!
• Procedures that are pending for MD’s Consent: This section totals the number of
consents outstanding that still need to be signed by a medical director -- in case your
clinics need a medical director’s approval for certain procedures, this is the best way
to make sure your clients aren’t waiting for their records to be reviewed.

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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.

To check your daily notifications:


1. Log in to the app.(Admin)
2. Navigate to Notification(Bell) Icon in the top-right corner.
3. Click Notification Icon
4. You will be notified here about the batch stock alerts, expiration etc.
5. You can 'Mark them as Read' or Click on 'See All' to perform required actions.

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.

5. Setting up Aesthetic Record


To start setting up your business on Aesthetic Record we want to navigate to our
settings, which is the “gear” icon on the top right of your screen.

Setting your Administrator Profile & Business Information


If you are the administrator, fill in your information on this page on the left section and
your business or clinic information on the right.

Logging Out
To log-out from the current session, click the logout button on the top-right
corner.

Setting up your clinic(s)

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

To edit or delete a clinic:


1. Go to SETTINGS.
2. Navigate to Clinics tab.
3. Click on the clinic, you want to edit the info for or you wish to delete.
4. Make the required changes and Click SAVE, if updating any clinic.
5. Or, Click DELETE and then Click Yes to confirm deletion.

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

To set up a new user(s):


1. Log in to the app. (Use either Admin or Medical Director's account)
2. Click SETTINGS (Click the gear icon on the top right of your screen)

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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

An explanation of the fields available to fill in is below:

 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.

 Select Default Clinic - By choosing a default clinic we tell Aesthetic Record


which location to show us first when we log in -- this is usually the clinic the
user spends the most time with.

 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 “Available for Smart Booking” – Smart booking allows patients to schedule


their own appointments with your clinic by checking that the provider’s
calendar is open. Click “Yes” if you want your clients to have this ability.

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.

Setting or Changing your Administrator Profile Password:

To edit/update your profile password:


1. Go to Settings.
2. Under Your Profile tab, Edit required information.
(First Name, Last Name, Email, Phone)
3. Click SAVE.
4. You can also change password for your account here itself.

Setting up Default User Roles & Privileges

To edit or manage a user role:


1. Log in to the app. (Use either Admin or MD's account)
2. Click SETTINGS (Click the gear icon on the top right of your screen)
3. Now, navigate to User Roles tab on the navigation ribbon.
4. Click on the user role type you want to edit.
5. Check or uncheck privileges (the actions User’s can or cannot do) as needed.
6. Click “Save” at the top right.

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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

Setting up user specific privileges

If you want to change only the privileges of a single user and not of a whole user
group:

To edit or manage a specific user’s privileges:


1. Log in to the app. (Use either Admin or MD's account)
2. Click SETTINGS (Click the gear icon on the top right of your screen)
3. Now, navigate to the “Users” tab on the navigation ribbon.
4. Click on the user whose privileges you want to edit.
5. Check or uncheck privileges (the actions users can or cannot do) as needed
6. Click “Save” at the top right.

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:

To create a new questionnaire:


1. Log in to the app. (Use either Admin or MD's account)
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 “Create Questionnaire”.
5. Enter Questionnaire name.
6. Click Save.
7. Click on the Questionnaire you just created to open it up.
8. Under “Add New Question” Enter the Question Type.
9. Type your question in the “Question” field.
10. Click Save.

There are a variety of question types that you can add including yes/no, multiple selection
with text and multiple selection with image.

To Edit or Delete an Existing Questionnaire:


1. Log in to the app. (Use either Admin or MD's account)

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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.

To create a New Consent:


1. Go to Settings. (Click the gear icon on the top right of your screen)
2. Navigate to the “Consents” tab on the navigation ribbon.
3. Click Create Consent.
4. Enter Consent Name and Description.
5. Click Save.

