Patient reports in Aesthetic Record provide valuable insights into your client base, helping you track patient activity, spending patterns, treatment history, and engagement with your practice. These reports are powerful tools for enhancing patient retention, developing targeted marketing campaigns, and optimizing your service offerings.
What are Patient Reports?
Patient Reports are a collection of data-driven tools that allow you to analyze various aspects of your patient interactions. They fall into several categories:
Treatment-based reports: Track which treatments patients have received or haven't received
Visit-based reports: Monitor patient visit frequency and patterns
Financial reports: Examine patient spending and transaction behavior
Demographic reports: View patient information by attributes like birth month
Status reports: Identify patients with specific status indicators (new, returning, dismissed)
Each report serves a specific purpose, helping you gain insights into patient behavior, identify opportunities for engagement, and make data-driven decisions to grow your practice.
How to Access Patient Reports
To access Patient Reports in Aesthetic Record:
Log in to your Aesthetic Record account
Navigate to the "Business Insights" tab at the top of the screen
Select "Patients" from the submenu
Click "Create Report"
Choose from the available report types
Set the specific parameters for your report
Click "Submit" to generate your report
The system will display your results, which you can then review, filter, and export as needed.
Understanding the Report Types and Their Uses
Treatment-Based Reports
Patient has had X in X time
Shows patients who have received a specific treatment within a defined timeframe
Example: All patients who have received a B12 Shot in the last month
Use for: Tracking effectiveness of specific treatment promotions
Patient has not had X
Identifies patients who haven't received a specific treatment
Example: Patients who have never had a chemical peel
Use for: Targeted marketing for new service offerings
Patient has had X and Y
Lists patients who have received two specific treatments or services
Example: Patients who have received both a Chemical Peel and Microneedling
Use for: Identifying cross-selling opportunities
Patient has had X and not Y
Shows patients who have received one treatment but not another
Example: Patients who have had a consultation but haven't booked a recommended treatment
Use for: Follow-up campaigns to convert consultations to treatments
Visit-Based Reports
Patient has not visited in X days
Lists patients who haven't had an appointment in a specified timeframe
Example: Patients who haven't visited in 90 days
Use for: Reactivation campaigns
Patient has not visited in X days for X product
Shows patients who haven't returned for a specific treatment within a timeframe
Example: Patients who haven't had Botox in the last 60 days
Use for: Maintenance treatment reminders
Average # of visits per month
Displays average patient visits by month and service category
Example: Average facial treatments per month in 2025
Use for: Staffing and inventory planning
Financial Reports
Patients who spent $X in Y Months
Identifies patients who have spent above or below a threshold in a timeframe
Example: Patients who have spent more than $500 in the last 3 months
Use for: VIP promotions or spending incentive campaigns
Average Transaction Size
Shows average spending per transaction by product category
Use for: Comparing category performance and optimizing pricing
Top 20% VIP Patients who spend the most
Lists your highest-spending patients by total amount spent
Use for: Identifying and rewarding your most valuable clients
Patient Discounts
Tracks discount usage by patient, provider, and discount type
Use for: Monitoring discount effectiveness and preventing overuse
Patients who have received a Refund in X time
Shows patients who received refunds in a specific period
Use for: Quality control and identifying potential service issues
Status Reports
New Patients this Month
Lists patients with their first appointment in the selected month
Use for: Tracking practice growth and new patient conversion
Returning Patients this Month
Shows patients with previous history who booked in the selected month
Use for: Measuring retention effectiveness
Patients Dismissed
Lists patients marked as "Fire this Patient" in their profiles
Use for: Reviewing terminated relationships and identifying patterns
Other Reports
Birthday Month Report
Pulls patients with birthdays in the selected month
Use for: Birthday promotional campaigns
Patient Referral Report
Shows patients grouped by referral source
Use for: Tracking marketing effectiveness and optimizing acquisition channels
Document Expiration
Lists patients with expiring documents (consent forms, etc.)
Use for: Ensuring compliance and paperwork renewal
How Your Actions in Aesthetic Record Affect These Reports
Understanding how your daily actions in Aesthetic Record impact reporting accuracy is crucial:
Appointment booking and scheduling: Affects visit-based reports and new/returning patient metrics
Invoice creation and payment processing: Impacts financial reports and spending metrics
Treatment charting: Influences treatment-based reports
Inventory usage and tracking: Affects treatment and product-specific reports
Patient profile management: Impacts all reports, especially demographic and status reports
For accurate reporting, ensure consistent practices in these areas:
Always link procedures properly to patient profiles
Maintain complete patient profiles with accurate contact information
Consistently use the correct inventory items when charting
Properly document all financial transactions and discounts
Keep patient status indicators updated (new, returning, fired)
Strategic Uses for Patient Reports
These reports can drive numerous strategic initiatives:
Targeted Marketing Campaigns
Identify patients due for maintenance treatments
Create birthday promotions for patients with upcoming birthdays
Develop win-back campaigns for inactive patients
Revenue Optimization
Identify high-value patient segments for VIP programs
Analyze discount effectiveness and adjust strategy
Track referral sources to optimize marketing spend
Inventory and Service Planning
Analyze treatment popularity trends
Plan inventory based on projected treatment volume
Identify underperforming services for reevaluation
Patient Retention Programs
Identify at-risk patients before they become inactive
Create personalized follow-up plans for consultation patients
Develop loyalty programs based on spending patterns
Tips for Maximizing Value from Patient Reports
Set Regular Reporting Cadences
Daily: Check new patient acquisitions
Weekly: Review referral sources and spending trends
Monthly: Analyze visit patterns and treatment popularity
Quarterly: Evaluate patient retention and reactivation needs
Export and Analyze
Use the "Download Excel" option to export reports
Apply additional filtering and sorting in spreadsheet software
Create pivot tables to identify patterns and trends
Combine Reports for Deeper Insights
Compare treatment history with spending patterns
Analyze visit frequency against referral sources
Cross-reference birthday month with treatment preferences
Create Action Plans from Insights
Develop specific outreach campaigns based on report findings
Set measurable goals for improving key metrics
Schedule follow-up analysis to measure campaign effectiveness
Common Questions About Patient Reports
Q: Why don't some patients appear in my reports when I know they've had the treatment?
A: Check if the treatment was properly charted and linked to their profile. Reports are based on procedure documentation and invoicing data.
Q: How far back do these reports go?
A: Reports can access all historical data in your Aesthetic Record account since you began using the system.
Q: Can I save my report parameters for future use?
A: Yes, when creating filters in the patient list, you can save these for future use, though the specific reports in Business Insights need to be recreated each time.
Q: How do I use these reports for HIPAA-compliant marketing?
A: When exporting patient lists for marketing, ensure you're complying with HIPAA regulations and that patients have consented to marketing communications.
Q: Why is there a difference between my financial reports and patient spending reports?
A: Patient spending reports focus on revenue attributed to specific patients, while financial reports may include additional revenue sources like retail sales, cancellation fees, and membership payments.
Q: How often are these reports updated?
A: Patient reports reflect real-time data, so any changes to patient records, appointments, or transactions will be immediately reflected in new report pulls.
By leveraging these powerful patient reports, you can gain valuable insights into your practice's performance, patient behavior, and opportunities for growth. Regular analysis of these reports will help you make data-driven decisions that enhance patient satisfaction, optimize operations, and drive revenue growth.