Frequently asked questions from Clinicminds users


The dashboard view shows all your appointments of the current day. For a week view click the calendar button. You can also view all the appointments scheduled with every one of your registered users. It is also possible to categorise by treatment category.

Yes, it’s possible to mark a patient as ‘arrived’. It will show a chair at the patient’s record meaning the patient is in the waiting room. This way a practitioner will always know when to go and welcome the patient.

Yes, in the section favorites and recently viewed clients. You can mark patients you want to follow up on as a favorite. This makes it very easy to do a follow up on these patients and records.

Yes, you can by achieve this in different ways. First you can click on the patient record when there is an appointment scheduled with this patient. Secondly you can search your patient record by using the search bar.

By using the search bar at the top of the dashboard. You can search on almost every parameter, e.g. family name, first name, date of birth, phone number, email address, social security number etc.

As long as a record in not closed, you are still able to edit some information in this record. For example you can edit the consultation information, treatment information, photo’s, drawings, notes etc. To find these records that need more attention and also still need to be closed you can check the incomplete records tab in the dashboard. Uninvoiced records show records that are open or closed but in either way are not invoiced. Your assistent can use this feature to simply find the record of the client that has to pay.

Yes, just click on the new patient icon on the right upper corner of the dashboard.

Yes, notes are reminders you want to save for yourself or someone else in your clinic and can be shared.

Yes, by clicking the calendar button you will immediately enter the calendar view which provides a day view or weekview of all calendars and appointments.

Yes, via the dashboard you can mark a patient as ‘arrived’. An arrived icon will show on the dashboard. This way the physician will be notified that the patient is ready to be picked up from the main waiting area.

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Yes, our calendar provides a quick and effective way to book appointments with existing and new clients. These will show up in the client record as well as on the dashboard and calendar on the appropriate day and time. All working hours are editable for each practitioner.

Yes! We offer a free, state of the art and completely integrated, online scheduling tool which you can implement on your website. Visitors can schedule their own appointments. This will increase on conversions, unburden your diary service and cut on costs.

Our online scheduling tool is different than many online schedulers out there. We built a scheduling tool that works fast for your customers, verifies your customer and does not require to create usernames and passwords. Fast, effective and a. great user experience.

Yes, it does! You can automatically assign a room or specific equipment to an online booking of a treatment. This way you will never encounter a situation that a piece of equipment is not available for your patient or a specific room is not available.

Yes, you can! You can add a deep-link button to a specific webpage which will automatically lead to the specific treatment showing in your online booking tool. For example, if you add this deep link booking button to your webpage describing a Botulinum Toxin treatment and a viewer clicks this button it will lead him directly to this treatment in the online booking tool.

Yes, they can! All appointment confirmations contain a reschedule / cancellation button which leads customers to an online page to perform this. This will reflect automatically in your calendar. Of course, an email message will be sent to notify the clinic.

Yes, you are free to decide which services to show in your online schedule. It’s even possible to decide which appointment types (consultation, treatment, inspection or after-treatment) to show for different services.

Yes, that is possible and even in combination with appointment types.

Yes, that is possible. It’s possible to set it up per service, appointment type and location.

Yes! When you set up the scheduling tool to allow visitors to choose their preferred physician, clients will be able to select a physician during the online booking process.

Yes, you can! We support three modes for online bookings approval:

  1. Manual
  2. Hybrid
  3. Automatic

In hybrid mode, no approval is necessary when the data of the online booking matches a client in your database.

In automatic mode, full matching and approval are done by the app.

Yes, and it’s super easy! For single practitioners or small clinics, this feature will increase the number of appointments and will keep overhead costs within limits.

Yes, that is possible. The app supports scheduling of only rooms, equipment or even both in case your equipment is mobile.

The nice thing is that it’s also possible to make sure certain rooms or pieces of equipment are reserved when bookings occur online! The widget will take the availability into account.

Yes, that is possible. Each new patient will receive a conformation facilitating them to securely answer the medical history and current medical state questions. The answers will be stored in the patient file.

Yes, your dashboard shows the appointments of today, patients that will visit your clinic. Clicking the calendar button will show a day view and weekview. Apart from this, in every patients file you can see a list of appointments from the past and the future.

Yes, it’s possible to automatically send practitioners a summary of their next day schedule by e-mail at 20:00 hours.

Yes, the system supports appointment confirmations via email and SMS texts. The nice part is that you don’t have to do any manual actions for this ! The system does it automatically for you !

The application will automatically send email and SMS text appointment reminders before the appointment. The nice thing is it’s all automatically. You don’t have to do anything for this. It saves a substantial amount of no show’s and work!

