# Clinicminds
> The best in class EMR and CRM system for private aesthetic clinics
> Contact: support@studiolemon.nl
### Posts
#### 1 click record switcher
As we announced in our latest message, we are back to bring you more features and improvements. We hope you’re enjoying our newly designed app as much as we do. But we love to add powerful features to our application.
Say hello to speed and convenience
We’re introducing the new record switcher dropdown. It’s accessible from the record page header. If you need to look back in a patient’s record to review or copy details from several different earlier consultations or treatments, this greatly speeds up the process.
But that’s not everything. The cool part is that you can switch from every tab in a record, which leads you directly to the same tab in a previous record.
We hope you're enjoying these new features as much as we do!
Cheers!
#### 10 tips to boost the share of online bookings over 50%
Ten best tips to grow online bookings from an average of 20% to over 50% of total bookings.
Having online booking availability on your website is essential these days. But driving visitors to click the online booking button and continuing to book an appointment is a process that can be improved to push up the percentage of online bookings.
We like to share our ten best tips to improve conversion and increase your online booking rate above 50% of total clinic bookings. Increasing the number of total online bookings is a big time and budget-saving transition, requiring less manual work to book patients. It’s also an improvement in the services as patients can book appointments whenever they want to also outside office hours.
Create a prominent button with a clear message, leading to your online booking widget.
Place this on a noticeable spot on your website. Don't hesitate to position this button more notable than other contact buttons for a phone call or an online form. Test what works better for you, placement on the left, middle or right end side of your page.
Make sure the button has the right color. The color should match your company colors, but at the same time, there's much research done on colors of CTA (call-to-action) buttons. These colors can stand for trustworthiness, sincerity, creativity, friendliness, wealth, warmth, love, or even stimulate a reaction in the human brain.
Maintain color consistency in booking button color! Don’t use different button colors throughout the website.
Make sure this button is, at least, visible on your home page and the contact page. The button doesn't have to be on top of your page but make sure it’s clearly visible.
Give the button the right size, make sure it’s big enough for visibility and mobile-friendliness.
Remove clutter around your CTA button and draw focus and attention to your booking button. In the end, we want to make sure patients click the button.
Use direct booking links to the service in your scheduler from the different product or treatment pages on your website or even from your social media posts and campaigns. Improve conversions by catching them at the right moment!
Simplify your online booking widget as much as possible. Make it bright and easy to walk through. Nobody likes a vast menu to choose from. It could confuse your patients.
Use specialized online booking software that is responsive and mobile-friendly. Remember that over 80% of your website visitors arrive via their smartphone. The scheduler should integrate with the clinic calendar within your clinic management system and streamline the booking process.
There is not only one right way to execute. Therefore we advise you to implement these tips, measure the outcomes and adapt according to your findings. This way you’ll maximize your conversion for online bookings
#### 3 Essential Metrics for Clinic Success
Tracking your clinic's performance metrics doesn't have to be complex. In fact, with the right clinic analytics, you can get a clear picture of where your practice stands in just a few clicks. In this article, we'll show you three essential medical practice KPIs every clinic owner and manager should know: the Revenue Monitor, Best-Selling Treatments, and Patient Retention Percentage.
You've probably heard about the Analytics API – and yes, it's fantastic if you want to automate your data refresh or build a dashboard. But let's be honest: sometimes you just want to run a clinic report without technical hassle quickly. And you can. We'll show you how simple it is to use these three metrics, both through real-time dashboards and by downloading reports to Google Sheets or Excel.
1. Revenue Monitor: Real-Time Clinic Revenue Tracking
What is it?
The Revenue Monitor is a live clinic dashboard within Clinicminds that directly shows you how much revenue is coming in. You can filter by practitioner, location, day, month, quarter, or year. Want to know how this week performs compared to last week? Or how is Dr. Johnson doing compared to Dr. Smith? It's all there.
Why is this important?
Timing is everything in medical practice management. If you only see at the end of the month that revenue is disappointing, you're too late to make adjustments. With real-time clinic revenue tracking, you can take immediate action: allocate extra marketing budget, optimize appointments, or adjust capacity.
How do you use it?
No downloads needed. Log into Clinicminds, go to the Revenue Monitor, and set your filters. Boom – instant overview. Perfect for your weekly management meetings or to quickly check how the month is progressing.
2. Best-Selling Treatments: Identify Your Top Performers
What is it?
This treatment analysis report (technically: "Number of Records") shows which treatments are performed most often and which generate the most revenue. Think: how many times was a Botox treatment sold this month? And what was the total revenue from your best-selling aesthetic treatments?
Why is this important?
Your marketing budget isn't infinite. If you know which treatments perform best, you can launch targeted campaigns for them. Conversely, if an expensive treatment is barely selling, you know there's work to be done. Do you need to better train your team? Or is the pricing not competitive?
How do you use it?
Run the report through Clinicminds (Reports > select period and filters). Download the file and open it in Google Sheets or Excel. Watch the short video to understand how you can set this up quickly with our clinic reporting template.
Note: Don't just look at volume; also consider profit margins. A treatment that sells frequently but generates low profit is less valuable than a treatment with fewer sales but higher margins.
3. Patient retention percentage: measure clinic loyalty
Now that you know which treatments drive revenue, the next question is: are your patients coming back?
What is it?
The patient retention rate shows how many patients return after their first treatment. You can view this at the practitioner or clinic-wide level. We use a straightforward calculation method: how many patients who visited in period X returned in period Y?
Why is this important for your clinic?
High patient retention means patients are satisfied and trust your clinic. Low retention? Then revenue is leaking away. It's cheaper to retain existing patients than to constantly recruit new ones through marketing. Plus: returning patients often spend more and refer others.
How do you use it?
