Notes for owners · Industry-Specific Software Guides
How to Manage Skin Clinic Session Packages, Consent and Photos
Tie all three to the session. A package is sold once with its session count, and each completed session comes off the balance. The signed consent is filed against the session date, and the photos carry that date too. GullySystem’s Skin and Aesthetics Clinic Management Software keeps them on one record.
Ganesh HS, Strategy and Technology, GullySystem · · 3 min read
Why these three belong together
Session balances, consent forms and photos describe the same visit. Kept in a register, a file and a phone gallery, they have to be matched by hand.
Filed against the session, they match by date. The therapist sees the plan, the consent flag and the settings used last time. The doctor sees past photos at the review.
The record answers three questions for each procedure: how many sessions are left, whether the form was signed, and what the skin looked like before.
Session packages and the balance
The doctor’s plan lists the procedures and the number of sessions, for example a course of laser sittings or peels. The front desk sells it as one package with an agreed fee, a validity period and any advance.
A session marked done comes off the balance and is dated, with the practitioner’s name. Patients and the desk can both see what is left.
Top-ups are added to the same plan with the doctor’s note, so the original count is never overwritten.
- Whether a missed session counts as used
- How long a package stays valid
- Whether family members may share a package
- Who may change a session count by hand
Consent records for each procedure
A laser, a peel and an injectable carry different consent wording. The clinic’s own text is set up for each procedure, so the patient signs the form the clinic already uses.
The patient signs on a tablet, or on a printed copy that is scanned. The record shows the date, the procedure it covers and who explained it.
A session that needs a form shows a flag until it is signed. This is a prompt, not a lock. For a course, the clinic decides whether one consent covers every sitting.
Before and after photos by concern
Photos are taken on a clinic tablet or phone and sent to the patient record. They are grouped by concern, so a patient with acne scars and pigmentation has two photo series, each in date order.
At a review, the first visit appears beside the latest one. Lighting and angle differ between visits, so the doctor judges the change in person.
Access can be limited to the doctor and practitioner working on that case. Using a photo outside the clinic is a separate decision that needs the patient’s agreement.
What the clinic decides before set-up
The software files forms and photos. It does not write medical or legal wording. The text of each form, which procedures need one and how long records are kept are for the doctor and the clinic’s advisor.
The owner also decides the package rules above and the permission taken for photos. These should be written down before the first patient is migrated.
A clinic that sells no packages and keeps no photos or forms can manage with a simpler record for now.
Procedure rules table
A table with one row per procedure and columns for session count, package validity, consent wording, whether one consent covers the course, and photo permission. Fill it with the doctor before set-up so every rule is settled once.
Open a blank worksheet to printQuestions owners ask
Can the clinic use its existing consent forms?
Yes. The clinic’s own wording is entered for each procedure during set-up, or the scanned form is attached to the record. Which forms a procedure needs is for the doctor and the clinic to decide.
Where are before and after photos kept?
On the patient record, dated and grouped by concern. How long photos are kept and the permission taken from the patient are decided with the clinic.
Can open package balances be moved from the old register?
Yes. Patient records and open session balances are brought across from the old software or paper register. The front desk checks the list before the clinic goes live.