Checklist: Imaging System for Aesthetics-Paper to EMR

Checklist: Imaging System for Aesthetics-Paper to EMR

“Boil things down to the most fundamental truths. Then reason up from there.”

-Elon Musk

Aesthetic Record’s quick checklist for a smooth EMR transition. 

Aesthetic Record Electronic Medical Tablet


 Make a Plan

Integration of a new EMR system won’t happen overnight, it needs a solid planning session. If you are struggling to see the benefits, contact a planner and get some help creating a strategy. 

  • Make staff training a separate, mandatory process:

Staff members have already developed their own systems and many will be set in their own ways. Be prepared for the fact that some will adjust to electronic medical records quickly while others may resist the change.

Even the sharpest staff needs training when you are implementing a new system; it’s how good habits are formed. The midst of a busy practice day is probably the worst place for a staff to feel the pressure of learning a new system. When people are pressed they develop their own shortcuts, if possible bring in a trainer or consult a tutorial that walks everyone through the new system.


  • Allow extra time for client visits:

Until the entire staff has developed a strong level of comfort with the new EMR system they will need extra time to develop a best practices routine. It’s not unusual for a staff to regress to old, familiar habits when people are feeling rushed.

Remember that your staff will learn to use new applications at different paces, try to remain supportive if some take longer than others. Once they’ve mastered the system, most thriving aesthetic practices don’t know how they functioned without the platform.

  • Agree on a completion date:

One of the best ways to ensure that the clinic will never complete the transition is to omit a completion date from your plan. Half-finished electronic medical record transitions are an epidemic. A large part of the reason that we often hear about EMR security breaches and dissatisfied practices is that they have a great strategy with a nebulous completion date.

Set criterion for past records:

A majority of practices choose to use a patient’s last visit date as the first layer of criteria. If it’s been several years since the clinic has seen a client and they don’t have any appointments scheduled, those can typically be the last files you convert when you’re transitioning from paper to EMR.

  • Find an aesthetics focused system:

beautiful woman wearing a sarong at the beach.jpeg

Fortunately, the aesthetic and medical spa community’s need for moving from paper records to EMR has caught the attention of the software development world. But unfortunately, that leaves many practitioners with a well-marketed, largely ineffective imaging system for aesthetics. You only want to do this once, be sure the application you choose is intuitive and designed for the aesthetic practitioner. 


When you’re shopping for the best imaging system for aesthetics look for the following features:

  • An easily accessible before and after photography record:

Your new software needs to incorporate the flow of an aesthetic practice or medical spa. This means an easy viewing area for photos that won’t risk a client viewing your private medical notes. It should also include before and after photos for each treatment, along with a full visual record of the client’s entire journey.

  • A multi-device friendly platform: 

A portable, multi device application allows staff immediate access to client EMR. Front-Desk Personnel are often the hardest working people within a busy aesthetic practice or medical spa. Giving staff portable access to non-confidential medical records is an enormous time-saver and it allows them to give phone clients prompt and informed answers.

HIPAA symbol for paper to Emr transitionHIPAA regulatory guidelines will sometimes require a review of product names, lot numbers, and volumes. An imaging system for aesthetics should integrate this information into each client treatment. This is also best practice for general record keeping when you or a client has a question regarding a previous visit.  


Privacy Screens:

Practitioners need time with their clients; a recent INC magazine article noted that “Personalized product experiences are hugely important for small businesses, as they’re known for their personal touch with customers”.Technology that allows for more face-to-face time between practitioners and clients brings an invaluable sense of trust to the interaction. Privacy screens allow you to track important details during your consultation rather than wasting valuable time later on.

A visual record of client treatments:

The aesthetic practice and medical spa market have several unique needs that are missing from most EMR applications. Make sure the application you choose has the ability to visually mark injection sites and record the products used and volume administered during each visit. This is crucial as it integrates a best practices standard into every treatment.The aesthetic timeline that’s recorded for your clients is invaluable as well.  

Moving your aesthetic practice or medical spa from paper records to EMR is clearly a major undertaking, but with the right plan in place, you can be on your way to saving your practice both time and stress.

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