Download the appointment report from Clinicminds. In our example, we pulled a report from 18 months back, but you can choose any timeframe you'd like to calculate your retention—it's entirely up to you. Copy and paste the data you need into the provided retention calculation template (contact us, and we'll send you the template immediately). You'll see retention percentages per practitioner or for the entire clinic right away.
Important to know: Always interpret numbers within their context. A practitioner who's only been employed for two months logically has a lower retention percentage than someone who's been there for years. Also consider availability: if a practitioner works part-time, that affects the numbers. Include these variables in your clinic performance analysis—don't draw conclusions based on just one number.
Formulas used in the template
Clinic Retention (18 months)
Clinic Retention = Unique patients with > 1 appointment / Total unique patients × 100%
Practitioner Retention (18 months)
Practitioner Retention = Unique patients with > 1 appointment at practitioner / Total unique patients at practitioner × 100%
#### 3 ways to GROW your clinic
We’re back with another blog! This time we’re focusing on clinic growth. Other terms you might have heard are upscaling or expansion. Honestly, those words are a bit misleading sometimes, let me explain!
There’s two types of growth, horizontal growth, and vertical growth. Horizontal growth is the growth we most typically think of. More customers, more employees, more locations. Vertical growth, however, comes in many forms, from offering new services, to breaching a new clientele to transitioning your existing clients to more profitable treatments.
Enough of the more technical stuff. At the end of the day, you want your business to grow! Here are three tips that’ll help you achieve growth instantly!
Start mapping out your clinic
When you’re trying to lose weight, step one is often to muster up the courage to step on the scales. Keeping track of your achievements is a great way to stay motivated to keep at it. You can do the same with your business, but to do that you need data! Fire up your EMR system and generate some reports that allow you to analyze several facets of your clinic. How much do you make each month? Now let’s break that down, what and from who does that money primarily come from? Are you happy with the answer to those questions? If you’re not, start thinking of changes you can implement to tweak these numbers closer to where you want them.
Quality is everything
At the end of the day, no matter how good your marketing is, you’re only as popular as you are good. A few bad reviews and you can kiss your stellar reputation goodbye. It’s time to get your things in order! But what’s the best way to go about that? We recommend professionalizing your workflow. For everyone, that means something slightly different. However, in our experience, many doctors never really sat down to analyze how they work. Which means you haven’t made a commitment to consistency yet. Your skills on the needle might be exquisite, but having a consistent workflow allows you to minimize mistakes and really focus on the client. So for this exercise, think about how you work from the moment someone makes an appointment to the moment you wish them farewell. What is step one? Step five? Step ten? Are you satisfied with these steps? Is their order sound? And can you be doing something to improve matters? From your analysis earlier, is there any part of your clinic you find lacking, that you could enhance by adapting your workflow?
When you’re satisfied with your new ideas, record them somewhere like an electronic medical record system to allow you to follow them consistently!
Allow for and listen to feedback
Things are running now. You might have noticed we didn’t mention marketing, because marketing and its success is a very personal process. However, assuming your marketing is working, you get a few new clients. Now it’s important your inbound marketing is solid. Do you send reminders every once in a while for your patients to come back for the best results? Do you ask them for a review and if they enjoyed their stay? If you don’t do that yet, consider starting. The feedback you might get will be worth its weight in gold. Set this up completely automated in your EMR, and it won’t cost you an extra second either! It’s free feedback that can be converted directly into growth.
End of the day, growth isn’t a solid concept. You won’t magically have more customers because you hired an extra doctor. And for those additional customers that join your business, a doctor won’t magically show up. Upscaling happens naturally, and it’s great! However, to do it in a controlled fashion you need information. Knowledge is key, and acting on that knowledge will give you an edge and allow you to stand out from your competition.
Good luck and we’ll see you all on the next blog!
#### 4 power features for everyday work in Clinicminds
In this article, we will discuss four powerful features that can significantly enhance your daily work efficiency. We will provide tips and tricks that will save you time and effort.
Duplicate consultations and treatment
One of the oldest yet incredibly useful features is the ability to duplicate consultations and treatments. To utilize this feature, simply click on the "New Record" button in the patient overview window, and it will replicate specific data from the previous consultation or treatment of your choice.
Text templates
Furthermore, Clinicminds offers text templates that can be pre-filled. These templates correspond to various treatment categories. Text templates can be used in case history, presenting problem, physical examination, conclusion, treatment plan, report, patient notes, inspection, phone calls, and messages.
These templates come pre-populated, allowing for easy editing or removal of any unnecessary information. This facilitates faster and more efficient work, ensuring consistency in the information you write.
Copy text button
Additionally, we have introduced a new copy button that enables you to quickly and easily copy text fields from previous records. If you need to duplicate information from the case history or treatment tab, you can do so swiftly.
Record switcher
To complement this feature, we have implemented a record switcher. By utilizing this function, you can effortlessly switch between different records from the past. Simply click on the date in the record window header to access this functionality.
Enhancing Power Features with AI Technology
As Clinicminds continually evolves, we're excited to introduce a groundbreaking addition to our power features: Quinn Ai. This AI-driven assistant not only complements our existing tools but also significantly enhances your workflow efficiency. Discover more about how Quinn Ai is setting new standards in Clinic management in our latest article here.
Want to learn more? Chat with us.
#### 4 simple steps to increase your clinic revenue in 2022 with Clinicminds
Clinicminds increases the overall efficiency of your clinic, which then goes to increase the total income of your workplace in general. Commit to these 4 simple steps with Clinicminds and see your revenue increase in 2022.