To Edit or Delete Any Consent:


1. Go to Settings.
2. Navigate to Consents tab.
3. Click required Clinic Name.
4. Make desired changes to edit it or Click Delete.
5. Click Save once done with editing or Click Yes to confirm deletion of
consent.
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

Managing your Subscription


Subscription details will include your current usage information, and allow you to
upgrade your plan, add devices, and add users as needed.
You will see your:
1) Subscription start date - if you are currently on a free trial it will let you know your trial
start date
2) The status of your subscription - whether it is active or not.

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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.

Upgrade your subscription plan / see details


1. Go to Settings. (Click the gear icon on the top right of your screen)
2. Navigate to Subscription Details tab. (If your plan is trial, you need to
click Upgrade Plan, select a plan and add a credit card)
3. Or else, Click Change Plan.
4. Select a plan.
5. Click Update Plan.

Setting /Editing Schedules


For Aesthetic Record to manage your clinic calendar correctly we need to give it
information about your clinic’s provider schedule. If you have any equipment or
resources that your clinic uses regularly, you should also set an equipment schedule
or/and a resource schedule to properly keep appointments for services that require these
as well.

Creating a Provider Schedule


Before we can have our clinics book any appointments, we need to set up all our
providers’ schedules, so we can make sure they are available to perform the
service the patient needs.

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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.

Editing an existing provider schedule:


If you need to make any edits to a provider’s schedule:
1. Go to Appointments from the navigation ribbon.
2. Navigate to the Provider Schedule tab.
3. Click on the User you want to edit a schedule for.
4. Click on the day you want to edit
5. Make your changes and save the schedule

For edits that need switching more than one day it is recommended to remove all
the days to be changed and create them again.

Setting a repeating schedule:


The easiest way to set a repeating schedule is to use the “weekly schedule” toggle.
Make sure you have a full week to look at (that includes Monday - Sunday) and
first select the clinic that your provider will be working on each day.
To expand this same weekly schedule for weeks going forward, we simply put in
the date we want the schedule repeated until in the field that says “Repeat this
till”

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We click the “save” button on the bottom right and the schedule is successfully
stored.

Setting a scheduled break within a schedule


If a provider takes a break every day at the same time you can account for that:
When creating the schedule simply -click this little “plus” sign to the right of each
day’s schedule setting, for each day the user works, and instead of having a single
block he/she is open create two.

 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.

Creating Equipment and Setting an Equipment Schedule


Certain services need specific equipment to be available. Laser services require
Lasers, CoolSculpting services requires a CoolSculpting machine and so on.
Equipment schedules verify that these devices are free for clients to use at any
one time.
To create equipment schedule:
1. Go to Appointments from the navigation ribbon.
2. Navigate to Equipment Schedule tab.
3. Click “Add Equipment”.
4. Put in the hours and days the equipment available for use and make
sure to choose a location where the equipment is physically located.
5. Click “Save”.

We recommend adding a device name and in parentheses putting in the clinic


location and a number if you have multiple of the same device.
Usually the hours for most equipment are the same as the clinic hours.
Note that here too you can do custom scheduling such as adding a break if the
clinic closes for an hour during lunch and the equipment is unavailable.

To Editor Delete an Equipment Schedule


1. Go to Appointments.

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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.

Creating a Resource and Setting a Resource Schedule


Certain services require a specific resource such as a special room to be available
for when a service will be performed. Resource schedules verify that these
resources are free for clients to use at any one time.
Aside from rooms certain clinics also put in individual treatment chair numbers to
maximize the number of patients they can treat at one time.
To create a resource schedule:
1. Go to Appointments from the navigation ribbon.
2. Navigate to Resource Schedule.
3. Click on ADD RESOURCE.
4. Define name and Schedule and other required fields for the new
Resource.
Start by putting in the Clinic the resource belongs to, and then Name
the Resource. In the field below, you will be able to categorize the
resource by giving it a type. You can add as many resource types as
you like by clicking the “add new” button. Now define the clinic the
resource belongs to and hours of operation.
5. Click SAVE.

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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.

Create/edit a service category


1. Go to Appointments from the navigation ribbon.
2. Navigate to Services tab.
3. Click CREATE SERVICE CATEGORY.
4. Name your category.
5. Click Save

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.

