Proper patient record keeping is crucial, yet often overlooked by aesthetic practices.
Between packed schedules, marketing and daily operations, documentation falls lower on the priority list.
However, poor records open the door to significant risks - improper treatment plans, dangerous medication interactions, increased liability, and jeopardized patient health. Ultimately, inaccurate documentation threatens your practice's reputation and medical license.
Here at Calysta EMR, we understand these challenges intimately. From our years of aesthetics industry experience, we designed features to simplify and optimize documentation workflows specifically for medspas and clinics.
As a licensed medical provider, you have legal and ethical obligations to maintain accurate patient health records. This documentation is essential not only for liability purposes, but for providing proper care to your clients.
Complete records allow you and your staff to:
In the aesthetics field, inconsistent or missing patient records can be particularly risky. Many procedures are elective rather than medically necessary. Some, like Botox injections, can interact with other medications or health conditions. Patients may “doctor shop” and receive the same treatment at multiple clinics.
Thorough records minimize liability risks in these scenarios. They also foster trust and communication between you and your patients. Investing time in proper documentation ultimately protects your practice and your license.
Maintaining accurate records requires an organized system tailored to your administrative workflow and staff responsibilities. Here are some best practices for record keeping in an aesthetic practice:
Grouping files by type of treatment, such as Botox, dermal fillers, laser skin resurfacing, etc., makes it easy to locate specific records when preparing for a patient’s appointment. You can even break down categories further, such as injectables for the upper face (Botox, fillers) vs. lower face (lip enhancements, marionette lines).
Creating templates, forms and checklists guides your team to consistently document the key details. Important elements include:
Consolidating records in one electronic health record (EHR) system makes them accessible to any staff member involved in the patient’s care. Digital storage also enables remote access and backups to prevent loss. Options include:
Digitizing forms like medical history questionnaires and consent forms enables more accurate documentation that patients can complete before appointments. This frees up time for treatments.
Periodically review a sample of your patient records to catch any documentation gaps. Identify areas for improvement in your forms, templates or filing system based on what information is missing.
While the above strategies will help you implement a strong record keeping system, juggling the administrative side of an aesthetic practice leaves little time for optimizing workflows. That’s where a purpose-built solution like Calysta EMR comes in.
Our innovative platform completely automates and streamlines patient record keeping by:
|HIPAA-compliant, securely accessible electronic charting
|Protects patient data
|Pre-made templates and forms
|Standardization for accuracy
|Embedding documentation into appointment scheduling
|Seamless workflow integration
|Digitizing forms for online patient completion
|Saves appointment time
|Automatic saving of documentation to patient chart
|Secure cloud backup
|Accessibility without loss
Everything is accessible via desktop or our mobile app for on-the-go convenience. Our aesthetic-specific features like procedure price lists, before/after galleries, and cosmetic injection logs save you time.
With Calysta EMR, documentation and records management is streamlined, simplified, and optimized for your unique aesthetic practice needs. Why not see for yourself? Contact us today to request a demo and discuss bringing effortless record-keeping to your practice.