No time to read? Listen to the story
Clinicminds Team · 4 simple steps to increase your revenue in 2022 with Clinicminds
1. Set up SMS and email treatment reminders
How often does it happen that the patients in your clinic forget to book a new appointment on time? Last-minute efforts at booking an appointment can cause a lot of inconvenience, either to your plans and schedule or to your patient's expectations. However, with the classic, non-automated system, it is either that or tying up the time of your administrative team, or even worse, your medical practitioners, in sending reminders to the patients themselves. The time that can be put to much better use.
Clinicminds deals away with that by implementing streamlined SMS and email treatment reminders. By automating reminders, the software frees up the effectively wasted time of your personnel and optimizes the booking of treatments on time for your patients. In other words, less inconvenience and better organized time means more revenue for the clinic.
2. Connect Clinicminds with your email marketing tools
In the current era of the digital, a large portion of seemingly random and useless data can be used and converted to enhance the targeting of your marketing efforts. Shuffling through the information junk by hand or manually would be futile, but the Clinicminds software automatically gathers useful pieces of information to provide a clearer picture on the ideal target customer, communication habits, desired products and/or services and so on.
Customized campaigns can be the decisive factor in sales and marketing. Offering a pile of sand to a person standing in the middle of a desert makes little sense, but it can happen when you do not have the necessary information and go in the whole affair blindly. This is an extremely simplified example, of course, but connecting Clinicminds to your marketing tools will make sure that you have the information that will help your message go through.
3. Introduce online payments and no-show fees
No-shows can be devastating to the efficiency of your clinic. When a no-show occurs, you have effectively lost the time that could have been dedicated to another patient. It boils down to a double loss. Suffice to say, no-shows should be avoided at all cost.
With Clinicminds, you can observe when a rising trend in no-shows occurs and introduce no-show fees in cases where a missed appointment happens more frequently or if the necessary procedures require large investments in money and resources. This will drastically reduce the number of no-shows and reduce the impact when no-shows do occur.
The added benefit of less no-shows is the increased efficiency of your schedule due to a significant decrease in wasted time. And, as mentioned earlier, more efficiency means more revenue!
4. Implement Clinicminds integrated waiting list
Finally, having an integrated waiting list provides both the patients and your schedule an opportunity to fill a suddenly-emptied slot. This gives a chance for the patients to obtain a more suitable time slot for the procedure all the while reducing the amount of your employees' precious time lost in cases when a gap in the timetable does not get filled.
With Clinicminds, the waiting list is interlinked with the calendar, following through every change wherever it happens, without double entries or other potential errors. As a win-win situation for everyone, an integrated waiting list improves your patients' experience, the productivity of your workplace, and, ultimately, the revenue of your clinic.
Final Thoughts
These 4 steps are simple enough yet tremendously effective when it comes to boosting the profitability of your practice. Want to find out more about the ways in which Clinicminds benefits your clinic? Send us a message
#### 4 Ways to Improve Your Private Clinic's Performance In Any Economic Climate
The global economy is in a state of flux. There are many predictions about the future, and most of them aren’t looking too good. The one thing that we can be sure of is that there will be a lot of changes over the next few years—and not all for the better. So how can you ensure that your private clinic survives and thrives in this environment? To improve your private clinic’s performance in any economic climate, you should consider investing in complete clinic software or software for medical spas.
The following are four key ways to improve your private clinic’s performance in any economic climate:
1. Focus on efficiency
Efficiency is the key to success in any business, but it’s especially important for private clinics. The best way to improve efficiency is to streamline your workflow and make sure that every staff member knows exactly what his or her role is in each patient encounter. If you can do this effectively, then you’ll be able to make better use of your time and resources—and ultimately provide better care for your patients.
2. Increase revenue per patient visit
It can be tempting to increase the number of patients you see each day, but this is actually a bad idea. It’s better to focus on increasing your revenue per patient visit instead. The best way to do this is by making sure that each patient has a thorough understanding of their diagnosis and treatment plan before they leave your clinic—this will ensure that they understand why you’re recommending certain treatments and what results they should expect from them.
3. Reduce expenses
The most important way to reduce expenses is by cutting back on unnecessary supplies and equipment. It’s easy to get carried away when you’re starting out, but it’s important to remember that each piece of equipment or supply you purchase is an investment—and not all investments are good ones.
4. Be consistent with your marketing efforts
If you have a marketing plan in place, it’s important to stick with it. Many new clinics abandon these plans after only a few months because they don’t see the results they were expecting. It takes time for your marketing efforts to take hold—don’t give up on them if you don’t see immediate results.
To learn more about how clinic- or Medspa software like Clinicminds can help you reach these goals, contact us for a live demo.
#### 5 reasons to use patient segmentation for email newsletters
Patient segmentation is a powerful tool for private healthcare marketers to deliver targeted and personalized communications to their audience. By dividing patients into distinct groups based on demographic, behavioral, or psychographic characteristics, healthcare providers can create more effective email newsletters that resonate with their patients. This article will explore five compelling reasons why you should use patient segmentation for your email newsletters.
Personalization: Segmenting emails based on age allows for a more personalized approach to marketing and communication. Aesthetic treatments can vary significantly based on age and target audience, so dividing emails accordingly will ensure a more effective message.
Relevance: By segmenting emails based on age, recipients will receive more relevant content to their needs and interests. This helps to keep their attention and increases the chances of them taking action.
Increased Engagement: When the content is tailored to the recipient's age group, they are more likely to engage with the email. This can result in higher open rates, click-through rates, and conversions.
Better Data Analytics: Segmenting emails by age enables marketers to track and analyze data more meaningfully. By analyzing the response rates and behavior of different age groups, businesses can make data-driven decisions to improve their marketing strategies.
Improved ROI: Businesses can see a higher return on investment for their marketing efforts by targeting the right audience with the right message. Segmenting emails by age can reduce costs and maximize the impact of marketing campaigns, leading to better results and a higher ROI.
