Book an Appointment for the Patient

Book an Appointment for the Patient

Book an Appointment for the Patient
Manually book an appointment for the patient via web or app

If, for some reason, the patient is unable to book an appointment from your online booking page, or you disabled online booking, you can schedule the appointment for them in office.


Before booking an appointment, make sure the following are set up first:

-Clinic or locations: Manage Clinics or Location
-Provider user profile: Manage User Profiles
-Services and the equipment/resources they're attached to (if applicable): Manage Services for Booking and Manage Equipment and Resources
-Provider schedule: Manage Provider Schedules

In this article, you'll find information on how to:
A. Schedule an Appointment via the Website
B. Schedule an Appointment via the App

A. Schedule an Appointment via the Website

To book an appointment using the calendar, log in to your account via https://app.aestheticrecord.com/login. Click on Appointments at the top, and then Create on the left.


In your Provider's schedule on the day/week view in the Appointment Book, you can also see the Provider's start and end time for their schedule


The next page will require you to input details about the appointment.


Appointment or Out of office: Select whether it's an appointment or an out-of-office event. Kindly note that this feature is only available on the web.

In Person or Virtual: Choose whether it's an in person or virtual appointment. Please note that a virtual service can only be booked via web,

Provider: Pick the provider who will handle the treatment. Only unoccupied providers will show up on this list. If you haven't set up your providers, learn how to add one here.

Clinic: Choose the clinic where the appointment will take place.

Services: Select the appointment type which is either a service or a service package. These are the services and service packages that you have set up.

Date & Time: Click on the date and time.

Name, email address, and phone number: You can manually input these information, however, if the patient already has a profile in your account, simply type in their name and when their name auto-populates, click on it.

Appointment Notes: If there are special requests from the patient or reminders, simply write them here. If the patient confirms their appointment, you can also add it to this section.

Allow Double Booking: Select whether to allow double booking or not by ticking the box. Double booking allows you to have multiple appointments at the same time. Kindly note that this feature is only available on the web.

Enter Credit Card Details: You'll always need to enter in the patient's credit card details if you want AR to charge them automatically should they choose to cancel or reschedule their appointment, or to not show up on their appointment date. 

Edit Duration: You can shorten or make the service duration longer. Keep in mind that this only affects this specific appointment. 

Allow Booking Outside of Scheduled Hours: You can select a time outside of the provider's scheduled hours. Please note that only clinic staff can use this feature.



Important Note: Every time an appointment for the patient is booked in office, the Enter Credit Card Details box needs to be checked so that the patient's card can be charged afterwards. If the patient already has CC info stored to their profile, you'll still need to tick the box.


Hit Save.

Following the appointment booking, a notice will pop up, prompting you to send a notification to the patient. You can choose to notify them via email or SMS, both, or neither of them. You can also edit the notification message before sending.

Click on Send Notification if you want to send the notification or Don't Send Notification if you don't.



If you attached questionnaires, consents, and pre-treatment instructions to the booked service, they will also be forwarded to your patient following this booking.

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B. Schedule an Appointment via the App

Log in to your account via the AR app. Tap the bubble icon in the bottom right and then the calendar icon above it.


Then you'll be brought to the app booking page where you'll need to add the clinic, service(s), provider, date, and time of the appointment.











Important note: You can only double book appointments and enter in the patient's credit card details (for cancelled, rescheduled, and no show-ed appointments) on the web.


Then add the patient's name, email address, and phone number. You can manually input these information, however, if the patient already has a profile on your account, simply type in their first name and when their name auto-populates, click on it. The system will then auto-add the information for you.


If there are special requests from the patient or reminders, simply write them in Appointment Notes. If the patient confirms their appointment, you can also add it to this section.



You can then choose to notify the patient via email or SMS, both, or neither of them. You can also edit the notification message before sending.


Click on Send Notification if you want to send the notification or Don't Send Notification if you don't.



If you attached questionnaires, consents, and pre-treatment instructions to the booked service, they will also be forwarded to your patient following this booking.



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