To Edit or Delete a Service


1. Go to Appointments on the navigation ribbon.
2. Navigate to Services tab.
3. Click on the required category first.
4. Now, from the selected category, click on the service name, that you
want to edit or delete.

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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.

Create/Edit a Service Package


Sometimes we want clients to be able to book services back to back -- for this we
can create a “Service Package”
To view, create or edit a service package:
1. Go to Appointments on the navigation ribbon.
2. Navigate to “Service Packages” tab.
3. Click “Create Package”’.
4. Name your package and write a description of your package.
5. Mark as “active”.
(If you want clients to be able to find this package while online
booking.)
6. Select the first service the package contains.
(The time needed for that service will populate automatically

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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.

Creating an Appointment through SMART BOOKING


Note: Before creating appointments, you should have configured Service and Provider
Schedule.

1) Go to Appointments from the menu ribbon.


2) Click the Calendar tab to see your calendar.
3) Click Smart Booking.
(This button will take us to our online booking page. This is the same page that
clients will see when they are booking an appointment with your clinic – note
your clinic logo will be at the top left if you have set it up in your clinic profile)
4) Select clinic location (if needed)
(For businesses with multiple clinics, first you we will be asked to select which
location your client wants to visit)
5) Choose the service you want
(This page will display all your services under the categories you set, which are
available for online booking. You can add more than one service)
6) Select a provider or click “Book with any available”
(Provider profiles will come up from any users who you have assigned to “work
as a provider” in their user profiles and made “available for online booking”)
7) Select a date for the appointment
(Dates that are unavailable will be greyed out and unable to be clicked on)
8) Select an open time
(These will automatically populate from your open slots for that date.)
9) Fill in the client’s contact information.
10) Type any appointment notes in the space provided, if needed.
(These will be sent to the clinic and saved on the client’s chart.)
11) Check that you have read the cancellation policy
(The cancellation policy can be changed to your liking under Appointment
Settings.)

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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.

If you have any pretreatment instructions tied to this service OR questionnaires,


these have been sent over to the client as well!

Creating an appointment through the Calendar

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.)

View/Edit/Cancel/Reschedule Created Appointments

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

To edit or reschedule an appointment.


1. Go to Appointments.
2. Choose required appointment from calendar.
3. Open the appointment by clicking on that.
4. Click on Edit Appointment
5. Make necessary changes.
6. Click Save Appointment.
7. You can notify the patient by selecting the appropriate option in
the Send Notification window.

Searching for an Appointment


To search for an appointment
1. Go to Appointments.
2. Use different filter options

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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.

Inside each appointment block is the patient’s name that is booked.

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

Marking an appointment as a "No Show"


If the date of an appointment has passed and a client did not come in, you can
mark them as a “No Show” by navigating to your calendar, clicking on the
appointment, and clicking the “mark as no show” button.

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.

To mark any appointment as No-Show:


1. Go to Appointments.
2. Choose the expired appointment from the calendar.
3. Click on that appointment.
4. Click Mark as No-Show.
5. The appointment gets cleared from the Calendar.

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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

You can add/edit appointment notes using the following ways:


1. When you create a New Appointment, give notes in the Appointment Notes
field.
2. When you open any appointment from the calendar, you can edit or add (if not
already added), notes by clicking on the notepad icon, against the Appointment
Notes field.

7. Notification Settings and Client Booking Links

Managing Clinic Booking Links

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.

To view and manage your clinic’s Online Booking Links:


1) Make sure you have navigated to your “Appointments” menu.

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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.

Viewing/Editing the Cancellation Policy

To view and edit your clinic’s Cancellation policy:


1) Navigate to your “Appointments” menu
2) Click the tab that says “Settings” on the navigation ribbon.
3) Under “Appointment Cancellation Policy” you will see an editor where
you can change your cancellation policy your clients accept when
booking an appointment.
(If you have a cancellation or no-show fee make sure to mention it
here.)