Different content for different age groups
For instance, as we delve further into the topic of personalized messaging in aesthetic treatments, it becomes clear that different age groups require unique approaches in terms of treatment options and the way information is presented to them. Consider the following treatments and the tailored message for various age groups:
Profhilo for ages 25-35: The message could be: "Preserve quality and prevent deterioration."
Profhilo for ages 40-60: The message could be: "Restore collagen in your skin for a more youthful appearance."
Botox for ages 25-40: The message could be: "Achieve a more youthful look for younger individuals."
Botox for ages 40 and above: The message could be: "For those with more wrinkles, make your face look more relaxed and balanced."
Implementing Age-Segmented Emails
Implementing Age-Segmented emails requires Medspa software like Clinicminds. To execute age segmentation in email marketing, add age as a field to the data being pushed from Clinicminds to Mailchimp and create rules within the mailing system, or utilize Zapier to connect with alternative mailing systems.
To learn more about email-segmentation with Clinicminds please contact us.
#### 5 strategies to increase the number of appointments in your clinic
In today's competitive aesthetic landscape, standing out and attracting more appointments is crucial for the growth and sustainability of your clinic. Utilizing smart strategies can significantly enhance your appointment rates and foster a stronger patient-clinic relationship.
Clinicminds offers a variety of features designed to optimize your appointment scheduling process. In the following blog, we will explore five effective ways to leverage Clinicminds to increase appointment bookings in your clinic, ensuring a seamless experience for both your staff and your patients.
1. Use appointment magnets
Whether it's a free gift, discount, or special treatment incentive, appointment magnets are effective. Be sure to feature them in your communications - both in-clinic and through social media and newsletters.
2. Make booking an appointment super easy
The facts speak for themselves: studies show that people prefer easy booking systems. Imagine the dilemma faced when visiting a restaurant with a massive menu; such an extensive selection can make diners question the excellence of each dish and complicates the decision-making process. This analogy is pertinent to online booking systems as well. Therefore, the goal should be to make the booking process concise and user-friendly.
It is advisable to avoid complex sign-in procedures that require a username and password, as well as to use lengthy forms. Similarly, just as a restaurant menu would benefit from being selective and refined, an online booking widget should present a carefully chosen range of options, steering clear of overwhelming the customer with countless treatments to choose from..
3. Emphasize exclusivity
Communication featuring language that suggests exclusivity showed a significant increase in appointment conversions. Use quotes like: "Gain early access to this treatment.", "Limited treatment package." or "Gold customers-only access."
4. Treatment reminders
Numbers add clarity, so including them in your automated treatment reminder messages is a good idea. Use statements like: "Patients who adhere to their scheduled treatments on time experience x% better results."
5. Easy entry to acquaintance with clinic physicians
Utilize the video consultation feature of Clinicminds to enable individuals to familiarize themselves with your clinic's physicians from the comfort of their home sofa and discuss any concerns or desires they may have.
Key points at a glance
- Use appointment magnets
- Super easy to schedule an appointment
- Emphasize Exclusivity
- Remind patients of the importance of returning for a treatment
- Use video consultations
Want to learn more about Clinicminds? Chat with us.
#### 8 benefits of an integrated online payment system in clinic software
Introduction
In the fast-paced world of aesthetic clinics, efficiency and streamlined operations are key to success. This is where Clinicminds' integrated online payment system comes into play, revolutionizing how clinics handle their administrative tasks. By integrating scheduling and payment processes, this innovative system not only simplifies operations but also enhances the patient experience.
Streamlined scheduling and payments
Ease of scheduling
Our clinic software offers an intuitive platform for scheduling appointments. With options for pre-payments during online booking and call handling, it significantly reduces the administrative burden on clinic staff. This streamlined process is not just about convenience; it also leads to better time management and resource allocation.
Automatic cancellation and time slot management
A unique feature of the system is its ability to automatically cancel appointments and free up time slots if payments are not made promptly. This ensures that the clinic’s schedule remains efficient and reduces the likelihood of unutilized appointment slots, maximizing the clinic’s potential.
Improved financial management
Hassle-free payment matching
The traditional process of matching payments with appointments can be laborious. We eliminate this hassle by automatically linking payments with the relevant appointments. This integration simplifies the financial management process, saving valuable time and reducing errors.
Simplified refund process
The system also streamlines issuing refunds. With clearly defined user roles and permissions, requesting and approving refunds becomes a straightforward process, maintaining financial integrity and client trust.
Accurate payment recording
Ensuring that patient payments are accurately recorded is crucial. By displaying these payments clearly in the software interface, we reduce administrative tasks and potential errors thereby enhancing the overall financial health of the clinic.
Reduced no-shows and cancellations
Decreasing no-shows
One of the significant challenges in clinic management is dealing with no-shows. By requiring pre-payments for appointments, clinics effectively reduce the incidence of no-shows. This not only ensures that the clinic’s schedule is optimized but also that revenues are not adversely affected.
Minimizing last-minute cancellations
Last-minute cancellations can disrupt the smooth operation of a clinic. The pre-payment requirement also plays a crucial role in reducing these cancellations, leading to better conversion rates and more reliable revenue streams.
Commitment through pre-payment
For time-intensive treatments, the convenience of pre-paying plays a vital role in ensuring patient commitment. This aspect of the system encourages patients to be more invested in their treatments, leading to a higher rate of completed appointments.
Conclusion
In summary, the value of an online payment system extends beyond merely being a financial tool. As a clinic, you should aim for a comprehensive integrated solution that enhances operational efficiency and improves the patient experience. By simplifying scheduling, streamlining financial management, and reducing no-shows and cancellations, it should create a clear path to a more streamlined and profitable clinic operation.
