Overview
Treatment items are products or stock items used during patient appointments. These can include products such as toxins, fillers, skin boosters, or other clinical items used as part of a treatment.
In AesthetiDocs, treatment items are managed from the Stock Management module under Inventory. Once added correctly, these items can be linked to treatments, used in facial mapping, recorded in patient treatment notes, and tracked for stock management purposes.
This guide covers how to add non-retail treatment items. Retail products are managed separately and are typically linked to checkout.
1. Understanding Treatment Items
Treatment items are different from retail products because they are used during treatments rather than sold directly to patients.
Examples of Treatment Items
Treatment items may include:
Toxin products
Dermal fillers
Skin boosters
Injectable products
Prescription products
Products used during facial mapping
Clinical items used as part of a treatment
Treatment Items vs Retail Products
There are two main types of products in your inventory:
Retail products
Products sold directly to patients.
These can be linked to checkout.
These are covered in a separate retail product setup guide.
Treatment items
Products used during patient appointments.
These can be linked to treatment records.
These can be recorded during facial mapping.
These can include lot numbers and expiry dates where required.
2. Accessing Your Inventory
All products are managed from the Inventory section of the Stock Management module.
How to Access Inventory
To view your inventory:
Go to Stock Management.
Open Inventory.
Review the products currently added to your AesthetiDocs account.
From this page, you can view both:
Retail products
Non-retail products or treatment items
Using Inventory Filters
At the top of the inventory page, you can use filters to quickly review stock levels.
These may include:
All products
Low stock
Out of stock
These filters help you quickly identify which treatment items may need to be reordered.
3. Choosing How to Add a Treatment Item
When adding a new item, AesthetiDocs gives you different setup options depending on how you want to manage the product.
Add a Single Inventory Item
This option is used when you want to add a product without immediately entering a lot number or expiry date.
This is usually the simplest option and is suitable for most treatment items.
Add Stock with Lot Number and Expiry Date
This option is useful when you need to track stock by:
Lot number
Batch number
Expiry date
This is especially helpful for products such as toxin, where you may want to record that you have a certain number of vials from a specific lot with a specific expiry date.
Example
If you receive 50 vials of toxin, you may want to record:
Quantity: 50
Lot number: ABC
Expiry date: 2027
This helps you track which stock is available and when it expires.
4. Adding a New Treatment Item
Treatment items are added from the Add New Item button in the inventory section.
How to Add a Treatment Item
To add a new treatment item:
Go to Stock Management.
Open Inventory.
Click Add New Item.
Choose the correct item option.
For most products, select Single Inventory Item.
If required, select the option that allows you to add a lot number and expiry date.
Enter the product name.
For example, Azzalure.
Add the unit price if required.
This is the price you purchase the item for from your supplier.
Leave the retail price blank if the item is not being sold directly to patients.
Add a SKU or product ID if you use one.
Add the stock quantity if you are using stock tracking.
Select the supplier if required.
Assign the item to the correct clinic location.
Select a product category if required.
Choose the correct medical status.
Configure the item as a treatment record item.
Click Submit.
The item will then be added to your inventory.
5. Configuring Product Details
When adding a treatment item, make sure the product is configured correctly so it links properly to treatments.
Unit Price
The unit price is the amount your clinic pays the supplier for the product.
This is optional but useful for stock and cost tracking.
Retail Price
The retail price does not usually apply to treatment items because the patient is paying for the treatment or service, not the individual product.
For treatment items, this can usually be left blank.
SKU or Product ID
You can add a SKU or product ID if your clinic uses internal product codes.
If you do not use these, they can be left blank.
Stock Quantity
If you are using AesthetiDocs to track stock, enter the number of items you currently have available.
For example:
Add 20 if you currently have 20 items in stock.
Supplier
You can select a supplier from your supplier list.
This is optional, but it can help with stock ordering and product management.
Location
Make sure the product is assigned to the location where it is stocked.
If the item is available at more than one clinic location, you can:
Assign it to multiple locations, or
Add separate product records for each location if you want to track stock separately.
Product Category
You can place the item into a product category to make it easier to find.
For example:
Toxin
Filler
Skin booster
This step is optional but helpful for organising your inventory.
6. Setting Medical and Treatment Record Options
To make sure the item can be used properly during treatment, you need to select the correct medical and treatment settings.
Medical Product Status
If the item is a prescription medication, mark it as a medical product.
For example, toxin products should usually be marked as medical products.
Retail Item Toggle
Do not enable the retail item toggle if the product is not being sold directly to the patient.
Treatment items should normally be added as products used during treatment, not as retail checkout items.
Record Item Toggle
Enable the Record Item option if the item should be available during treatment recording.
This allows the item to link into:
The facial mapping tool
Treatment records
Product usage during appointments
Treatment Category
Select the treatment category the item belongs to.
For example, if you are adding a toxin product, select the toxin treatment category.
Instruments
You can also select which instruments are used with the product.
For example:
Needle
Cannula
Other relevant instrument
Measurement Unit
Select the correct measurement unit for the product.
Examples include:
Units
Millilitres
Milligrams
This ensures that the quantity used during treatment is recorded correctly.
Prescription Requirement
If the product requires a prescription, enable the prescription toggle.
This lets AesthetiDocs know that a prescription is required and helps prompt the correct prescription workflow at the appropriate time.
7. Setting Reorder Levels
If you are using the stock management facility, you should set a reorder level.
What Is a Reorder Level?
A reorder level tells AesthetiDocs when to flag a product as low stock.
For example, if you always want to keep at least 10 items in stock, set the reorder level to 10.
Once the stock quantity reaches or drops below that level, the item will move into the Low Stock area.
Why Reorder Levels Are Useful
Reorder levels help you:
Avoid running out of important treatment products.
Quickly identify items that need to be reordered.
Manage clinical stock more efficiently.
Maintain a reliable supply of commonly used treatment items.
8. Recording Treatment Item Usage During an Appointment
Once a treatment item has been added correctly, it can be recorded during a patient treatment.
How to Record Product Usage
To record that a product was used during treatment:
Go to the Calendar.
Open the patient appointment.
Click Start.
Go to the Record page.
Open the facial mapping tool.
Select the relevant product icon.
For example, the toxin vial icon.
Choose the product brand.
Enter the amount used.
For example, units, millilitres, or milligrams.
Select a lot number and expiry date if already added.
If no lot number or expiry was added previously, enter it manually if required.
Click Add.
Continue marking the treatment areas or injection points.
Click Save once complete.
The product usage will then be linked to the patient’s treatment record.
9. Reviewing Product Usage in the Treatment Record
After saving the treatment record, AesthetiDocs will show the product used within the appointment details.
Where to Find Product Usage
To review product usage:
Open the appointment.
Go to the final treatment record page.
Review the Procedures area.
Check the product details shown under the treatment.
This may include:
Product name
Amount used
Lot number
Expiry date
Treatment area or procedure details
Why This Is Useful
Recording product usage helps you:
Keep accurate patient treatment notes.
Track which product was used for each patient.
Record lot numbers and expiry dates.
Review treatment history in future appointments.
Print or export notes with the correct product details included.