Expert Guide: Mastering Cosmetic Procedure Provider Training

Table of Contents:

1. Introduction
2. The Flow of the Procedure
3. Starting the Procedure from the Appointment Book
4. Client Check-In
5. Starting the Procedure
6. Selecting the Timeline
7. Charting Photos
8. Customizing the Procedure Name
9. Charting and Pricing
10. Adding Traceability
11. Credit Card Payment and Discounts
12. Promotions and Specials
13. Check Out and Leaving a Tip
14. End of Transaction and Receipt
15. Adding Procedure Notes
16. After Photos and Traceability Info
17. Comparison Tool for Photos
18. Re-Booking an Appointment

Starting the Procedure: A Guide for Providers

In today's fast-paced world, it is essential for providers in aesthetics to streamline their processes and provide a seamless experience for their guests. This includes efficiently recording every step of the procedure from check-in to check-out and accurately scheduling follow-up appointments. In this article, we will walk through the flow of a procedure using Aesthetic Record, a convenient iPad app specifically designed for aesthetics providers.

1. Introduction

Before diving into the details, let's briefly introduce Aesthetic Record. This robust app allows providers to manage their appointments, record procedures, track inventory, and handle point of sale transactions all in one place. With its user-friendly interface and comprehensive features, Aesthetic Record optimizes the workflow of aesthetics providers, making their lives easier and their guest experience exceptional.

2. The Flow of the Procedure

To ensure a smooth and efficient procedure, providers will follow a specific flow using the Aesthetic Record app. In this section, we will Outline each step, from starting the procedure to re-booking an appointment, providing a clear roadmap for providers to follow.

3. Starting the Procedure from the Appointment Book

Once the guest has checked in, the provider will navigate to the Aesthetic Record app on their iPad and access the calendar from the left taskbar. From there, they can initiate the procedure by selecting the appointment from the appointment book.

4. Client Check-In

To mark the guest's arrival for the day, the provider should click on the client's name again and then select the option for client check-in. This action ensures that the provider knows the client has arrived and is ready for the procedure.

5. Starting the Procedure

After completing the check-in process, the provider will click on the client's name once more and choose the option to start the procedure. Depending on the practice, providers may use either the cosmetic or health timeline. In this example, we will focus on the cosmetic timeline, which allows charting of photos during the procedure.

6. Selecting the Timeline

To select the cosmetic timeline, the provider will click on the face symbol, signifying the specific area being treated. For instance, if the provider is performing a hydra facial, they would click on the face while viewing the cosmetic timeline.

7. Charting Photos

During the procedure, the provider has the option to take photos or use a template provided by Aesthetic Record. It is mandatory to capture the first three photos to proceed to the next step. By taking photos throughout the procedure, providers can document the progress and Visualize the results for future reference.

8. Customizing the Procedure Name

To provide a more customized view of the client's past procedures, the provider can enter a specific procedure name. This allows for easy identification and retrieval of the client's history when reviewing the timeline.

9. Charting and Pricing

At this stage, the provider can start charting the procedure using the integrated charting feature in Aesthetic Record. Charting is directly linked to pricing if the provider utilizes the app's point of sale functionality. It also integrates with the inventory management system for enhanced traceability.

10. Adding Traceability

If the provider needs to add traceability information for the procedure, they can click on the traceability tab and input the necessary details. This feature ensures accurate inventory tracking and helps maintain proper documentation for regulatory compliance.

11. Credit Card Payment and Discounts

Once the charting is complete, the provider can proceed to the payment stage by clicking on the credit card icon. Aesthetic Record automatically pulls in the pricing associated with the services provided. The provider has the option to Apply discounts if applicable or add any products the client wishes to purchase.

12. Promotions and Specials

If the provider is running any specials or promotions, they can navigate to the promotions tab and add the Relevant offers to the cart. These promotions are then saved in the client's wallet for future reference and use.

13. Check Out and Leaving a Tip

In the final stages of the transaction, the provider can click on the check-out button to tender the invoice. If the client wishes to leave a tip, the provider can add a custom amount as gratuity to the invoice. Once the transaction is complete, the provider can choose to send a receipt to the client.

14. End of Transaction and Receipt

After completing the transaction, the app will bring the provider back to the client's timeline, where they can view previous procedures, add notes, and document any after-photos. The timeline feature provides a comprehensive overview of the client's aesthetic Journey.

15. Adding Procedure Notes

To provide detailed information about the procedure, providers can click on the "add note" button in the bottom left corner of the timeline. They can also utilize pre-configured dot phrases to expedite the documentation process and ensure accuracy.

16. After Photos and Traceability Info

If the provider missed the opportunity to add traceability information during the procedure, they can easily access the traceability info section and input the required details. Additionally, they can capture after-photos to complement the images taken at the beginning of the procedure.

17. Comparison Tool for Photos

Aesthetic Record offers a handy comparison tool that allows providers to compare photos from different procedures seamlessly. By turning the iPad to the side, providers can view before and after images side by side, enabling a more in-depth assessment of the treatment's effectiveness.

18. Re-Booking an Appointment

Finally, if the client wishes to schedule a follow-up appointment, the provider can navigate back to the appointments section and use the plus sign to add a new appointment. They can select the location, service, provider, and preferred date and time, ensuring a hassle-free booking experience for the client.

In conclusion, utilizing the Aesthetic Record app for aesthetics procedures offers a multitude of benefits for providers. From streamlining the check-in process to charting procedures, managing inventory, and handling transactions, this comprehensive solution simplifies the workflow, enhances guest experience, and allows providers to focus on what they do best – providing exceptional aesthetic services.

Pros:

• Streamlines the procedure workflow for aesthetics providers
• Provides a user-friendly interface
• Integrates appointment scheduling, charting, inventory management, and point of sale functionalities

Cons:

• Requires an iPad for access to the Aesthetic Record app
• Initial setup and familiarization may be required for optimal utilization

Highlights:

• Aesthetic Record is a robust app designed to streamline procedures for aesthetics providers.
• The flow of the procedure includes check-in, starting the procedure, charting photos, and payment processing.
• The app offers features like customizable procedure names, traceability info, and a comparison tool for photos.
• Providers can easily manage appointments, document procedures, and track inventory using Aesthetic Record.

FAQ:

Q: Can the Aesthetic Record app be used on devices other than iPads? A: No, the app is specifically designed for iPad use and is not compatible with other devices.

Q: Is Aesthetic Record suitable for small aesthetics practices? A: Yes, the app caters to the needs of all aesthetics providers, regardless of the size of their practice.

Q: Can the app generate reports for tracking business performance? A: Yes, Aesthetic Record offers robust reporting features that allow providers to analyze their business performance and make data-driven decisions.

Q: Are there any additional fees associated with using Aesthetic Record? A: Pricing and fee structure may vary depending on the package and customization options chosen by the provider. It is advisable to contact Aesthetic Record directly for accurate pricing details.