In the competitive landscape of aesthetic clinics, adopting such innovative solutions is key to staying ahead and ensuring sustained success.
Want to learn more? Chat with us
#### 8 Signs why you must consider new clinic software
Running a successful clinic involves efficient software to manage patient data, appointments, and billing. If your current system is failing, it may be time to upgrade. Here are eight signs that you need new clinic software.
1. Inefficient Appointment Management
If scheduling and rescheduling appointments is cumbersome, leading to double bookings or missed appointments, your software might be outdated.
Questions to ask:
Do we experience frequent appointment errors?
Is the scheduling process time-consuming for our staff?
2. Poor Patient Record Management
Struggling with locating patient records or dealing with incomplete data can hinder patient care and clinic operations.
Questions to ask:
How often do staff complain about finding patient records?
Are patient records frequently incomplete or inaccurate?
3. Limited Billing and Invoicing Features
If your software cannot generate invoices efficiently, or integrate with accounting systems, it’s time for an upgrade.
Questions to ask:
Are billing errors common?
Is the invoicing process manual or inefficient?
4. Lack of Integration with Other Systems
Modern clinics use various tools (Marketing automation, Omnichannel tools, payment system etc). Your software should seamlessly integrate with these systems to streamline operations.
Questions to ask:
Does our software integrate with other tools we use?
Are we duplicating work due to lack of integration?
5. Inadequate Reporting and Analytics
Good software provides insights into clinic performance through reports and analytics. If your current system lacks this, it’s hard to make informed decisions.
Questions to ask:
Do we have access to comprehensive performance reports?
Can we easily generate reports on clinic operations?
6. Poor User Experience for Staff and Patients
Software that is difficult to use can frustrate staff and patients, leading to inefficiencies and dissatisfaction.
Questions to ask:
Do staff frequently struggle with using the software?
Have patients complained about difficulties with online services?
7. Security and Compliance Issues
Outdated software may not comply with current healthcare regulations or provide adequate security for sensitive patient data.
Questions to ask:
Is our software compliant with the latest regulations?
How secure is our patient data?
8. Support & Communication
Ineffective support or communication can lead to operational delays and misunderstandings, impacting the clinic’s efficiency and patient experience. Reliable support ensures timely assistance for technical issues, while effective communication keeps your team informed about updates or new features.
Questions to ask:
How do you experience current support from your software provider?
Are issues resolved quickly and effectively?
Does the software provider communicate updates and changes in a clear and timely manner?
What to Look for in Clinic Software
When selecting clinic software, prioritize a solution that ensures seamless daily operations and elevates patient care. Look for features like intuitive usability, reliable integration capabilities, comprehensive reporting tools, and secure data management. Choosing the right software can significantly enhance the experience for both your staff and patients, making daily workflows smoother and more efficient.
To learn more about Clinicminds Chat with us
#### Accessories for Stylish Paperless Office
In this setup we used an Apple ® bluetooth keyboard, an iPad stand and a stylus of Justmobile ®. All these beautiful and convenient attributes are available in the Apple store.
#### Add up to 12 photos per treatment
You are now able to add 12 instead of 4 photos per treatment phase. This will enable you to take photos from more angles and focus on more details. We would like to thank our clients for their valuable feedback. We hope you like the improvements.
#### Additional updates Jan 2017
We just pushed more updates making your day to day work faster, easier and more compliant to regulation. Thanks again everybody for your great feedback and ideas!
New – cash register view
End a consultation without using medical questionnaire
Keep track of changes to a previous created drawing
Clinicminds Team
#### April 2018 New Features and Enhancements
Hi guys,
Here we are again with news about our EMR. We have been working on some nice enhancements and fixes. We thank all our users for their input!
Let us summarize this update:
The dashboard now hides occurred appointments on load.
Records no show documents from original record (consultation / treatment) in follow-up record (treatment / inspection / after treatment).
All pages that send e-mails or SMS messages are now working faster.
We improved the stored photo quality (compression).
Need to download a photo? Now it's in full resolution.
We added a progress bar to the online scheduling tool.
Progress bar
Mobile devices now automatically show the numerical keyboard for the confirmation code.
During scheduling, it's possible to see when certain forms were signed for the last time. Sending forms with appointment confirmations is now even more efficient.
Add category specific texts to appointment confirmations and reminders. Do you want to inform your patients not to drink any alcohol before their (specific) treatment or prepare something in particular? Now you can!
Product sales are linked to users, making it possible to track and work with commissions.
#### Are your patients satisfied with your communication?
The different ways Clinicminds helps you connect with your patients to build a lasting relationship
Today I would like to put a spotlight on one of our features: the transactional messages and documents that get interchanged securely between you and your patients.
It’s easy to miss, but the amount of messaging going back and forth between clinic and patients is immense! From confirming an appointment to consultation and treatment information and even post-treatment reminders.
We see a trend that the most successful clinics spend a reasonable amount of time considering how they approach their patients before and after their appointment, as that extra bit of service can make a huge difference in turning a single sale into a loyal returning customer. Clinicminds helps you do just that by automating treatment related communication for you. Even for clinics that aren’t quite ready for an EMR, making an inventory of what you should send your patients is very valuable.
Clinicminds isn’t just an Electronic Medical Record (EMR); it’s a complete system that helps run your clinic top to bottom.
Pre-visit
Before your clinic is even visited, there’s a few points of contact that are crucial to provide information to your patient and to avoid no-shows. This all starts with an appointment confirmation and sometimes a rescheduling or cancellation. Additionally, your patient should be reminded a few days prior and ideally on the day of the appointment as this decreases no-shows significantly!
