Adding a new procedure is easy with the Aesthetic Record app on your mobile device.
The app is designed to automatically pull all relevant information from your appointment and inventory settings to populate various forms and options, meaning you won't have to go back and forth to fetch the necessary data for your procedure.
Note: You have to set up your product inventory and pricing in the inventory settings before adding a new procedure to your client profile. If you haven't done so, please learn how do do it here.
Before you go on, please watch this video, it's an overview of the entire procedure creation process.
To add a new procedure to your client profile, first, you need to log in the Aesthetic Record app with your credentials.
Create a Cosmetic Timeline Procedure via App
Important note: If the procedure requires photos and injection markings, create a Cosmetic Timeline procedure. If it doesn't require photos or injection markings (e.g. virtual consults), create a Health Timeline procedure.
From the main menu, select Patient List and choose the appropriate patient.
The client profile will pop up and you will see their Cosmetic Timeline, where all of their procedures are listed.
In the top right corner, tap on the + icon to add a new procedure.
Choose a body part from the "Procedure Type" menu where you will be taking procedure photos to proceed.
Enter The Provider Name and Clinic Name. If you need to change anything, tap on the drop-down menus and make your edit accordingly.
Under Appointment Information, click on Appointment Time to select the appointment associated with this new procedure. If the client hasn't booked an appointment, you won't be able to select anything here. You can still proceed with the procedure without an appointment booked through Aesthetic Record.
To Add A Medical Questionnaire, select the appropriate questionnaire and go through the questionnaire with your patient. If you see a check mark next to a questionnaire, this indicates it has been completed.
*If you need your client to do the questionnaire by themselves, while you're on the questionnaire window, tap on the lock icon to lock down your iPad and hand it over to your client. This feature is especially important for HIPAA compliance. Once the questionnaire has been answered, tap Save.
Click Next in the right corner to move to the next step.
Select the consent(s) for the patient to sign. Once consent(s) have been selected, Click Sign in the right corner. Just like the questionnaires, you may lock your consent form to pass your device to your patient. After the patient has reviewed your consent, Click Sign in the upper right corner. The patient will receive a signature box to sign.
Click into the photo boxes to upload procedure photos. If your client doesn't want to take photos, you can use the template images instead by tapping on Use Template. Go through the template photos 3 times.
Now that you have your photos, let's go ahead and log some products on them.
Tap on Select Product/Package and your inventory will pop up. This will be a direct reflection of what your inventory looks like. That's why it's important to set up your product listing and pricing prior to this.
Select a product or standard package from the listing and depending on the amount of product you're applying per injection, change the product's unit
Now, double tap on the face in the photo to indicate where you were applying the treatment.
If you are applying more than one product, you can tap on the + button again and select another product. Using the Draw button on the left, you can change the coloring and shape of this new product to differentiate it from the first product.
Tap on Draw and choose the appropriate shape and coloring, then apply it on the face again.
Continue to apply products to this procedure as you wish.
Once you are done with the procedure, tap on the floppy disk icon in the top-right corner to save it.
Now, let's head over to the Treatment Summary tab. You will find the products that you used here.
Tap on + Traceability to add traceability information to your procedure.
Aesthetic Record will automatically pull information from your inventory and allow you to pick batches of product that you have stock for. Specify the Batch ID of your product and the number of units that were used in the drop-down menus here and tap Add.
Once you have added your traceability information in, the units that were used for this treatment will be automatically deducted from your inventory.
Now let's go all the way back to your patient's Cosmetic Timeline. You will notice that there's a new procedure on this timeline - the one that you have just added.
Navigate to the procedure and tap on Add Notes to add a note to the procedure. The note can be about anything related to the treatment that you want to keep on record.
With the procedure added, you can also take your client's payment by tapping on the Take Payment button.
At the bottom of the screen, you can maximize your client's cart. Everything that you logged in the treatment summary will be automatically sent here to compute the sale.
If you need to apply a discount, tap on the product and enter the relevant discount on the Product Details window.
Similarly, if you need to delete an item from the customer's cart, click on the minus sign on the right of the cart.
Hit the Charge button in the bottom right corner and follow the prompts there to finalize your transaction.
Create a Procedure via Web
It is much easier and more effective to add a new procedure from the iPad or an iPhone app.
In the case that you need to get old photos into a chart follow the steps below:
- Click Clients at the top navigation menu.
- Click on the client
- Click on CREATE PROCEDURE.
- Fill in all the required fields.
- Click SAVE.
- Start by filling in whether the procedure is tied to an existing appointment, then select the services to be performed and the clinic to be performed at and give your procedure a descriptive name. NOTE- if an appt was not scheduled you can skip this!
- The procedure “type” dropdown will list several body areas to guide you with any pictures that may be required. It will also provide a template to use if the client chooses not to take Pictures.
- Upload any pictures as necessary from your computer.
- You can choose any questionnaires you have set up on Aesthetic Record and answer them right on the page.
- You can also select any consents that need to be signed and upload the patient’s signature directly. When you save the procedure it will update on the patient’s chart and show any consents and questionnaires that were filled.
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Want to know more?
How To Create A Procedure Template for the Health Timeline
Name a Procedure
Manage Clinics or Locations
Complete Medical Questionnaire via iPad/iPhone
Sign my Chart and Send it to the MD
Add Procedure Notes
View a Completed Questionnaire
Health Timeline and Procedure Templates
Edit, Add, Move Injections
Change Procedure Photo
How to conduct a Fitzpatrick Skin Types Test on iPad/iPhone
Compare Before and After Photos via iPad/iPhone
View Signed Consents
Add More Photos to a Procedure from the iPad
How to sign Consent form via iPad/iPhone?
Add Traceability To a Procedure
Using Lock Mode For Consent Signing and Questionnaires
Delete a Procedure
View All Procedure Notes
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