Web 🖥️
App 📱
Creating Treatment Plan Templates
1. Log in to your account on the web.
Click on Settings, Clinical Documentation, Treatment Plan Templates, and then Create Template.
2. The Create Treatment Plan Template window will pop up. Here you will be presented with two types of plans:
Monthly- This plan automatically charges your client account on the first day of every month. The fee will be deducted from the registered card.
Pay As You Go- With this plan, the client pays every time they come to your clinic for treatment. The frequency of visit depends on how you set it up.
Create a "Monthly" Treatment Plan Template
First, select Monthly in the Plan Type option.
Choose a name for your template. Click on the drop-down menu on the right of Duration of Plan to specify how long the plan lasts.
This duration can be anywhere between 3 and 24 months.
Next, under Your Skincare Goal, add any description about the skincare objective of this particular plan.
Then, enter the product name and its unit for each month of the treatment. The number of months depends on the duration of the plan that you specified above.
⚠️ Important note: You have to add products to your inventory before they are available here.
If you want to add another product to the month, click on the "+" button on the right.
Continue to add products to all the months in your plan.
Click on Save in the bottom right corner once you’re done.
4. Create a "Pay As You Go" Treatment Plan Template
First, select Pay As You Go in the Plan Type option.
5. Choose a name for your template.
Click on the drop-down menu on the right of Duration of Plan to specify how long the plan lasts.
This duration can be anywhere between 3 and 24 months, or Never (ongoing until you manually end it).
Then, enter the product name and its unit amount based on the duration frequency you'll need.
Choose the frequency that the product has to be used under Duration.
⚠️ Note: Similar to the Monthly Plan, you have to add products to your inventory before they are available here.
If you want to add another product to the plan, click on the "+" button on the right.
Click Save at the bottom right corner once you're done.
Adding Treatment Plans to the Patient's Profile via Web
Log in to your account via the Web. Click on Patients, type in the name of the patient in the search box to locate and access their profile.
From there, if a patient does not already have a treatment plan tied to their profile you can click the blue Treatment Plan button across the top.
You can either create a new template personalized to the patient, or select from the templates you’ve already created from the Clinical Documentation section in Settings.
7. To select a pre-created template from the options, simply click on ">" arrow to proceed, and Yes to confirm the use of the template.
You will have the option to review and edit any existing information within the template if needed. You can edit both Monthly and Pay As You Go templates at the time of adding them to a patient's profile.
After reviewing the chosen template and making any edits, you are presented with two options:
Save
Preview
If you hit Save, this will populate the plan to the patient's profile with the options to Print (great option to use if you want to also email or airdrop the treatment plan to the patient), Edit, Start the Program, or Delete the plan altogether.
If you select Preview, a window will display and you will be presented with a treatment plan preview, along with the below options:
Prescribe Only: Documents recommendations without activating scheduling or billing features
Start Program: Initiates the full treatment plan, including billing components
Save created treatment plan as a new template: Allows you to save any patient-specific modifications as a new template for future use
If you click the ? Question mark icon next to Total, this will show you a price breakdown based on the products/services and their amounts added to this treatment plan.
Starting the Treatment Plan from the Patient's Profile on the Web
In both the Save and Preview options above, you will see the option to Start Program when you are ready.
Select the Clinic location for where this treatment plan needs to be associated
⚠️ Card information will need to be captured for both Monthly and Pay As You Go
You can either used a card saved on file for the patient, or capture new CC information from here.
Add any Tax and/or apply Discounts if needed
When you are ready and it all looks good, click Start Program.
Monthly Treatment Plan Type Only -- If you want any unused products or services to expire at the end of the month, you can simply check the small box below. This is helpful if you want to prevent overlap of products/services provided, or prevent rollover if a month is missed.
Add & Start a Treatment Plan for a Patient through the App
10. Create a Treatment Plan Template from the Patient's Profile via App
Log in to your account via the AR app. Tap the bubble icon in the lower right hand corner, then the magnifying glass icon. Type in the patient's name and tap the profile. Tap the 3 Dots in the top right and then Treatment plan.
11. From there you'll see the option to select if this treatment plan will be following the Monthly or Pay As You Go structure. Click the dropdown arrow on the right to choose.
Below, you will be presented with two options: Create New Treatment Plan or you can Pick a Template that has been pre-created.
12. Regardless if you choose to create a new plan or use a pre-existing plan, you will have the ability to edit the name, date for the plan to start, duration, and the products/services involved each month.
After making any edits and reviewing layout you can Also add treatment plan to templates, or you can Save and move to the next step as shown below.
13. Before you fully enroll and begin the patient's treatment plan on the App, your final steps will be confirming all details and adding any tax or discounts, then capturing card information or using a previously saved card on the patient's file.
⚠️ Card information will need to be captured for both Monthly and Pay As You Go
You can either used a card saved on file for the patient, or capture new CC information from here.
Monthly Treatment Plan Type Only -- If you want any unused products or services to expire at the end of the month, you can simply check the small box below. This is helpful if you want to prevent overlap of products/services provided, or prevent rollover if a month is missed.
Viewing / Cancelling an Active Treatment Plan from the AR App
Should you need to view, update the card information, or cancel an active treatment plan for a patient, follow the same steps as above by searching the patient name > clicking the three dots in the upper right hand corner of their timeline > clicking on Treatment Plan.
From there, you will see the current plan the patient is enrolled in with the option to Change the card information tied to the plan or Cancel the plan by clicking Cancel Program at the bottom.
Please note: if you cancel an active plan, you will not be able to reinstate it and will have to fully re-enroll the patient from the beginning.