Ideally, you’ll also use this opportunity to send your patients some brochures, and maybe a copy of the informed consent form they’ll be signing later. Clinicminds additionally sends out a secure link to a patient details and medical state form. That saves you a lot of time during your consultation, as your patient’s information is already available to you, rather than needing to ask your way through your medical questions time and again.
During & post-visit
During and after a patient’s visit, there’s a lot of information you want to provide. Not just to make sure your patient is fully informed and equipped regarding their treatment, however this correspondence will increase your engagement and improve your chance to convert someone from a one-time meeting into a loyal customer. Things that you might send your patient are a proposal, treatment plan, consultation letter, invoices, and informed consent forms (signed or just to read).
After your treatment, most clinics want to send a treatment summary, post-treatment information (tips, do’s and don’ts), before/after images and possibly prescriptions. Finally, a General Practitioner (GP) letter and some brochures to promote cross-sales tend to be on the itinerary. A conscious clinic will also follow that up with a ‘thank you for visiting’ text message, a survey as well as a treatment reminder or product sale reminder in a couple of weeks/months.
This totals to a whopping 20 correspondences! At different points in time during and post-visit…
2020 legislation on patient correspondence
Legislation in the medical sector is rapidly evolving; especially in the private medical sector expectations are set very high. In many countries, such as the Netherlands, being able to digitally and swiftly provide your client with their correspondence and patient file (upon request) will be a requirement. Make sure to check with your local lawmakers and representatives to see if this will apply to you as well. We believe, considering the current trend, that this will become a standard policy within the coming five years.
Clinicminds is as always on top of recent changes, and we’re proud to say we’re fully able to support our customers with the 2020 changes regarding patient correspondence.
Automate your messaging!
Over the course of this article, we have presented you with over 30 types of messaging that are sent between a clinic and a patient during just a single visit. Realistically this is impossible to do without some help. Especially since some of these messages need to be updated with information pertaining to the actual visit. Clinicminds fully automates this process, sending your patients both emails, documents, forms and SMS messages. Before, during, and after visits at your leisure.
#### Article Aesthetics Journal on Clinicminds online scheduling tool
Today an article was published in the Aesthetics Journal, covering our new online scheduling tool which we have launched recently.
Click here to read the article
#### Automate your birthday wishes
Sending birthday wishes is a great way to give your clients some personal attention. However, it can take up much of your time and be quite challenging.
Personalized birthday wishes are a happy and friendly way to brand your clinic. It's also a way to remind clients, who visited you a long time ago, to return. Of course, it's also a smart way to touch base with clients that need to make an appointment and forgot.
The solution? Automate your birthday wishes once and never look back.
#### Autumn Update 4.13 – October 2021
Improving our Clincminds software is our main course to stay the precursor. That's why we released update 4.13! This time we worked on the technology, workflow, and user experience! Read on so we can tell you everything about our new updates and functions.
1. Waiting list.
We're introducing an integrated waiting list to Clinicminds, available for all users within an account. The calendar now contains the waiting list to track patients who would like to get an appointment and can't find an appropriate date. But also to be used for patients that request an earlier appointment if a slot opens up.
Using notes, you can register details like the type of appointment or when the patient is available. Whenever spaces open up in your calendar, you can quickly check the waiting list to find patients who could fill up the slot and book them immediately.
Prevent patients from looking for options somewhere else and book them as soon as possible.
2. Get notified during scheduling for existing future appointments.
Ever scheduled an appointment for a returning patient to find out later that they already have future appointments scheduled? Well, this is now history. Clinicminds calendar will warn you if this is the case. Contact the patient in time to learn which appointment should stay on your calendar and which not.
3. Get notified if a double booking occurs.
It happens to all of us. We book an appointment, and precisely at the same time we receive an online booking or a colleague book an appointment. Clinicminds does a lot to prevent this; the software now also warns you if this has occurred. This way, you're able to reschedule on time instead of last-minute when the issue pops up. Keep your customers happy.
4. Non-binary gender label.
"Be who you are and say what you feel because those who mind don't matter, and those who matter don't mind."...
5. History log opening patient files.
Privacy and security are of great importance to us as it is for clinic owners. In some circumstances, you need to know who opened and reviewed a patient's file. Now, with this new log, this data is available at all times.
6. Digital wallet improvements.
We enhanced our digital wallet again!
Added email notifications as receipts after adding credits to the wallet.
Increased security with more user rights for wallet actions.
7. More insights in the cash register.
One of our most used features is the cash register. Everybody loves to finalize a great day of treatments and see the team effort result.
We improved the cash register by:
More filters for payment methods.
Shortcuts to the invoices to make this end-of-day work even more accessible.
8. Custom questionnaires during a review.
Standardization and uniformity are two fundamental ways to develop higher quality and standards in your clinic.
By using custom questionnaires during an inspection (review), you're now able to measure your treatment results precisely. But that's not all.
We've made it possible to export these custom questionnaires and the custom questionnaires within the case history. Put these together, side by side, and start doing medical research in your clinic!
9. Do you love your iPhone camera?
Now, start using your iPhone to capture photos directly into the patient record with the impressive iPhone camera. No problem!
10. Practitioner selection requirement.
Our powerful online booking tool supports hundreds of clinics to schedule appointments without any human interference. It's fast, efficient, and saves tons of time.
While scheduling, patients can optionally select a practitioner of their choice or leave it open, set a date and time, and get a practitioner assigned.
If you don't want the system to assign a practitioner, you're can now require the patient to select a practitioner while scheduling online.
11. Online booking notifications.
We improved control of your online scheduler and now also its notifications.
We made the online booking notifications more powerful.
Added the choice of whether you want to get email notifications for new bookings, reschedulings, and cancellations separately. And in addition to the clinic/location, these notifications can also get sent to the applicable practitioner.
