Objective
This SOP explains how to document a patient treatment from appointment start to final summary within AesthetiDocs. It guides team members through forms, photos, treatment notes, prescriptions, payment, and final record review so the appointment is completed accurately and consistently.
Key Steps
1. Start the appointment from the calendar 0:10
Open the AesthetiDocs calendar.
Select the patient’s appointment, or create a new booking if needed.
If creating a booking:
Choose Treatment from the treatment menu.
Select the patient from the patient list.
Choose the correct service.
Click Confirm and Book.
Confirm that booking notifications and any associated forms are sent to the patient.
2. Complete any pre-treatment forms 1:05
Open the appointment and scroll to the Forms section.
Review the automatically assigned forms for the treatment.
If forms are completed in reception:
Use a clinic iPad or tablet.
Click Complete Form.
Have the patient read and sign the relevant form.
Click Submit when finished.
If needed, complete additional forms later during the appointment flow.
3. Enter the documentation flow 2:31
When ready to document the treatment, click Start on the appointment.
Use the documentation flow to record:
Consultation notes
Signed forms
Before and after photos
Facial mapping
Prescriptions
Move through the tabs from left to right, but use the flexibility to go back and forth as needed.
4. Record consultation details 3:38
On the Consultation tab, document the patient’s concerns and treatment goals.
Use the Concerns section to select relevant concerns such as fine lines, wrinkles, scars, or crow’s feet.
Use scaling tools where appropriate to record:
Anxiety
BDD
Depression
Severity
Custom scales
If relevant, add a diagnosis using the available ICD coding options.
Use the consultation notes box or a Quick Note template to save time.
Edit the template as needed, then click Save to generate the time and date stamp.
5. Review and add forms within the appointment 7:13
If using the new forms platform, go directly to the Forms tab.
Review all automatically assigned forms and their statuses.
If additional forms are needed:
Click the plus (+) button.
Choose the form type, such as questionnaire, consent form, or aftercare form.
Select the specific form from the list.
If you want to notify the patient by email, enable that option before adding.
To complete a single form, click Complete Form beside the relevant form.
If the patient needs to complete forms privately while you step out, use the lock button and unlock it with the four-digit passcode from the admin dashboard.
6. Capture before and after photos 9:44
Go to the Before photos section first.
Click the plus (+) button to add images.
Choose how to upload:
Camera icon to take a photo directly on a phone or tablet.
File button to upload from a camera roll, gallery, or computer.
Save the photo directly into AesthetiDocs so it is not stored on the device.
Repeat the same process in the After section once treatment is complete.
Upload as many photos as needed for the appointment record.
7. Send aftercare if needed 11:40
Review the Aftercare tab.
Skip this step if standard aftercare is already automated.
If the patient needs specific aftercare due to complications or special circumstances:
Select the relevant aftercare document.
Click Send to deliver it directly to the patient.
8. Record payment or update the treatment for reception 12:20
Open the Payment tab.
Decide whether payment will be recorded in the treatment room or at reception.
Click Checkout to verify treatment details.
If the treatment changed, update the service to the correct one so pricing is accurate.
If taking payment now:
Select the payment method.
Click Record.
If payment will be taken later, close the payment screen and continue documenting the appointment.
9. Document the treatment itself 13:53
Move to the Treatment Record section.
Add treatment notes describing exactly what was performed.
Use Quick Notes if available to speed up documentation.
Add product photos if needed, including batch and serial number details.
Save all treatment information before moving on.
10. Use facial mapping to record injection points 14:43
Open the patient photo you want to annotate.
Choose the correct mapping tool at the bottom:
Vial for toxin
Needle for dermal filler
Face for other facial mapping treatments
Select the product brand.
Enter dose details and, if available, lot number and expiry date.
Click Add.
Tap the injection points on the patient’s face to map the treatment.
Adjust units or point values as needed, then click Save.
11. Create a prescription if required 16:57
Go to the Prescription tab if the treatment requires one.
Click Add Prescription.
Select the prescriber and treatment location.
Add any relevant notes and click Add.
Complete the prescription form with:
Patient details
Clinic details
Practitioner/prescriber details
Product used
Dose
Sign the prescription and save it.
Confirm that the prescription is linked to both the appointment and the patient record.
12. Review the final appointment summary 18:26
Open the final Summary tab to review the full appointment record.
Confirm that the summary includes:
Consultation details
Forms and statuses
Before and after photos
Treatment notes
Products used
Payment status
Associated documents
Use the comparison tools to review before-and-after images.
If needed, compare current photos with photos from previous appointments.
Access any linked documents directly from the summary page.
13. Generate and share a PDF record if needed 21:07
Click the Print button at the top of the summary page.
Generate a PDF of the full treatment record.
Share the PDF with the patient, insurer, or another authorized third party as required.
Cautionary Notes
Ensure all patient data is handled in line with GDPR and clinic privacy policies.
Do not save patient photos to personal devices when using the in-app camera option.
Only use the lock feature when the patient needs to complete forms unattended, and unlock it using the correct admin passcode.
Prescription steps may not be required for every treatment; follow clinic policy and legal prescribing requirements.
Always verify that the correct treatment, dose, and product details are entered before saving or recording payment.
Tips for Efficiency
Use Quick Notes and reusable templates to reduce manual typing.
Complete forms on a tablet or iPad in reception to save time during the appointment.
Add common aftercare documents and forms as templates so they can be sent quickly when needed.
Save each section as you go to avoid losing work and to create accurate timestamps.
Use facial mapping and photo uploads directly within the platform to keep all documentation in one place.
Review the summary page before closing the appointment to catch missing details early.