Configure Custom Banners
Custom banners appear at the top of your patient portal and are perfect for promoting seasonal offers, special events, or important announcements.
Step 1: Navigate to Banner Settings
Log into Aesthetic Record via web
Navigate to Appointments tab in the top menu
Click the Smart Configuration button
Select the Booking Portal tab
Click on Banner
Step 2: Create a New Banner
Click + Add New Banner
Fill in the following information:
Title: Enter your banner text (e.g., "Your winter glow is only a click away! Find special pricing on our new skincare services by clicking on Promotions.")
Start Date: When the banner should begin displaying
End Date: When the banner should stop displaying
Click Save
Step 3: Enable/Disable Banners
Use the toggle switch in the Enable/Disable column to turn banners on or off
You can have multiple banners scheduled for different date ranges
Only enabled banners within their date range will display to clients
Step 4: Edit or Delete Banners
Click the Edit icon (pencil) to modify an existing banner
Click the Delete icon (trash can) to remove a banner
Pro Tip: Schedule seasonal banners in advance so they automatically appear and disappear without manual intervention!
Set Important Reminders
Important reminders appear in your patient portal to ensure clients see critical information before their appointments.
Step 1: Navigate to Important Reminders
From the Smart Configuration > Booking Portal menu
Click on Web Configuration
Locate the Client Portal Important Reminders text box
Step 2: Create Your Reminder Message
In the text box, enter your practice's important reminders. For example:
We ask that you arrive 15 minutes prior to your appointment to complete the check-in process. To ensure your appointment starts on time, please complete any paperwork found under the Task Management tab. Don't forget to confirm your appointment by clicking Confirm on the upcoming appointment on the right.
You have up to 50 words (character limit shows at bottom right)
The editor supports:
Bold and italic text
Text formatting
Line breaks
Step 3: Save Your Changes
Click Save at the bottom of the page
Your reminder will immediately appear in the patient portal for all clients
Configure Appointment Notifications
Set up email/sms notifications so providers are alerted when clients reschedule, or cancel appointments through the patient portal.
Step 1: Navigate to Clinic Settings
Click the Settings wheel (top right corner)
Go to Account Setup
Select Manage Clinics
Click Edit on the clinic you want to configure
Step 2: Set Notification Email
Locate the Notification Email box
Enter the email address where appointment notifications should be sent
This can be a provider email, front desk email, or practice manager email
You can use a group email if multiple people need notifications
Step 3: Set SMS Notification
If you want SMS notifications for appointments, fill in the SMS Notification Phone box
Enter the phone number in the format shown
Click Save at the bottom of the page
What Gets Notified:
✅ Appointment reschedules (email/SMS notification sent)
✅ Appointment cancellations (email/SMS notification sent)
ℹ️ Appointment confirmations (appointment card updates only, no notification sent)
Note: Until further notice confirmations do not trigger email/SMS notifications. The appointment card in your system will reflect the confirmed status automatically.
The appointment card in your system updates automatically for all actions to reflect the client's changes in real-time.
Understanding Portal Features
Here's what your clients will see and can do in the new Patient Portal:
Dashboard Overview
The main dashboard provides quick access to:
Notifications - Badge count showing tasks needing attention (paperwork, confirmations, etc.)
Paperwork - Quick link to complete consents and questionnaires
Treatment Instructions - Access pre/post-treatment care instructions
My Wallet - View wallet balance and available credits
Calendar View - Visual representation of upcoming appointments
Navigation Menu
The left sidebar includes:
Dashboard - Home page overview
Task Management - View and complete required tasks
Treatment Instructions - Access care instructions
Appointments - Manage upcoming and past appointments
Payment Methods - Add/edit credit cards and payment info
Medical History - Update health information
Memberships - View and join memberships
Client Wallet - See wallet balance and transaction history
Prescriptions - View and manage prescriptions
Appointments Page Features
Upcoming Appointments:
Displays appointment date, time, and service provider
Shows appointment status (Confirmed, Unconfirmed)
Provides Confirm, Reschedule, and Cancel buttons
Important reminders box on the left side
Past Appointments:
Toggle to "Past Appointments" to view history
Shows total number of past appointments
View button to see details
Paperwork Management
Consents Tab:
Shows all consent forms for upcoming appointments
Status indicators:
🟢 Signed (green)
🔴 Not Signed (orange/red)
⚠️ Witness Signature Required (orange)
View, Sign, and Download options
Questionnaires Tab:
Shows all questionnaires for upcoming appointments
Status indicators:
🟢 Filled (green)
🔴 Not Filled (orange)
View, Fill, and Download options
Badge count shows total incomplete items
Payment Methods & History
Payment Methods Page:
Displays saved credit/debit cards
Shows last 4 digits and expiration date
Edit button to update payment methods
+ Add New Payment Method button
Payment History button in top right
Payment History:
Shows all past invoices
Color-coded status:
🟢 Green = Paid
🔴 Red = Unpaid
Clickable links to view invoice details or make payment
Client Wallet
Displays three sections:
My Wallet - Total wallet value
Dollar Credits & Rewards - Breakdown of credits (Dollar Credit, Allē Points, Xperience Credit, Aspire Credit, etc.)
Products & Services - Purchased items with unit balance and total value
Memberships
Toggle between Active and Inactive memberships
Shows membership details:
Starting date
Payment frequency (monthly, annual)
Payment amount
Auto pay status
Draw day
Status
Edit and Cancel options for active memberships
Join Memberships button to enroll in new programs
Download membership details option
Medical History Updates
When clients update their medical history:
They'll see the last updated timestamp
Click Update button to make changes
For clients who have accounts at multiple practices that use Aesthetic Record, they'll be prompted to choose:
This Location Only - applies changes only to the current practice
All Locations - applies changes to all practices where they have accounts
This ensures medical history stays current across different practices the client visits
Example: If a client visits your practice but also has an account at another Aesthetic Record practice in a different city, they can choose to update their medical history at both practices simultaneously.
Notifications
Real-time notifications for:
New appointments booked
New pre-treatment instructions
New consent forms
New questionnaires
Each notification has a View button to take action
Timestamp showing when notification was received
Best Practices
Banners
Keep banner text concise and action-oriented
Link to your "Promotions" page when applicable
Schedule banners for holidays and special events in advance
Test banner display on both desktop and mobile
Important Reminders
Keep under 50 words for readability
Include your most critical information (arrival time, parking, paperwork)
Bold key action items (like "Confirm" or "Task Management")
Update seasonally if needed (e.g., holiday hours)
Notifications
Use a monitored email address for appointment notifications
Check notification emails regularly to stay on top of client changes
Consider using a team email so multiple staff members can respond
Client Education
Share the patient FAQ guide with new clients
Add the patient portal link to appointment confirmation emails
Train front desk staff on common portal questions
Encourage clients to complete paperwork before arrival
Troubleshooting
Banner not showing up?
Check that the Enable/Disable toggle is ON
Verify the current date falls within Start Date and End Date
Clear browser cache and refresh the portal
Important Reminder not displaying?
Ensure you clicked Save after entering text
Check word count (max 50 words)
Refresh the patient portal page
Not receiving appointment notifications?
Verify the email address in Clinic Settings is correct
Check spam/junk folders
Confirm you clicked Save after updating notification settings
Test with a sample appointment
Need Additional Help?
If you experience any issues or have questions about configuring your Patient Portal, don't hesitate to reach out to our chat support team for assistance. We're here to help!