1. Accessing the AI Tools
The AI tools are available inside patient appointments within your AesthetiDocs account.
Where to Find the Tools
To access the AI tools:
Open your AesthetiDocs account.
Start or open a patient appointment.
Enter the patient’s treatment journey.
Go to either:
Consultation, or
Record.
Use the AI Assist toolbar at the top of the page.
What You Can Do from the AI Assist Toolbar
From the toolbar, you can:
Record and transcribe voice notes.
Upload pre-recorded audio.
Improve or restructure written notes.
Analyze treatment notes.
Generate a PDF report.
Copy specific sections from an analysis.
2. Recording, Uploading, and Transcribing Voice Notes
Voice dictation allows you to record spoken information and convert it into written text. This can be used during the consultation, during the treatment, or after the patient has left.
When to Use Voice Dictation
You can use voice dictation to:
Record a full consultation.
Record a treatment from start to finish.
Dictate treatment notes after the appointment.
Upload a pre-recorded voice note from another device, such as your phone.
How to Start a Live Recording
To record directly in AesthetiDocs:
Open the patient appointment.
Go to the Consultation or Record section.
Select the voice dictation icon from the AI Assist toolbar.
Click Start Recording.
Continue the consultation or treatment as normal.
Use Pause or Stop if needed.
Save the recording once complete.
The system will then process the audio and create a transcription.
Important Recording Tips
For best results:
Keep the device in the same room as the conversation.
Make sure the microphone can clearly pick up the practitioner and patient.
Speak clearly when dictating notes.
Review the transcription before using it in the patient record.
How to Upload a Pre-Recorded Voice Note
You can also upload an audio file recorded outside AesthetiDocs.
To upload a recording:
Record the consultation, treatment note, or summary on another device.
Open the relevant patient appointment in AesthetiDocs.
Go to the Consultation or Record section.
Open the voice dictation tool.
Upload the audio file.
Click Save Recording.
Allow the system to process the file.
Review the generated transcription.
Note About Long Transcriptions
Voice dictation creates a verbatim transcription. For longer consultations, this may result in a long block of text. In these cases, use the AI improvement tool to turn the transcription into a structured clinical note.
3. Improving and Structuring Treatment Notes
The AI improvement tool can turn basic notes, voice transcriptions, or quick notes into clearer, more structured documentation.
What the AI Improvement Tool Can Help With
You can use it to:
Convert voice notes into structured medical notes.
Improve basic treatment notes.
Reformat long paragraphs.
Expand shorthand into fuller documentation.
Make notes clearer and easier to read.
Create reusable note templates.
Refine documentation before saving it to the patient record.
How to Improve a Note
To improve a note:
Open the transcription or treatment note.
Select the AI improvement/chat-style tool from the AI Assist toolbar.
Enter a clear prompt explaining what you want the AI to do.
Include any specific sections or requirements you want.
Press Enter to generate the improved note.
Review the output carefully.
Edit anything that needs clinical correction.
Click Save and Use.
Save the final treatment note.
Example Prompt
Convert these voice notes into a clear, structured medical note. Include the patient’s concerns, relevant medical assessment, risks and complications discussed, treatment plan, and any follow-up advice.
Suggested Note Structure
You can ask the AI to organise notes using headings such as:
Patient details
Presenting concerns
Relevant medical history
Medical assessment
Treatment provided
Risks and complications discussed
Treatment plan
Aftercare advice
Follow-up recommendations
Best Practice for Prompts
The quality of the output depends on the quality of the instruction. For stronger results:
Be specific about what you want.
Tell the AI which headings to include.
Mention the level of detail required.
Ask it to keep the note professional and clinically structured.
Always review and edit the final result before saving.
4. Analyzing, Copying, and Exporting Treatment Notes
The analyzer tool reviews treatment notes and provides additional insight into the consultation or treatment record.
What the Analyzer Can Show
The analysis may include:
A breakdown of the clinical note.
Conversation analysis.
Patient sentiment.
Patient confidence.
Practitioner confidence.
Patient engagement.
Whether the patient appeared satisfied.
