Treatment records
For injectors and aesthetic doctors: record the product, lot number, expiry, dose and areas for each treatment. When a supplier recalls a lot, you can find exactly which patients had it.
Sana K. · P-00042 · 34
Sign and completeCheck before treating: takes blood thinners (from today's medical form)
Medical summary
Allergies: none known
Fitzpatrick skin type: III
✓ Reviewed today by Dr. Amna
Consultation note
Complaint · History · Examination · Assessment · Plan
✓ Consent discussed
Most injectors write down what they used. The question is whether they can find it again when it matters.
A supplier recalls a lot. You need to know which patients had it, and today, not after a weekend with a box of paper files.
Units and areas are scribbled in a planner or a phone note. The next injector can't see what was used last time, or how much.
A treatment log that anyone can edit after the fact is hard to rely on when a patient asks what they were given.
How it works
Treatment records sit inside the visit, next to the consultation note, so recording them is part of finishing the appointment.
From My day, the practitioner opens the patient's visit and sees their medical form and summary first.
Product, lot or batch number, expiry date, quantity and unit, areas treated, technique and notes.
Signing the consultation note completes the visit. From then on, the treatment record is locked.
Every treatment given appears on the patient's record, across all their visits, for practitioners and admins.
Sana K. · P-00042 · 34
Sign and completeCheck before treating: takes blood thinners (from today's medical form)
Medical summary
Allergies: none known
Fitzpatrick skin type: III
✓ Reviewed today by Dr. Amna
Consultation note
Complaint · History · Examination · Assessment · Plan
✓ Consent discussed
For each treatment given in a visit, the practitioner records:
Because every treatment carries its lot number, a supplier recall becomes a question the clinic can answer: which patients had this lot. You find exactly who needs a call, instead of reviewing every patient treated in that period.
It also answers the everyday questions: what did this patient have last time, how much, and where.
The same batch number does a second job. Where the product and batch match something your clinic holds, stock control takes it out of stock by itself, so the write-up your practitioner already fills in keeps your levels right as well as your records.
When the consultation note is signed, the visit is complete and the note is final. It can't be edited or deleted, by the app or directly in the database.
If a detail needs correcting, the practitioner adds a dated amendment showing who wrote it. The original stays visible, which is what makes the record trustworthy.
Clinical notes and treatment records can't be deleted along with a booking or a patient. Every change to the clinical record is logged with who, when and the previous version, and only admins can read that log.
Lot tracking was written with aesthetic clinics and med spas in mind: neurotoxins, fillers and skin boosters. The same fields suit an IV therapy clinic recording each drip's contents, or a dermatology clinic recording a peel.
Treatment records are part of the clinical record, so only practitioners and admins can read them, enforced by the database. Front desk staff and managers never see them. Read more about patient records.
Velvet Lead doesn't make HIPAA compliance or certification claims. If your practice must operate under HIPAA, talk to our team before you store clinical records, including about Business Associate Agreements with the hosting providers.
Honest limits
A record of what each patient received, and nothing it doesn't do.
FAQ
The product, batch or lot number, expiry date, quantity and unit, areas treated, technique and notes.
Every treatment carries its lot number, so when a supplier recalls a lot, the clinic can find exactly which patients had it.
Not once the note is signed. Corrections are added as dated amendments showing who wrote them, and the original stays visible.
Only practitioners and admins, enforced by the database. Front desk staff and managers can't see them.
No. It records what was used on each patient. It isn't a stock or inventory system.
We don't make HIPAA compliance or certification claims. If your practice must operate under HIPAA, talk to our team before storing clinical records, including about Business Associate Agreements.
Book a 15-minute demo and record a treatment with its lot number on our demo clinic.