Viewing/Editing Special Instructions for a clinic

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) On the top of the page you will see “Special Instructions Per Clinic” where
you will see all your clinics listed. You can add any special instructions
you want clients to know here and they will be sent to your clients
anytime they book an appointment with that clinic.
(As an example – you could put parking instructions here.)

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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

Relationship management is more important than ever as the leading approach in


creating and keeping lifelong relationships with customers.

Let’s explore how Aesthetic Record helps us maintain these important relationships
which begins with the Patient Directory.

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.

When your staff or the clients themselves book an appointment -- Aesthetic


Record checks if the client already exists in the system -- if they do, they add the
appointment and any other details to their chart. If the client does not exist,
Aesthetic Record will create a chart for them.

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.

Use of Filtering in the Patient Directory

Sometimes we want to filter our client list - to do so:


1. Log in to Aesthetic Record

2. Click Patients at the top navigation menu.


3. Click Filters (on the top left)
4. Choose required values for Date, Product Used, Providers or Clinics.
5. Click APPLY.
(If you need to remove any filters just press the (x) next to them)
6. It will fetch you list of patients based on provided values for different
filters.
,
You can filter by:
1) The last time the patient was treated -- pick one of the choices from
the dropdown or set your own date range using the calendar option.
2) The products the client has used by choosing the product or products
from the dropdown menu.
3) The provider or providers they have seen in the past.
4) The clinics your clients go to currently or have gone to.
5) Whether your office has chosen to “fire” the patient

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.

Duplicate Patient Records


Another great feature of Aesthetic Record is that it is very intuitive with your
data.

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.

To merge duplicate patients:


1. Click Patients at the top navigation menu.
2. Click “Duplicate Suggestions”.
3. Click Merge button that appears in the right to patient record that
you want to merge.
4. Choose a record that you want to keep and then click Continue.

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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.

Searching for a Patient


Within your patient directory you will notice that there is a search bar on the top
left to allow us to find clients easily. You can search by any of the clients’ details
including name, email, and phone number.

To find a patient using Search:


1. Click Patients at the top navigation menu.
2. Enter First name, Last Name, Phone No. or email into the search field.
3. Press Enter on the keyboard.
4. Click Apply.

Exporting Patient Lists


To export whole list of patients under the Patients Directory:
1. Click Patients at the top navigation menu.
2. At the Patients – Directory page, Click Export, and then select CSV
or EXCEL (keep preferred file format).
3. You can Save the exported file from the Downloads folder to the
desired location, if needed.

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.

To Import Client Data to AR:


1) Click Patients at the top navigation menu.
2) Click on Bulk Import in the right.
3) Click on Upload on the Bulk Import page, and choose the file from which
you want to import the data (.csv and .xlsx formats are allowed).
4) Once upload is complete, under Field Mapping section, map the fields
listed on the left to the fields from the file.
5) In the Notification Email field, provide an email on which you want the
notification to be received once the Import is finished.
6) Click SAVE.
7) Click OK in the pop-up window.
8) You will be notified within 30 mins on the mentioned email about the
Bulk Import status.

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.

Creating a new patient


When a client books an appointment through Aesthetic Record’s online booking
feature, the client directory will check if the patient already exists, if not Aesthetic
Record will add the patient along with their contact information sent when they
booked.

From the patient directory we can also create a new patient directly by clicking the
“create a patient” button on the top right.

To create a New Patient Record:


1. Click Patients at the top navigation menu.
2. Click CREATE PATIENT.
3. Fill in all the required fields.
4. Click SAVE.

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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.

Viewing/Editing Patient Profiles

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.

Deleting a Patient Profile

The delete choice under the Patient’s Profile will completely erase the client’s
profile and any procedure information along with it.

To Delete (Remove) a patient’s profile:


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 Delete from the
drop-down list.
4. Click Yes to confirm deletion of the profile.

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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.

Exporting the patient's information

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

The Cosmetic Timeline (Viewing/Managing Procedures)


To view or manage procedures go into a patient’s profile. Here you will see their
entire cosmetic timeline which breaks down any of the procedures they have
done with your clinic in chronological order - with the most recent at the top.

