How treatment records work
- Owner
- Practitioner
On this page
A treatment record is the clinical record of one visit: what was done, when, and by whom, with any aftercare for the patient. Every record holds your clinical notes. Aesthetic records add photos, photography consent and injection maps.
How records are created
Automatically, when an appointment is completed. Marking an appointment as completed creates a treatment record for it, named after the appointment type and dated to the appointment. There’s only ever one record per appointment. See Appointment statuses.
Once the record exists, the booking shows owners and practitioners a Treatment record link, so you can go straight from the appointment to the notes.
Manually. You can also start a record yourself, for example for a walk-in treatment:
- On a patient’s record, select the Treatments tab and then New treatment for a general record, or the Aesthetics tab and then New session for an aesthetic record.
- From Aesthetics in the main navigation, select New session and choose the patient.
Enter a Treatment type and Date, then select Create treatment or Create session.
General and aesthetic records
| General record | Aesthetic record | |
|---|---|---|
| Created from | Appointment types without Aesthetic treatment ticked | Appointment types with Aesthetic treatment ticked, or New session |
| Clinical notes (staff only) box | Yes | Yes |
| Aftercare for the patient | Yes | Yes |
| Photos and photography consent | No | Yes |
| Injection points on photos and diagrams | No | Yes |
| Listed on the patient’s record under | Treatments | Aesthetics |
A general record can be upgraded: open it and select Enable aesthetic tools. You’ll find the Aesthetic treatment option when you create or edit an appointment type. See Create and manage appointment types.
The Aesthetics page in the main navigation lists aesthetic records across the whole clinic, newest first. General records are found on each patient’s record.
Who can see what
- Your team: owners and practitioners can open, create and edit treatment records. Receptionists can’t view or edit them at all: they don’t see Aesthetics in the sidebar, the Treatments and Aesthetics tabs on a patient’s record, or the Treatment record link on a booking. If a receptionist opens a treatment record from a link, they see Your role can’t do this.
- The patient: sees the record in the Treatments section of the patient portal, with the treatment type, date, clinician, aftercare and any photos. They never see clinical notes, injection points, products, doses or diagrams.
- Hidden records: if an appointment type has Hide from patient treatment history ticked, records from it don’t appear in the portal at all.
See Aftercare and what patients can see.
Keeping and deleting records
Treatment records are clinical records and are kept for the retention period your clinic follows. Deleting a record archives it: it’s hidden straight away but held until the retention period ends. Only an owner can permanently delete a record that was created in error. See Delete a record created in error.
You can print any record, or save it as a PDF, with Print.
Related
Was this article helpful?
Thanks for letting us know.
Thanks. We read every response.
Questions about this article? Contact support
Related articles
- Aesthetic records: photos, injection maps and notes Record an aesthetic treatment: add clinical photos or face and body diagrams, mark each injection point with dose and area, and keep notes.
- Aftercare and what patients can see What patients see of their treatment records in the portal, how to add aftercare to a record, and how to keep some visits out of their history.
- Appointment statuses: completed, no-show and cancelled What each appointment status means, what Clinicify does when you mark an appointment complete, a no-show or cancelled, and how to undo a mistake.
- Delete a record created in error Archive a treatment record so it's kept for the retention period, or, as an owner, permanently delete one that was created by mistake.