Treatment records
Injectable lot number tracking, on every visit
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
A recall notice shouldn't start a search
Most injectors write down what they used. The question is whether they can find it again when it matters.
The recall email arrives
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.
Doses in a notebook
Units and areas are scribbled in a diary or a phone note. The next injector can't see what was used last time, or how much.
Records that can be changed
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
Record it once, find it any time
Treatment records sit inside the visit, next to the consultation note, so recording them is part of finishing the appointment.
Open the visit
From My day, the practitioner opens the patient's visit and sees their medical form and summary first.
Add each treatment given
Product, lot or batch number, expiry date, quantity and unit, areas treated, technique and notes.
Sign and complete
Signing the consultation note completes the visit. From then on, the treatment record is locked.
Look it up later
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
Everything a treatment record needs
For each treatment given in a visit, the practitioner records:
- The product used
- The batch or lot number
- The expiry date
- The quantity and unit: units, ml, syringes and so on
- The areas treated
- The technique, and any notes
Answering a product recall
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.
Locked once signed
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.
Kept, even when other things are deleted
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.
Useful beyond injectables
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.
Only the right people can see it
Treatment records are part of the clinical record, so only practitioners and admins can read them, enforced by the database. Reception and managers never see them. Read more about patient records.
For practices in the USA
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
What treatment records aren't
A record of what each patient received, and nothing it doesn't do.
- It records what was used on each patient. It isn't a stock or inventory system.
- It's part of your clinical records, not a full EMR: no e-prescribing, labs, imaging or insurance billing.
- Clinical photos aren't stored in the record.
- Printable or exportable visit summaries aren't available yet.
Built for clinics like yours
- Aesthetic clinics Injectables, skin boosters, consultations and a gallery with consent
- Med spas Facials, laser and injectables with US time zones and campaign tracking
- IV therapy clinics A clear drip menu, suitability notes and careful booking
- Dermatology clinics Medical and cosmetic appointments, doctor schedules and consultations
- Cosmetic surgery practices Consultation requests, careful follow-up and a gallery with consent
FAQ
Questions clinics ask
What exactly is recorded for each treatment?
The product, batch or lot number, expiry date, quantity and unit, areas treated, technique and notes.
How does this help with a product recall?
Every treatment carries its lot number, so when a supplier recalls a lot, the clinic can find exactly which patients had it.
Can a treatment record be edited later?
Not once the note is signed. Corrections are added as dated amendments showing who wrote them, and the original stays visible.
Who can see treatment records?
Only practitioners and admins, enforced by the database. Reception and managers can't see them.
Does it track our stock?
No. It records what was used on each patient. It isn't a stock or inventory system.
What about HIPAA?
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.
Be ready for the recall email
Book a 15-minute demo and record a treatment with its lot number on our demo clinic.