This SOP explains how to access a patient record in AesthetiDocs and use the profile to review patient details, appointments, communications, documents, alerts, questionnaires, and photos. It is designed to help team members quickly find the information they need and complete patient-related tasks accurately and consistently.
Key Steps
1. Access the Patient Records Area 0:14
Log in to AesthetiDocs.
Navigate to the Patients tab.
Search for the patient using one of the following:
Name
Email address
Phone number
Alternatively, select the patient directly from the patient list.
2. Review the Patient Profile Overview 0:29
Open the patient’s record to view their full profile.
Use the profile as a 360-degree view of the patient.
Confirm key demographic and contact details, such as:
Name
Date of birth
Postcode
GP details
Use this area as the central source for patient information before treatment or follow-up.
3. Check Appointment History and Details 0:42
Review the patient’s upcoming and past appointments in the profile.
Open any past appointment to view all related information on one page, including:
Notes
Photos
Forms completed during treatment
Return to the main profile after reviewing the appointment details.
4. Review Questionnaires, Forms, Prescriptions, and Communications 1:14
Check the patient’s completed questionnaires and medical forms.
Confirm the date and time each form was completed.
Review any prescriptions linked to the patient.
Check the communications log for system-generated and manual communications, including:
Automated reminders
Emails
Text messages
Open sent emails if you need to review the message content.
5. Send Email or Text Messages from the Patient Record 1:52
Use the patient profile to send an email or text directly to the patient.
Click the relevant communication button.
Complete the required message steps and send the communication.
Verify the message appears in the communications log after sending.
6. Add and Review Patient Alerts 2:15
Add alerts for important patient risks or considerations, such as:
Complications
Side effects
Fainting risk
Relevant medical history concerns
Review alerts before starting an appointment.
Use alerts to reduce the chance of repeating a previous complication.
7. Upload Offline Documents to the Patient Record 2:50
Upload any patient-related documents that are not already stored in the platform.
Keep all patient documents in one place to avoid split paper/digital records.
Use this section to maintain a complete and accessible patient file.
8. Add Reception Notes and Review Medical Questionnaire Status 3:23
Enter non-treatment-specific information in the reception notes section.
Review the patient’s most recent medical questionnaire before treatment.
Check for contraindications or other concerns that may affect care.
9. Review and Use Patient Photos 3:35
Open the patient’s photo history across appointments.
Use photos to:
Review treatment progress
Email photos to the patient
Create before-and-after comparisons
Select relevant images to support treatment discussions in the room.
10. Email Before-and-After Photos to the Patient 4:15
Select up to three before photos and three after photos from the patient’s records.
Add the selected images to a new email message.
Enter a subject line and email content.
Send the email to the patient.
Confirm the email is captured in the email logs for recordkeeping.
Cautionary Notes
Always review patient alerts and the latest medical questionnaire before treatment.
Do not rely on memory for complications, side effects, or contraindications; confirm them in the record.
Ensure any offline documents uploaded are accurate and belong to the correct patient.
Be careful when sending emails or texts to verify the correct patient and content before clicking send.
When sharing photos, confirm that the selected images are appropriate and relevant to the patient’s request.
Tips for Efficiency
Use the search function first to quickly locate patients by name, email, or phone number.
Check the patient profile before appointments to save time during treatment.
Keep alerts updated whenever new medical or treatment-related concerns arise.
Upload documents and notes immediately so the record stays complete and current.
Use the photo comparison feature during consultations to support clearer patient conversations.
Review the communications log to avoid duplicate follow-ups and to confirm messages were sent successfully.