Manage Services

Manage Services for Booking

Manage Services for Booking

Add, edit, or delete services for scheduling purposes via web

Services refer to the medical treatments you provide to your patients. The services you'll set up in Smart Configuration will show up on both the online booking (for patients) and the AR calendar booking (for clinic employees) pages.



In this article, you can find instructions on how to:

A. Create a Service for Booking

B. Edit a Service (attach clinics, providers, forms, equipment/resources, change the name, etc.)

C. Delete a Service

D. Edit a Service Category (disable, rearrange, etc.)

A. Create a Service for Booking

1. Add a Service Category

You first need to create a category for your service.

Log in to your account via https://app.aestheticrecord.com/login to do this and click on Appointments > the Gear Icon (next to Clinic View) > Smart Configuration > Services > Manage Categories.

In the window, enter the name of your service category (for example, Wrinkle Relaxer for the Botox/Dysport service). Make sure to turn on the Category Status toggle to make it active. Hit Save and then the x in the upper right hand corner of the window. ******These service Categories are also died to your Online Booking Screen. You can also create categories named "Existing or New" patient to separate the type of consents/questionnaires that the patients receive. 


2. Create a Service

Then you can start adding a service. On the same page, click on Services, and then Create Service to do this. You can create either an in-person or a virtual service.

In-Person Service

The first tab, which is 1. General, will require you to select and input the following the information:

Service Category: The category that your service belongs to. Note that a service can belong to several categories.

Available at clinics: The clinics where this service is offered. Note that multiple clinics can be chosen here.

Select Duration: Duration refers to the average duration of this service. This lets your calendar know how much time to block out whenever the service is booked. You also need to take into account break time for this duration. If you can't find a suitable duration from the drop-down menu, choose Custom and specify the number of minutes it will take.

Service Name: The name of the service.

Select Providers: Choose the provider who'll be performing this service. Note that only users set as "Provider" can show up here.

Can't Book With (optional): If you have any other service that should NOT be performed at the same time or on the same day with this service, choose them here.

Hit Continue.

Under 2. Clinical Resources, which is the second tab, you can attach and add the following to the service:

Select Questionnaires (optional): This is where you link any questionnaire that you have created to this service. The questionnaires will be sent to the patient portal following their booking. 

Select Consents (optional): This is where you tie in any consents that you want the patient to sign from the patient portal.

Note that you need to set up your Resource Schedule before they can show up in this option. 

Select Pre-Treatment Instructions (optional): Pre-treatment instruction is a document containing information on how and what to do prior to an appointment. You can link any instruction that you have set up here. They will be sent to the customer via email anytime this service is booked.  

Select Post-Treatment Instructions (optional): Similar to how pre-treatment instruction works, post-treatment instruction contains information on how and what to do after an appointment. You also need to set up your instructions beforehand. 

Description shown for Smart Booking: This is the service description your customer will see when they are booking the service online. 

Select Survey (optional): This is where you link any survey you have for your customers to answer. Again, you need to set them up before you can link them here.  

Hit Continue.

The last tab, which is 3. Additional Info, will ask you four different questions that you can answer by turning on or off the toggles:

Does this service require equipment?: If this service requires you to schedule equipment, choose Yes. If the service doesn't require any particular equipment, or if the equipment is available all the time at your clinic and the booking is done manually in-house, choose No. Aesthetic Record will make sure that the equipment is free whenever someone books this service.

If you choose Yes, you will have to select a device that you have set up in your Equipment Schedule. Click on Choose device to select a device or Add New Device to add a new one. It is recommended that you revisit your equipment schedule to edit the schedule should you choose to add a new device here. 

Is this service available for Smart Booking? (optional): Choose Yes to enable your patients to see and book this service online.  

Disable Card Capture for this service? (optional): Choose Yes if you don't want to ask for credit card information when this service is booked.

Is this service a free consultation? (optional): Choose Yes if this service is a free consultation where you provide advice to the patient for free. 

Once you're finished with the service, click Save. Continue to do so until you've added all necessary in person services.

Virtual Service

Service Category: The category that your service belongs to. Note that a service can belong to several categories.

Available at clinics: The clinics where this service is offered. Note that multiple clinics can be chosen here.

Select Questionnaires (optional): This is where you link any questionnaire that you have created to this service. The questionnaires will be sent to the patient portal following their booking.

Is this service a Free Consultation?: Here if you choose Yes, the patient won't be charged.

Where do you want to charge?: Here you can select whether to charge you patient upon booking or upon procedure creation.

Service Name: The name of the service.

Select Providers: Choose the provider who'll be performing this service. Note that only users set as "Provider" can show up here.

Select Consents (Optional): This is where you tie in any consents that you want the patient to sign from the patient portal.

Select Duration: Duration refers to the average duration of this service. This lets your calendar know how much time to block out whenever the service is booked. You also need to take into account break time for this duration. If you can't find a suitable duration from the drop-down menu, choose Custom and specify the number of minutes it will take.

Description shown for Smart Booking: This is the service description your customer will see when they are booking the service online.

Once you're finished with the service, click Save. Continue to do so until you've added all necessary virtual services.

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Log in to your account via https://app.aestheticrecord.com/login to modify a service.

Click on Appointments > the Gear Icon (next to Clinic View) > Smart Configuration > Services, and then select the service (in person or virtual) that you want to edit. When you're done editing, hit Save.

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C. Delete a Service

To delete a service, log in to your account via https://app.aestheticrecord.com/login.

Click on Appointments > the Gear Icon (next to Clinic View) > Smart Configuration > Services and then select the service that you want to delete. Hit Delete in the bottom left.

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D. Edit a Service Category (disable, rearrange, etc.)

Log in to your account via https://app.aestheticrecord.com/login to do this and click on Appointments > the Gear Icon (next to Clinic View) > Smart Configuration > Services > Manage Categories.

Click on Edit to edit the service category. You can modify the name at the top. If you want to disable the service category, simply turn the CATEGORY STATUS toggle off.

If you want to delete it, simply click on Delete and if you want to rearrange the service categories as they appear on your online booking page, drag up or down the 3 Dots next to the service category name.

Important note: If you disable or delete a service category, the services attached to it will disappear from your online booking page.


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