View/Edit Procedure Pictures

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.

View/Edit/Delete Procedure Notes

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.

To add, edit or delete a procedure’s notes:

1. Click Clients at the top navigation menu.


2. Click on the record of the required patient.
3. Scroll down the procedure, for which you want to view/add/edit/delete
any procedure notes.
4. Click on View Notes.
5. Add a new note or edit\ delete previous notes.
6. Click SAVE.

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View/Edit/Delete a Patient’s Procedure Treatment Summary

You can see a client’s procedure Treatment Summary as part of a client’s


procedures inside the client’s Cosmetic Timeline - on the left-hand side
of the procedure.

The “Treatment Summary” outlines what products or services were used


during this procedure.

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.

If there is a green checkmark next to the “Consents Signed” box this


means the client signed consent forms prior to the procedure. If you click

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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 there is a green checkmark next to the “Questionnaires” box this means


the client filled out one or more Questionnaires prior to this procedure.
By clicking the “Questionnaires” box we can see any questionnaires the
client filled along with their answers to each individual question.

View/Add/Edit/Delete Traceability Info for a Procedure

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.

To view/add/edit traceability information of a procedure:


1. Click Clients at the top navigation menu.
2. Click on the record of the required patient.
3. Scroll down the Cosmetic Timeline until you reach the desired
procedure.
4. Under Treatment Summary, click on Traceability Details.
5. View add/edit/delete information.
6. Click SAVE.

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.

Customer Notes – Add/Edit/Delete

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.

To add, edit or delete a patient’s notes:


1. Click Patients at the top navigation menu.
2. Click on the record of the required patient.
3. Click on CUSTOMER NOTES (top right of the page).
4. Add a new or edit\ delete previous notes.
5. Click SAVE.

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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

To see a client’s upcoming appointments and/or procedures:


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 UPCOMING APPOINTMENTS.

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.

Here you will also be able to see any cancelled appointments.

No shows will also appear here.

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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.

To view, add or edit a client/patient/customer Medical History:


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, MEDICAL HISTORY.
5. It will show you the existing data (if any), or you can also specify and save
the record here.

Add/See Patient Documents

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.)

Creating a New Patient Procedure


We can go ahead and create a new procedure for a patient from the Web Dashboard if
we need to.

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.

To create a new procedure from the Web Dashboard:


1. Click Clients at the top navigation menu.
2. Click on the record of the required patient.
3. Click on CREATE PROCEDURE.
4. Fill in all the required fields.
5. Click SAVE.

Filling in the procedure fields:


1) Start by filling in whether the procedure is tied to an existing appointment,
then select the services to be performed and the clinic to be performed at and
give your procedure a descriptive name.
2) The procedure “type” dropdown will list several body areas to guide you with
any pictures that may be required. It will also provide a template to use if the
client chooses not to take Pictures.
3) Upload any pictures as necessary from your computer.

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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.

Adding Questionnaires to a Procedure

To add Questionnaires to a procedure:


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 Select Questionnaire field, select the specific questionnaire for
your procedure.
5. Select more if you wish to add more.
6. Click SAVE.

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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.

Editing a Patient Procedure

To edit or update 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 Edit on the right of the procedure that you want to modify/update.
4. Edit/Update all the required fields.
5. 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.

Creating New Product Categories

To add a product category:


1. Go to https://app.aestheticrecord.com/.
2. Log in to the app.
3. Click Inventory at the top navigation menu.
4. Navigate to Category tab
5. Click Add Category.
6. Enter Category Name.
7. Click Save.

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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.

For smaller businesses we have seen as few as 2 categories – one for


“products” and another for “office supplies”. Our larger accounts prefer
to use more categories named by the brand of the product and the
product type such as Allergan Fillers and Galderma Fillers.

To edit an existing product category:


1. Go to https://app.aestheticrecord.com/.
2. Log in to the app.
3. Click Inventory at the top navigation menu.
4. Click on the Categories tab under it.
5. Click on the category name you want to edit. It will open
product category page.
6. Modify the required information.
7. Click SAVE.