Absolutely! The app will automatically send confirmations and reminders (according to your settings) following an online booking. The nice thing is that this will take place automatically without the need to perform any actions. Just approve the booking and the rest will follow.

Yes! You can define how many hours before the appointment the e-mail reminder should be sent and separately the SMS reminder. For example, you can automatically send the e-mail reminder 48 hours before the appointment and the SMS reminder 24 hours before. This will reduce the chances of no-shows.

Yes, you can edit this at any time. After e.g. editing the appointment time or date, it’s possible to inform the patient automatically. The patient will receive an email, SMS text or even both stating that the appointment has been changed. The system will send a reminder before the actual appointment should take place.

Yes, you can specify different items for an appointment like the appointment type (consultation, treatment, inspection, etc.), the treating physician, time / date, duration and notes.

Yes, you can edit the templates as you wish. There are templates available for confirmations, cancellations, reminders and rescheduling of appointments.

Yes, whenever an appointment has been cancelled, this event is marked up in the appointment list in the patient file. This creates an clear view of the appointment history.

Yes, whenever a patient doesn’t show up for his/her appointment, this event is marked up in the appointment list inside the patient record. This creates clear view of the appointment history which allows you te respond accordingly the next time this patient contacts the clinic.

Yes, that is possible. This feature is convenient to have better control over the daily schedule of a physician. Instead of phone calls in between patients, physicians now have sufficient time for their call and patients know when to expect it.

Yes, you can set-up a daily update of your upcoming appointments and schedule of the next day. This will be sent by e-mail to the selected physicians.

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Patient overview

Yes, Clinicminds is specifically designed to create patient records, containing personal information, appointment information and treatment records.


Yes, you can add all common personal information of your patient like Name, date of birth, address, phone numbers, email, GP name, pharmacy, social security number, etc.

Yes you can. You can shoot a profile picture directly or assign a profile photo after shooting the photo’s just before a treatment.

Yes, by using the ‘Treatment history’ feature you get an instant quickview of the past treatments as registered in the system. This feature allows the consulting physician to quickly learn about the patient and his/her treatments.

The treatment records, contain all the treatments the specific patient received in your clinic. Every treatment creates a record. Also inspections and / or after-treatments create a record in this list.  This provides an informative overview of all records and treatments regarding this patient. Every record in the list describes the categorie to which the treatment belongs, as well as the treatment date.

Yes, in the section of the patient’s personal information you can choose to register an attention or a warning. An attention means that a practitioner needs to be aware of specific information regarding the patient. This will be presented as a yellow bar and is immediately (very) visible when opening the patient’s file. A warning is used to present critical information in red color regarding the patient.

Yes, each treatment record containing photos will show an icon.

Yes, each treatment record containing prescription(s) will show a prescription icon.

Yes, by using the copy/paste button in the patient overview window you will copy the basic patientl information. Paste this in every document or email you wish.

Yes, the patient overview page tracks all future and past appointments as well as all cancelled appointments or no shows.

Yes, you’re able to block the contact information of patients for certain users. Clinics working with freelance physicians sometimes prefer to block this information.

It’s possible to merge two patient records and determine which information to keep.

Yes, you can register which ID card has been checked, and this will get logged and marked very clearly. This saves time as the Front desk staff will not have to check if this process has been performed before.

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It is possible to register any treatment you like which will probably mean treatments in an outpatient surrounding. You could think about the following treatments: inectables like Botulinum Toxin and Hyaluronic Acids (fillers), laser / IPL treatments, small  surgery, chemical peels, skin therapie, etc.

Yes, you can register the full consultation, starting with the question of the patient, relevant physical examination, conclusion , diagnosis and dynamic discussion points. These points are editable and can be set as optional or required.

Yes, when starting a new record you will follow a flow where the starting point is always the consultation and then the medical history. All the questions regarding the patient medical history are customizable and linked to categories. This means no extra work. Just link a question to multiple categories and you’ll always see the appropriate question(s) during the flow. The list supports different types of question types like yes/no, checkboxes, dropdown lists, free texts and radio buttons.

Yes and it is actually a very useful feature. Through a secured environment the patient can complement his/her personal information and answer the questions about the medical history.

Absolutely! The app supports questions and answers as yes/no questions, drop-down menu, checkboxes and radio buttons.

Absolutely! The application has a perfect solution for informed consents. Informed consents are fully customizable and easy to create. Just check the informed consents you need during the treatment and your patient will be able to sign it digitally. This is very nifty and cool on an iPad but also possible on an PC/Mac.

Yes, the form will be directly sent via email in PDF format.

Yes, you can use AirPrint on an iPad or every attached printer on a PC/Mac.

