What are Treatment Plan Templates in Aesthetic Record?
Treatment Plan Templates are pre-configured care plans that help you organize and standardize treatment recommendations for your patients. These templates allow you to create consistent protocols for common treatments, set clear expectations for patients, and streamline your documentation process.
What are the types of Treatment Plan Templates available?
Aesthetic Record offers two primary types of Treatment Plan Templates:
Monthly Plans: Designed for recurring services with charges on the first of each month. Ideal for ongoing treatments where patients pay a fixed monthly fee regardless of when services are delivered.
Pay As You Go Plans: Designed for patients who prefer to pay for each treatment at the time of service. These plans still provide a structured roadmap but allow for more flexible payment scheduling.
Creating Treatment Plan Templates
How do I create a new Treatment Plan Template?
Navigate to Settings > Clinical Documentation > Treatment Plan Templates on the web interface
Click Create Template
Enter a descriptive name for your template (e.g., "6-Month Acne Improvement Plan")
Select the template type: Monthly or Pay As You Go (as explained above)
Add a detailed description of the end goal and expected duration
Include specific products and treatment recommendations
Save your template
What information should I include in my Treatment Plan Template?
Effective treatment plans should include:
Clear skincare/treatment goals
Expected duration of the plan (e.g., 3 months, 6 months)
For Monthly Plans, the lowest duration is 3 months minimum at this time
Recommended professional treatments with frequency
Home care products to support in-office treatments
Expected outcomes and milestones
Follow-up appointment recommendations
Applying Treatment Plans to Patient Profiles
How do I add a Treatment Plan to a patient's profile?
Via Web Interface:
Navigate to the patient's profile
Click on the Treatment Plan tab
Select Add Treatment Plan
Choose the appropriate template from your list
You can either create a personalized treatment plan from the profile, or you can use a pre-created plan from your template section in settings. ⭐
Make any patient-specific adjustments as needed
Select an option: Start Program, Prescribe Only, or Save as New Template
If starting a program, select a clinic and enter payment details if applicable
Via App:
Open the patient's profile
Tap the menu (three dots) and select Treatment Plan
Choose an existing template or create a new one
Follow the prompts to customize and apply the plan
What options do I have when adding a Treatment Plan?
When adding a treatment plan to a patient, you'll see these options:
Start Program: Initiates the full treatment plan, including scheduling and billing components
Prescribe Only: Documents recommendations without activating scheduling or billing features
Save created treatment plan as a new template: Allows you to save any patient-specific modifications as a new template for future use
Real-World Examples and Use Cases
Example 1: Post-Procedure Recovery Plan
Template Name: Post-Procedure Recovery Protocol - Pay As You Go Goal: Support optimal healing and maximize results following laser resurfacing Duration: 4 months
Plan Components:
Week 1: Post-procedure check-in (complimentary)
Week 2: Gentle hydrating facial with LED therapy
Week 3: Follow-up assessment and product adjustment if needed
Week 4: Final assessment and maintenance plan development
Home Care:
AM: Gentle cleanser, ceramide moisturizer, mineral SPF 50
PM: Gentle cleanser, recovery serum, healing ointment as needed
Example 2: Progressive Skin Tightening Program
Template Name: Comprehensive Skin Tightening - Monthly Plan Goal: Achieve visible improvement in skin laxity and texture Duration: 6 months
Plan Components:
Month 1: Consultation + initial RF microneedling treatment
Month 2: RF microneedling treatment + LED therapy
Month 3: Assessment + second RF microneedling treatment
Month 4: Maintenance RF treatment or alternative modality based on progress
Month 5: Final RF treatment + collagen-stimulating peel
Month 6: Assessment and long-term maintenance planning
Home Care:
Daily use of prescribed growth factors and peptide serums
Strict sun protection protocol
Weekly masking treatment
Monthly progress photos
Example 3: Acne Management Program
Template Name: Comprehensive Acne Resolution - Monthly Plan Goal: Clear active acne and reduce scarring within 6 months Duration: 6 months
Plan Components:
Month 1: Deep cleansing facial + extractions + salicylic acid peel
Month 2: Follow-up facial + extractions + LED blue light
Month 3: Assessment + microneedling for early scarring
Month 4: Chemical peel appropriate for skin condition
Month 5: Second microneedling treatment
Month 6: Final assessment and maintenance planning
Home Care:
Prescribed topical medication
Gentle cleanser with BHA
Non-comedogenic moisturizer
Weekly clarifying mask
Best Practices for Treatment Plans
How to maximize the effectiveness of your Treatment Plan Templates:
Be Specific: Include clear details about treatment intervals, product usage, and expected outcomes
Set Realistic Expectations: Be honest about timeframes and potential results
Include Home Care: Add detailed product recommendations that support in-office treatments
Create Variations: Develop multiple versions of similar plans to address different severity levels
Regular Updates: Review and update your templates as new products and protocols emerge
Patient Education: Use treatment plans as education tools to explain the "why" behind recommendations
Track Progress: Document results at each stage to demonstrate effectiveness
Common Questions About Treatment Plans
How do Treatment Plans differ from standard appointments?
Treatment Plans provide a structured, multi-appointment approach to addressing specific concerns.
Unlike individual appointments, they create a comprehensive roadmap that guides both the provider and patient through a process with defined goals, timeline, and expected outcomes.
Can I modify a Treatment Plan after it's been applied to a patient?
Yes, you can adjust a patient's existing treatment plan to accommodate changes in their skin condition, response to treatment, or scheduling needs.
Navigate to their Treatment Plan tab and select the option to edit.
⭐ You can also cancel a treatment plan from a patient's profile if ever needed.
How do Treatment Plans integrate with the Patient Portal?
Patients can view their Treatment Plans through the Patient Portal, helping them understand their care journey and stay engaged with their recommended protocol.
This transparency helps improve compliance and satisfaction.
Can I include retail products in a Treatment Plan?
Absolutely! Including recommended retail products in Treatment Plans is a best practice.
These products should already be added to your inventory before they can be included in treatment plans.
Do Treatment Plans automatically schedule appointments?
Treatment Plans provide a structured recommendation for appointment timing, but they don't automatically schedule appointments in your calendar.
You or your patient will still need to book the actual appointments based on the treatment plan recommendations.
⭐ We recommend as a best practice, to schedule each following appointment as you create the plan with your patient so both parties can be prepared ahead of time ⭐
How do I handle payment for Treatment Plans?
For Monthly Plans, you can collect payment information and set up recurring charges.
For Pay As You Go Plans, patients will pay at the time of each service.
When setting up a Monthly Plan or Pay As You Go Plan, you'll be prompted to enter the patient's credit card details during the "Start Program" process.
Can I create a Treatment Plan during a patient's appointment?
Yes, you can create a Treatment Plan during an appointment using either the web interface or the mobile app.
This is often an effective approach as you can discuss the recommendations directly with the patient, address any questions immediately, and plan on getting any subsequent appointments scheduled ahead of time.
How do I track a patient's progress through their Treatment Plan?
You can view a patient's active Treatment Plans on their profile.
As treatments are completed, you can document outcomes and make any necessary adjustments to the plan based on their progress.