To delete a product category:


1. Go to https://app.aestheticrecord.com/.
2. Log in to the app.
3. Click Inventory at the top navigation menu.
4. Navigate to Category tab
5. Open a category.
6. Click Delete.
7. Click Yes to confirm deletion.

Add Product to Inventory

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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.

Fields to fill when creating a new product:

Product type - because Aesthetic Record wants to optimize your med


spa business, it will have some preconfigured types such as Injectable/
CoolSculpting / Chemical Peels / Threads / Microblading / Cellfina / and
an “Others” category. These types will come in handy when you need to
use the product in any procedures and will optimize the rest of the
product page for easy input. If the product you are adding does not fit
under the pre-defined types or is a retail item – just put it under “Others”
category.
Product Category - This will be a dropdown selection with the category
names you created previously.
Description of the item.
Unit Type for this product. -The Unit type tells Aesthetic record how the
product is used up. An item such as a face cream that you could sell at
retail for example can just have the selection “Units.” For items such as
“injectables” the dropdown menu also allows us to use Speywood/Vial/
or Syringe as units.
Injectable Type - field to better describe the product if it is an injectable
Product as active or inactive- This is helpful if you ever run out of stock
or want to stop selling an item temporarily but don’t want to delete the
item altogether
Product image – can be uploaded from your computer
Adding Stock of a product – This is where you will add any new inventory
of the product you receive (look at the “Adding Stock to a product”
tutorial for more info.

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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.

Edit or Delete a Product in Inventory

To Edit/Delete a Product in Inventory:


1. Go to Inventory.
2. Navigate to Products tab.
3. Click on the Product that you want to edit or delete.
4. In case editing, update the required fields and click Save.
5. OR, Click Delete.
6. And then, click Yes to confirm the deletion.

Adding stock to a product in inventory:


To add stock to a product in inventory:
1. Go to https://app.aestheticrecord.com/.

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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.

Product will automatically deduct from our inventory as it is used in procedures.

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.

Searching/Filtering Product in Inventory

To search a product in inventory:


1. Go to https://app.aestheticrecord.com/.
2. Log in to the app.
3. Click Inventory at the top navigation menu.
4. Use the search bar at bar at the top left to look up a product now.
5. Make sure to clear your search after you are done.

To filter through products in inventory:


1. Go to https://app.aestheticrecord.com/.
2. Log in to the app.
3. Click Inventory at the top navigation menu.
4. To narrow down a group of “products” use the “filters” button next
to the search bar. This will allow you to sort by product categories and
by any products that are below the stock alert.
5. After you set your filters click apply.

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6. Clear your filters when you are done by clicking the “reset” button on
the top left.

Exporting Product Reports from Inventory


Performing an inventory product export will export all your active inventory
along with stock numbers and category to an excel file or a CSV. It’s great if you
need to print out a product reconciliation report!

To export a product report from inventory:


1. Go to https://app.aestheticrecord.com/.
2. Log in to the app.
3. Click Inventory at the top navigation menu.
4. Click on the Export button in the right.(CSV and EXCEL format)
5. You can Save the exported file from the Downloads folder to
desired location.

Setting Product and Clinic Tax Settings


Aesthetic Record will allow you to define multiple settings for Tax including:
 Single Tax rule across ALL Clinics
 Custom Tax rule based on Clinics
 Custom Tax rule based on Product Categories.

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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.

To create any reports related to patients or clients:


1. Go to https://app.aestheticrecord.com/.
2. Log in to the app.
3. Click Reports at the top navigation menu.
4. Click on Patient Segmentation.
5. You can make use of predefined reports on clients:
◦ Single Visit: gives you list of all the clients that have visited only once.
◦ Multiple Visit gives you list of those clients that have visited more than
once.
6. Or you can customize reports related to patient's 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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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.

To access Logs information:


1. Go to https://app.aestheticrecord.com/.
2. Log in to the app.
3. Click the Clock-Like Icon in the top-right corner.
4. You will get to see the log of various activities performed, related to
appointments, services, procedures, clients etc.

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