Suggested treatments.
Alternative treatment options.
Patient history.
Key findings from the interaction.
How to Analyze a Treatment Note
To analyze a note:
Open the completed treatment note.
Click Analyze.
Allow the system to process the note.
Review the generated analysis.
Use the information to support your documentation review.
Important Clinical Reminder
The analyzer is designed to support documentation and reflection. It should not replace clinical judgement. Always review AI-generated analysis carefully and apply your own professional assessment before relying on or saving any information.
How to Generate a PDF
To create a PDF from the analysis:
Open the completed AI analysis.
Review the sections available.
Select the sections you want to include.
Click Generate PDF.
Download and store the PDF as needed.
How to Copy Specific Sections
You do not need to export the full analysis every time.
To copy selected information:
Open the AI analysis.
Review the generated sections.
Select the elements you want to use.
Copy the relevant content.
Paste it where required.
This is useful when you only need part of the analysis rather than a full PDF.
5. Saving, Reusing, and Sharing Notes
AesthetiDocs allows you to reuse strong note structures, save prompts as quick notes, and share useful content with your clinic.
Pinning Useful Notes
Pinning is useful when you create a note structure that works well and want to reuse it as a starting point in future appointments.
To pin a note:
Open the AI improvement tool.
Find the note or output you want to reuse.
Select the note.
Click Pin to Top.
The note will remain pinned for future use.
Reusing a Pinned Note
To reuse a pinned note:
Open the pinned note.
Enter a new prompt asking the AI to adapt it.
Add the new patient details and treatment information.
Generate the updated version.
Review and edit the note.
Save it to the patient record where appropriate.
Example Prompt for Reusing a Note
Change this note for patient Jane Doe. Update the presenting concern, treatment provided, risks discussed, and aftercare advice based on today’s appointment.
Creating Quick Notes from AI Outputs
You can save useful AI-generated content as a quick note.
To create a quick note:
Generate or open an AI note.
Review the content.
Click the Add button at the bottom of the note.
Save the content as a Quick Note.
Reuse the quick note in future documentation.
Benefits of Quick Notes
Quick notes can help you:
Build a library of reusable documentation.
Reduce repetitive typing.
Standardise note formats.
Speed up future treatment records.
Keep documentation consistent across similar treatments.
Understanding Note Privacy
By default:
Your notes are private to you.
Your saved prompts, pinned notes, and quick notes are not automatically shared.
Other practitioners in your clinic cannot see your personal notes unless you choose to share them.
Sharing Notes with the Clinic
When a note, prompt, or template would be useful to others in the practice, you can share it.
To share content:
Open the note, prompt, or saved content.
Click Share with Clinic.
The content will become available to other practitioners within your practice.
You may want to share:
Strong treatment note templates.
Useful prompts.
Common documentation formats.
Standard wording for frequently performed treatments.
Clinic-approved consultation structures.
6. Recommended Workflow
For the most efficient use of the AI tools, follow this workflow:
Start the appointment
Open the patient appointment and enter the treatment journey.
Record, upload, or write the note
Use voice dictation, upload a pre-recorded file, type the note manually, or use quick notes.
Review the transcription or original note
Check that the information is accurate before improving it.
Use the AI improvement tool
Convert the note into a clear, structured medical record.
Clinically review the output
Edit the note where required and make sure it accurately reflects the appointment.
Save the treatment note
Click Save and Use, then save the final version.
Analyze the note if needed
Use the analyzer to review sentiment, confidence, engagement, suggested treatments, and key findings.
Export or copy useful information
Generate a PDF or copy selected sections from the analysis.
Save reusable content
Pin strong examples or save useful outputs as quick notes.
Share with the clinic where appropriate
Share useful templates or prompts with other practitioners.
Summary
The AesthetiDocs AI tools can help practitioners save time, improve note quality, and create more structured treatment records. The main areas are voice dictation, AI note improvement, note analysis, exporting, quick notes, pinned notes, and clinic sharing.
For safe and effective use, always review AI-generated content carefully, make clinical edits where needed, and ensure the final saved note accurately reflects the patient interaction.