12. Start to integrate with Zapier.
We created more Zapier triggers and actions to let you connect with >1000 apps outside Clinicminds. For example, take control of your marketing automation software (e.g., Drip, ActiveCampaign, Hubspot) driven on actual Clinicminds data.
13. More languages, more countries!
We now support seven languages working with clinics in 15 countries throughout the world 🌍
To learn more about this update and features, chat with us!
#### Boosting ROI with Clinicminds: Minimizing No-Shows
In this short explainer video, we delve into how Clinicminds can significantly enhance your return on investment by reducing patient no-shows.
This issue, often overlooked, can lead to substantial revenue loss for clinics. However, with Clinicminds' innovative features such as timely appointment reminders, efficient cancellation processes, and appointment history tracking, clinics can not only identify high-risk patients but also implement protective measures like no-show fees.
Join us as we explore how even a single feature of Clinicminds can help safeguard your clinic's revenue and improve your bottom line.
Chat with us to learn more.
#### Calendar complete rebuild
We're excited to announce that we've merged the calendar and scheduling windows into one environment, making it more like calendars you all know and probably use. We also made some visual changes to make the experience more intuitive.
#### calendar update
We released Clinicminds version 2.7 and we created some exciting new features and enhancements for our calendar and scheduling tool. We also redesigned our calendar and scheduling tool. It is now more informative then ever.
Some of the new features are:
Toggle between list view – time view
Colour coding appointment type
Automatic duration selection
Calendar notes
list view
color coding appointments
#### Can your EMR adapt to every treatment workflow?
Most clinic software provides a generic EMR, forcing practitioners to search for relevant information and forms. But we believe an EMR should adapt to the treatment at hand, enabling more efficient workflows and improving patient care. That’s why ClinicMinds offers dynamic workflows that automatically present ONLY the necessary data, ensuring cleaner registration, better documentation, and full compliance.
1. Personalized patient care
Dynamic EMRs enable aesthetic clinics to tailor patient records according to the specific consultation or treatment, ensuring a more personalized experience.
Personalized patient care
Customized documentation: Instead of relying on generic templates, dynamic EMRs adapt to the particular aesthetic service, presenting only relevant fields. This allows practitioners to focus on the details that matter for each case, enhancing the quality of care.
Improved patient outcomes: With dynamic EMRs, clinicians can easily track the progress of treatments specific to each patient's needs, leading to more accurate follow-ups and tailored recommendations.
2. Increased efficiency for aesthetic clinics
Adapting EMR content based on treatment type streamlines workflows, saving time and reducing errors.
Increased efficiency for aesthetic clinics
Faster documentation: A dynamic EMR system eliminates unnecessary fields, making the documentation process quicker by showing only the pertinent input fields and data points for each treatment or consultation.
Consistency across treatments: Dynamic templates ensure all necessary details are covered during each consultation or procedure, leading to more consistent records and reducing the likelihood of missing important information.
3. Optimized decision-making and reporting
A dynamic EMR system ensures the most relevant data is collected and organized to enhance clinical decision-making.
Optimized decision-making
Targeted data insights: Dynamic EMRs make it easier to generate reports specific to certain treatments or consultations. For example, analyzing outcomes or trends in specific procedures like laser treatments or injectables becomes more efficient.
Real-time adjustments: Clinics can make real-time adjustments to ongoing treatments based on updated EMR data, ensuring the most recent information guides patient care decisions.
4. Enhanced patient communication
When EMR content dynamically adapts to consultations and treatments, clinics can communicate more effectively with patients post-treatment.
Enhanced patient communication
Tailored follow-up: A dynamic EMR ensures follow-up messages or reminders are specific to the treatment, enhancing the relevance of post-care communication. For instance, a patient who received a chemical peel may receive aftercare tips unique to that procedure.
Education and transparency: Clinics can use dynamic EMR content to generate personalized patient summaries that are more informative, improving patient understanding and satisfaction.
5. Regulatory compliance and accurate record keeping
Tailoring EMR content to different treatments helps aesthetic clinics meet regulatory standards and maintain accurate, up-to-date records for every procedure.
Relevant data capture: Dynamic forms automatically adjust to capture required information based on local regulations or clinic policies, helping clinics stay compliant with data recording requirements.
Audit-ready records: By dynamically adjusting records based on treatment types, clinics can ensure all necessary information is present and accurate, facilitating any audits or legal reviews.
Conclusion
Dynamic EMR workflows that adapt based on the type of consultation or treatment offer numerous benefits for aesthetic clinics and MedSpas. They lead to better patient care, enhanced clinic efficiency, greater regulatory compliance, improved decision-making, and more effective patient communication. By implementing such adaptable systems, clinics can provide a higher level of personalized care while simultaneously boosting operational efficiency.
Note: The percentages shown in the graphs above are general estimates. Actual improvements may vary depending on factors such as clinic size, existing processes, and the specific EMR system implemented.
#### Cancellations and No Shows Learnings
Why You Should Be Tracking Cancellations and No Shows
Your diary service is scheduling appointments every day. Unfortunately every clinic encounters appointment cancellations and even no shows (DNAs). So why is it important to track these?
Cancellations and especially no shows are a loss of revenue. When a CRM system is available, in which you’re able to track cancellations and no shows per individual client, you will be able to act accordingly. The diary service will be able to address clients on their ‘behaviour’. It is amazing to see how clients react on your precise knowledge of their appointment history. If it still would be desirable to schedule a client that repeatedly didn’t show up, you will be able to perform a double booking for example. This will decrease the chance of losing valuable time.
Finally whenever a client continuously shows the same behaviour, having an insight in the appointment history could lead to refuse future appointments.
