Pricing Variations allow you to create additional, tiered and specific area service pricing for your inventory. Pricing Variations will still track your inventory usage all the same internally, and they can serve as an "alias" from an invoicing perspective as well. Through the documentation process on the Aesthetic Record app is where you will be able to utilize the variations that you create.
NOTE: in order to utilize pricing variations you will need to have your inventory built out first.
1. Navigate to https://app.aestheticrecord.com/settings/profile
2. To build a Pricing Variation, you will first need to access your Inventory Tab through the web > Pricing Variations > Create.
There are two types of pricing variations which you can access by clicking the drop down.
Product Level
Recipe
Creating a Product Level Variation
3. Let's start with Product Level first. You will need to make sure you have Product Level selected from the "Manage Price" drop down.
4. Let's say you typically offer your Toxin at $12/unit, but for VIP patients you offer Toxin at $10/unit
Name of the variation would be VIP Toxin (this name pulls through to the invoice at checkout as an alias) and the new price per unit would be $10 when charted during procedure.
5. Under the "Add Product(s)" section, you will begin typing in the name of the inventory item you are wanting to add into this variation, and a list will pop down with respective inventory names to choose from.
6. Click the product from inventory you need to add to the variation.
7. Note what your original price per unit is here to help you with making sure your "New price per unit" is accurate.
8. Add in your new price per unit, and if you have multiple clinics in your account you can either click the "Same for all clinics" field to populate the rest, or you can set a different price per clinic.
9. If multiple products can be used with this specific variation of pricing, click "Add More"
10. Start typing in the next product to select and adjust its pricing.
11. Note the original price.
12. Add in the new price per unit.
13. When you have finished adding each product with the new pricing for your variation, click Save.
Creating a Recipe Variation
14. Now, click "Create" again and let's look at building Recipe Variations!
15. Recipe variations are used for tracking multiple products used in a service, or specific area pricing for different services offered.
[[You will need to make sure you have Recipe selected from the "Manage Price" drop down.]]
16. Give your Recipe a name.
Recipes are great to use for services like IV Hydration that involve multiple nutrients and products, Hydrafacials with multiple trackables involved, and services like "Tox + Filler Bundle" for example, with multiple services combined into one set price.
17. You can pull from three different buckets based on your inventory that you set up.
Service Bucket: products like toxins, fillers, facials, microneedling, etc.
Retail Bucket: if you offer a bundle service that includes retail items (chemical peel + healing ointment) you can include a retail item into the recipe and price.
Medical Supplies Bucket: If you want to track any back-office products from your inventory automatically as they get used in a treatment, you can add those into the recipe as well (cannulas, syringes, etc.)
18. Using the Service Bucket, click Add
19. You can choose from the list of all items you have created as a service in your inventory.
20. Continue typing in names and selecting from the choices if you need to add multiple products here.
21. Allow Provider To Choose Any Product From Selected List To Create The Collective Total: Within the recipes, you set the quantity and the price. By selecting multiple product options, you can create a bundle, and providers can choose from the list based on what they are using when charting their procedures.
Bundles are not required- however, for instance, if this bundle sometimes uses Botox and sometimes uses Dysport based on patient or provider, they are very helpful!
22. Give your bundle a name- this is just for internal use when building this specific recipe variation.
23. Click "Add" when you have this window set up with all products selected and Bundle created if needed.
24. Your next step is to include how many units (uses) of each item make up this service, select a specific color for when it is being documented by providers, and build its price per unit. We recommend setting a max threshold amount here, as the unit amount used in each procedure may be different based on each patient.
25. For example, the max number of units for the Toxins could be 50. If you know you will never use more than 50 in this type of treatment and with the treatment price, whatever does not get used stays in inventory and the stock amount is not affected.
26. Next, for each product listed, you will need to click the "Change" button to designate a color.
The colors you choose help for when providers are charting a procedure through the AR app; different colors designate different products being used in the same procedure.
27. Now designate a price per unit. This price does not affect the overall price of the products and what their original price per unit is in your inventory, but it will help you build an overall treatment price for this Recipe. See below in next step.
28. As you see here, by setting a price per unit of $5 multiplied by the max unit amount of $50, you have built a standard treatment price of $250 for the toxin portion of this recipe.
29. You can click "Add" again to continue adding additional products and bundles that will make up the overall recipe.
30. Search and select the next set of product(s) you need.
31. Again, if the products selected are interchanged from procedure to procedure, be sure to select the "Allow Provider to Choose" option.
32. Then just like above, name your bundled products for internal uses.
33. Click "Add" when finished here.
34. The "start at X" is showing you how you have the items set up under their inventory information, for charting. For example, "start at .05" for a filler syringe, is letting you know that the minimum amount you can chart of filler in AR is .5 of a full syringe. You can always change these back under each product from your main inventory list.
35. Enter the max unit amount of what would be used in this specific procedure for the bundle of products.
36. Go through and add colors for each product.
37. Enter what the "price per unit" would be again. Example, $400 as price per unit multiplied by max unit amount of 4 syringes of filler, would increase the price of the procedure and add it to the $250 created from the first set of products we set up.
38. $1850 total price comes from the $250 (50 units at $5/unit) + the $1600 (4 units at $400/unit)
39. Click "Save" before leaving this page when you are finished!
Keywords & Definitions
Name of Pricing Variation: what you are calling this specific service (VIP Patient Toxin, Adv Injector Toxin, etc).
Manage Price:
Product Level is changing the price per unit or per use of a product in inventory (Doctor pricing for Botox being more expensive at $12/unit)
Recipe is building a service using a combination of multiple products or multiple uses of a product for a set treatment price. (Lip Flip involving up to 8 units of toxin for a set price of $96)
Total Price ($): Recipe price that is automatically built based on the products from each bucket and price per unit ( example: 8 units of Botox at $12/unit will give a total price of $96)
Service Bucket: List of all items associated as a service in your inventory list
Can pull from entire service product list, or select a category to apply each product from that category into the bucket
Allow Provider To Choose Any Product From Selected List To Create The Collective Total: Within the recipes, you set the quantity and the price. By selecting multiple product options, you can create a bundle, and providers can choose from the list, but only at the pre-defined quantities and prices.
Product Name: This connects to your master inventory list so you can associate the products and services to this variation for inventory tracking purposes.
*only what is charted and added via traceability deducts from your inventory. So in the case of Recipe=Lip Flip, if you may use 6 units/8 units only what is charted will deduct. In the case you can add more units to have available to chart if needed.