Aesthetic records: photos, injection maps and notes

An aesthetic record lets you chart exactly where you injected, with how much, on a photo of the patient or on a face or body diagram. Clinicify adds up the totals for you.

Before you start

• Owners and practitioners can work on a treatment record. Receptionists can’t view or edit treatment records, and don’t see Aesthetics in the sidebar.
• You need an aesthetic record. One is created when you complete an appointment whose type has Aesthetic treatment ticked, or you can select New session from Aesthetics in the main navigation or from the Aesthetics tab on a patient’s record. To upgrade a general record, open it and select Enable aesthetic tools.
• To add photos, the patient’s photography consent must be recorded on the record. Diagrams don’t need consent. See Photography consent.

Steps

1. Open the record from Aesthetics, from the patient’s Aesthetics tab, or from the Treatment record link on the booking.
2. If you see Photo consent is required before adding photos., record or apply consent first.
3. Add an image to chart on:
   • Upload photo to take or choose a photo. First choose its label in the dropdown next to the button: Before, After or Progress. The first photo on a record starts as Before and later ones as After. The photo is resized on your device before upload, and you’ll see “Optimising photo…” then “Uploading photo…”.
   • Face - front, Face - side or Upper body to add a diagram.
4. Tap the photo or diagram where you injected. A New point panel opens.
5. Enter the Amount, Unit, Area / muscle, Depth (optional) and any Note, then select Save point.
6. Repeat for each point. Points are numbered in the order you add them.
7. Write any clinical detail in Clinical notes (staff only) and select Save.
8. Add any Aftercare (shown to the patient) and select Save. Both boxes also save when you move out of them.

What happens next

A Totals card above the images adds up the amounts across every point, grouped by unit, so you can see the total dose at a glance. The record appears on the Aesthetics page and on the patient’s Aesthetics tab, with a count of images.

If the record is visible to the patient, they’ll see its photos, each with its label, and aftercare in their portal. They never see the clinical notes, diagrams, injection points, doses or point notes.

Change or remove points and images

• To change a photo’s label, choose Before, After or Progress in the dropdown above the photo. The patient sees the new label in their portal.
• To change a point, tap its number, update the details and select Save point. To delete it, select Remove.
• To remove an image, select the bin icon next to it and confirm with Remove. This removes the image and all its injection points, and can’t be undone.

Good to know

• Select Print to open a Print preview of the record, including the images, a table of points, totals and notes, then Print / Save as PDF.
• If you enabled aesthetic tools on a general record, the clinical notes you’d already written stay in Clinical notes (staff only).
• Point details are stored encrypted.
• Deleting the whole record is covered in Delete a record created in error.