Yes, just click on the treatment you are performing and if this treatment consist in use of materials click the amount. The price of the treatment will be calculated accordingly. It is also possible to register the LOT numbers of the materials or implants used.

Yes, when setting up treatments in your system you are able to choose a treatment with use of material (and its specifications) or without use of materials. For example, when you setup a treatment using an injectable, you can set up an amount, product name and price for this treatment. But if you setup a treatment not related to materials used, e.g. small surgery, you are able to specify this.

Yes, up to 12 pictures before treatment and 12 immediately after treatment. The nice thing is that you can also use your iPad for that. There are two possibilities:

  1. Shoot directly with your iPad and the picture will be uploaded directly into the patients record.
  2. Use an external camera and upload the pictures at the and of the day to the patients file. To make this very easy just use the reference button to shoot the patients data before or with the patients pictures.

It is possible to register pictures before a treatment and immediate after a treatment. You can also register pictures during an inspection appointment.

Yes and it’s very simple. The app will then perform this automatically.

Yes, just click on the ‘drawing’ button revealing the available templates. When using an iPad you can draw like you are used to on paper using multiple colors. When using a PC/Mac you can draw or type amounts.

Yes, the app contains multiple ready to use drawing templates.

Yes you can register the LOT number directly before or during the treatment. It is possible to make this registration optional or required.

Yes, you can export them to a CSV/Excel file to perform every search you need to.

Yes, during an inspection you are able to mark an issue as a complication. This will be included in a list of complications which can be exported to a CSV file.

Yes, in fact it is very simple to export all the data regarding a registered complication to meet with regulations. The exported list will contain all necessary information (e.g. name, date of birth, treatment date, materials used, LOT numbers etc.) to make sure you will be able to track these patients if needed.

Yes, you are able to prescribe as many prescriptions needed during a consultation or treatment or even after you already closed the treatment. You’re able to create pre-defined prescriptions and also add pharmacies you frequently work with.

yes, you’re  able to register the ASA classification before every treatment. You’re also able to export these registrations for reporting purposes.

Yes, you’re able to compose a treatment plan mentioning the suggested products or procedures as well as drawings created for explanation. You’re able to send this to your customer as a PDF document with a click of a button.

Yes, you’re able to setup treatment packages which you can use for selling and registering consecutive treatments. Think e.g. about a packages of 4 laser treatments or a packages of 3 Botulinum Toxin treatments etc. Do you sell treatments composed of different materials in one session? Then packages are the ideal tool for this.

Yes, we developed an advanced photo comparison tool which allows you to compare photos and if needed to download or immediately send the comparison to your patient.

Yes, you’re able to register the three steps of this international checklist. These steps are the ‘sign-in’, ‘time-out’ and ‘sign-out’.

Yes, you can create and assign diagnoses for every treatment category. During the consultation, you can choose the applicable diagnosis.

Yes, it’s no hassle anymore to register your follow up phone calls in an organized way.

Did you receive a question via email and need to add it to your patient file? No problem, just copy the text, create a new messages record and paste the text inside.

Yes, you can. You are also able to set certain documents as a default for sending after a treatment. If you don’t, you have full control.

Yes, Clinicminds contains a great tool to easily compare before- and after photos. This comparison can be printed, saved and also e-mailed directly to your client. This comparison image will contain the clinic logo below which is a great tool for marketing as well (social media, website, etc.)

Yes, if you want to compare specific areas of a before- and after photo, you can zoom in on both photos individually. You can send the zoomed version to your client by e-mail.

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Invoicing and administration

Yes and it’s unbelievably simple. After finishing your treatment and continuing to the payment tab, you will see a summary of the treatment and costs. If everything is correct, just click on the pay button and choose the payment method. After payment is confirmed, the application will automatically create an invoice as PDF which you can send to your patient via email with just one click.


Yes, you can! You’re able to use volume pricing or use the feature to sell treatments as packages, for example, 1 zone of Botox for 200, 2 zones for 350, 3 zones 4 for 495.

Yes, for extended privacy reasons you can send an invoice without the patient personal details printed on the invoice.

Yes, just use AirPrint on an iPad or any printer attached to your PC/Mac.

Yes, when setting up the payment you can choose an additional product. This will be automatically calculated. It is also possible to register product sales without registering a treatment.

Yes, you are able to credit complete invoices as well as part of an invoice.
It’s also possible to credit invoices for product sales.

Yes, as privacy is very important to us, it is possible not to send the invoice to the patient’s email. The invoice will be registered in the application and revenues will, of course, be calculated.

Yes! You’re able to create and register credit invoices. You have the freedom to credit complete amounts or perform partly credits.

Yes, during payment you can register a discount for an individual treatment or the total amount. You can choose a specific amount or a percentage. Don’t worry about calculating because the system will do this for you. You can approve or disapprove this feature using user rights.

Yes, you’re able to compose a quote and immediately send this as a PDF document to your customer. You’re able to schedule and send an automatic reminder as well.

Yes, and it’s straightforward and simple. Just make sure the physician marks the treatment as a medical treatment by selecting the applicable check box.

Yes, you’re able to keep track of materials used during your treatments, e.g., Botulinum Toxin or a dermal filler. But also the stock of individual product sales like e.g., lotions and cremes. Does the clinic have multiple locations? No problem! Stock is available per location as well.

Yes, this text will print on every invoice created. Some clinics will use it to print the clinic’s insurance company code. Others will add a particular message to the invoice.

Yes, like with the invoices it’s possible to add a default text to quotes.

Yes, you can actually delete all the information of a patient but it’s also possible, per explicit request by the patient, to delete all the medical info and archive the administrative documents like invoices and

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Account and billing

When registering for Clinicminds, you get billed for the number of practitioners working and registering treatments in your clinic. In other words, you only get billed for the number of practitioners that really register a treatment (which is set in the user rights). All other staff, e.g. assistant(s), operators, accountants, etc. can use clinicminds for free.

To register for Clinicminds, please contact us by using our contact form. We will provide you with a registration form to signup. After registering you can start using Clinicminds, either on a PC or on an iPad. To use the App on a PC (Windows/Mac) start your browser and visit Remember you can always create a shortcut on your Desktop. To use the Clinicminds App on your iPad, download it first from the App Store.

Clinicminds is a subscription based application, billed monthly to your credit card.

Yes, you can edit this yourself within the app.

That all depends on where you are situated! For EU customers with a VAT number: enter your VAT number in the clinic data tab. Once your number has been verified, VAT will not be applied to the subscription price. Don’t forget to enter your VAT number, otherwise VAT will be applied to the subscription price. All customers without a valid VAT number, VAT (value-added tax) will be applied to the subscription in the following EU countries: Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, and the United Kingdom. For customers in the Netherlands 21% VAT will always be applied to the subscription price. Outside the EU: VAT will not be applied to the subscription price.

No we do not charge any sign up fees and there are no hidden costs while using the application.

Of course we are doing everything to keep our users satisfied and we are working constantly to improve our product. If you unfortunately choose to stop using Clinicminds, choose the billing tab from the menu and choose to stop your subscription. The billing will stop at the end of the current month. Remember that acces to your account will also be prohibited.

Yes you can set your own username and password. Be aware of the fact that you need manager rights to change this information.

Yes! Because many clinics lack one resource in particular, time, Clinicminds offers a setup service to save you that precious time.
We offer a setup service up to a maximum of 3 hours. The price for this service is 375 euro (excl.vat and excluding implementing the online booking widget on your own website). During these 3 hours we will add as much relevant information to your account as possible, so you will be able to start using Clinicminds as quickly and smoothly as possible. Keep in mind that you will need to have an active subscription to use this service.

Before adding your information we will send you a form, requesting information about your treatments, forms, medical questions etc. We need this information before we can begin to set up your account. Collecting this information will take you some time. We will need to receive all your information upfront and digitally.

Why do we need your information? Because every clinic works a bit different, offers different treatments or services and have their own specific consent forms and medical history questions. We are not allowed to provide you these because of ethical and legal reasons.

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Data and Security

Yes, an internet connection is necessary to use the cloud-based application. You can connect to the internet through a wired connection, WiFi or mobile.

Log in by using your unique username and password. Never provide this information to others.

Yes! You can secure your account login by activating two-factor-authentication with Google Authenticator.

As a clinic manager or owner, you can require all users to activate two-factor-authentication for their account.

As Clinicminds is a cloud-based solution, all data will be stored automatically on secured servers. Clinicminds uses servers of Amazon Web Services (AWS). All the data is backuped daily on a different server which is physically based in a different place. All stored data is encrypted.

No, that is not necessary as we backup your data for you! So don’t worry anymore about losing your data.

Data are encrypted using 2048-bit SSL connections during transmission, and stored on highly secured servers. In addition, all data are back-upped multiple times per day to different physical locations and is encrypted.

Yes, they are secured by SSL certificates and encrypted.

No, mobile phone numbers are pseudonymized in the SMS text logs for privacy reasons.This way Clinicminds complies with the GDPR regulation.

Yes, we have been making multiple adjustments and enhancements to prepare and comply with the GDPR regulation.

All the data stored within the Clinicminds application is owned by the clinic. If you decide to terminate your subscription and stop using Clinicminds, we will be able to export data as a CSV file and PDF’s.

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Clinic Settings

Yes, you can upload your logo to the application. This logo will be used on all generated documents from the application.

Yes, your clinic logo is added to the automatically sent emails.

Yes, you can register all the information about your clinic which is important to print on invoices.

Yes, you can register multiple locations. This information will used in the appointment conformation emails and SMS texts, reminders etc.

Yes you are able to set your own payment prompt, counting in days.

Yes, if you have the managers rights you are able to add or remove users. You will also provide the user with a username. The password will be sent to the new user by secured email.

Yes, by going into the user-right section you can set and define the desired and needed user rights for a specific user. Whenever a user is entitled to register a treatment (that means registering the treatment tab), it counts as a practitioner.

Yes, you are able to generate a new password for a user, which will be sent to this user by email.

Yes, whenever the system administrator resets a password the user will be required to choose a new password.

Yes, you can add every abbreviation you need e.g. VAT, GST, BTW etc.

Yes, by uploading an excel file according to a certain template. This way you can fill your Clinicminds database very fast with your patient personal details.

Yes, if you wish we can set up your account for you. We can add the necessary settings, treatment categories, treatments, questions, consent forms etc. We will ask you to deliver the content to us and we will perform all the work after that. Clinicminds is not allowed to generate the content because of liability reasons.

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Reporting and Finance

Yes, by choosing the revenue monitor in the menu you will be presented with a quick view of the day, week, month, quarter and yearly revenue.

Yes, you can export the daily revenue as a CSV file, which is compatible with excel, numbers and most accounting software. A daily revenue export shows multiple fields, e.g. date of treatment, patients data, physician, location, total amount, payment method, materials used, etc.

Yes, you can export this as a CSV file ready for importing into accounting-software, printing or sending if necessary!

Yes, you can export this as a single PDF file, containing all the invoices of the specified period. This file is ready for convenient printing. Make sure you have sufficient paper in your printer and just hit the print button. You can also send the file e.g. by email.

Yes, this is available. Need to be more specific? Just use the filters to narrow the overview per physician or location.

Yes! Clinicminds has a large set of ready-to-use management reports available. These reports provide valuable insights. You’re able to export these reports immediately into excel and analyze accordingly. Think about: – Number Appointments – Number of cancellations – Number of no show’s – Patient retention – Birthday lists – Total spending – Patients by treatment etc.

Yes, you can and it’s very simple. The financial reports will show all tax amounts which makes it very simple to file tax reports. Tax amounts are shown per tax rate (when using different tax rates) in the financial report.

Yes, you can download a report of how many appointments have been scheduled directly online. This way you can learn what the impact of online scheduling is for your clinic.

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Devices and connectivity

Clinicminds is designed for apple iPad, iPhone and every PC (Windows/Mac).

Yes, we have a mobile app for iPhone that enables you to schedule, reschedule and cancel appointments on the go. Also review your patient, photos and drawings.

Open the Appstore on your iPad and search for Clinicminds. When found, install this using the Appstore. Keep in mind you will need your username and password of the Appstore account. Installing the App is free.

On a PC/Mac you need to use a browser to open Clinicminds. We advise you to use one of the following browsers

  • (google) Chrome
  • Safari

These browsers consist better developers packs which work better with new (mobile) cloud-based applications. Keep in mind that Clinicminds will not function properly when used with Internet Explorer. We advise you to create a shortcut icon to the app with the following url:

Whenever you need to log in to Clinicminds doubleclick the icon and it will direct you immediately to the login page.

Yes, you can login from every location in the world using a PC/Mac with the appropriate browsers, or by using an iPad with Clinicminds installed.

Yes absolutely. Make sure your 3G/4G connection is active and login as usual.

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Yes, Clinicminds allows you to have a complete insight in your patient database and treatment analytics. It’s very easy to export your patient database and use this info for email marketing and analysis.

Yes, absolutely. Clinicminds introduces the automatic treatment reminders which sends a patient an automatic reminder after a set period of time. It’s a marvelous feature which proved itself already during extensive testing.

Yes, you can set the number of days after a clinic visit to send out an automated email requesting an online review on a specific website or redirecting to a survey, for example, survey monkey.

Yes, and the nice thing is that you can edit the text yourself.

Yes, you can sync your database with MailChimp and automatically add clients that signed up for your newsletter. You can choose which fields you wish to sync with MailChimp.

Yes, by using the sync with MailChimp you are able to set up automatic birthday wishes. Each customer will receive the birthday wish on his/her birthday. Use this smart feature for as great marketing tool.

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