#### Celebrate Summer with Our Latest Update V5.8
At Clinicminds, we believe that relentless innovation and responsive customer service are the foundations of trust and success in the medical aesthetics industry. That’s why we’re excited to share the highlights from our latest software update, Release 5.8.
This update reflects our commitment to continuously evolving and enhancing our services to meet and exceed the needs of cosmetic clinics.
Simplifying Clinic Management One Feature at a Time
User-Centric Scheduling and Reporting Enhancements. With every update, we aim to make clinic management as intuitive as possible. Version 5.8 brings significant improvements to our calendar and online scheduler. These enhancements make scheduling more user-friendly, allowing clinic staff to manage appointments with greater ease and efficiency. Noteworthy is the addition of ICS Attachments in confirmation emails, ensuring patients and providers can sync appointments directly to their personal calendars with all necessary details at hand.
Our reporting tools have also seen major upgrades. Clinics can now dive deeper into their operational data with enhanced reports, such as the Discount Code Redemptions Report, which provides critical insights into the effectiveness of marketing campaigns. Furthermore, the introduction of anonymized data downloads respects patient confidentiality while still providing clinics the data they need to make informed decisions.
Enhancing the User Experience
Technical improvements and bug fixes are always part of our updates, aiming to create a seamless user experience. From fixing specific input bugs to enhancing the visibility and functionality of various user interface elements, each adjustment stabilizes and speeds up clinics' daily operations.
Security and Accessibility Improvements
Security and accessibility are paramount in our development process. We have updated our browser requirements to amplify security measures and embrace newer technological standards, ensuring that all user interactions with Clinicminds are secure and efficient.
Join Us on the Journey to Innovation
These enhancements in Clinicminds Version 5.8 are just part of our ongoing commitment to our clients. We believe that our continuous improvements not only support clinic operations but also elevate the entire patient experience.
We invite you to book a live demo with us to see how Clinicminds can transform your clinic’s productivity and patient management. Experience firsthand how our regular updates make Clinicminds the dynamic and dependable software solution you need in the fast-evolving medical aesthetics field.
Book a live demo
Thank you for considering Clinicminds as your trusted partner in clinic management. We look forward to helping you optimize your operations and enhance your patient services with our continuously evolving software solutions.
#### Challenges in the Medspa industry for 2024
In the ever-evolving world of medical aesthetics, Medspas have emerged as frontrunners in offering cutting-edge beauty and wellness treatments. However, as we unfold a new year, these havens of rejuvenation face a myriad of challenges, each requiring a unique blend of innovation, expertise, and foresight. From adhering to stringent regulatory landscapes to embracing the latest technological advancements, the road ahead is exciting and demanding.
This article delves into the top three challenges confronting Medspas today, shedding light on the industry's complexities while offering insights into navigating these hurdles effectively. Whether you're a seasoned practitioner, a newcomer to the field, or simply an enthusiast of medical aesthetics, join us as we explore these critical issues and uncover strategies to survive and thrive in this dynamic landscape.
1. Regulatory compliance: simplifying the legal landscape for medspas
As Medspas navigate the intricate world of healthcare regulations in 2024, understanding and adhering to these ever-changing rules is more crucial than ever. The challenges lie in the regional differences and the fast-paced introduction of new treatments and technologies.
Critical strategies for compliance are:
Stay informed: Keeping up-to-date with industry changes is vital. Regular engagement with industry journals, seminars, and professional networks assists in achieving this.
Technology as an ally: Utilizing advanced clinic management software can be a game-changer. Such software ensures compliance and operational efficiency with tools for efficient and consistent record-keeping, AI-driven transcription, and other specific features required to record medical cosmetic treatments thoroughly.
Empower through education: Conducting frequent staff training on clinical and administrative compliance aspects is essential to ensuring a well-informed team.
Seek expertise: Regular consultations with healthcare law experts can provide valuable insights, particularly when exploring new services or markets.
Prioritize patient interaction: Clear communication about treatments and risks, facilitated by digital tools for consent and record-keeping, builds client trust and meets many regulatory requirements.
In a nutshell, embracing continuous learning, leveraging technology, investing in staff training, consulting with legal experts, and maintaining clear communication with clients form the pillars of navigating the complex regulatory landscape in the Medspa industry.
2. Standing out in a competitive market: differentiation strategies for medspas
Standing out in an increasingly crowded market is a significant challenge. Differentiation is fundamental to maintaining a solid client base and thriving in this competitive landscape.
Effective differentiation techniques:
Unique service offerings: Distinguish your Medspa by offering unique treatments or specialized services that aren't widely available elsewhere. These offers can create a niche market for your business.
Exceptional client experience: Focus on providing an outstanding client experience. This includes everything from the first step of booking appointments to the ambiance of your Medspa, (automated) communication, the quality of customer service, and follow-up care.
Brand identity and storytelling: Develop a strong brand identity. Utilize storytelling to connect with clients on a personal level, sharing the values and mission of your Medspa.
Leverage client feedback: Actively seek and incorporate client feedback to continuously improve your services and respond to the evolving needs of your market.
Smart marketing strategies: Utilize targeted marketing strategies, including social media and content marketing, to reach your desired audience effectively.
Medspas can create a distinctive presence in a competitive market by cultivating unique service offerings, enhancing client experiences, building a powerful brand, listening to client feedback, and employing targeted marketing.
3. Adapting to economic fluctuations: strategies for medspa stability
In 2024, economic changes will probably continue to impact the Medspa industry, particularly in elective aesthetic procedures. Navigating these financial ebbs and flows is crucial for maintaining profitability and business stability.
Strategies for economic resilience:
Diversify services: Offering a range of services, including those at different price points, can help attract a broader client base and mitigate the impact of economic downturns.
Flexible pricing models: Implement flexible pricing strategies like package deals.
Operational efficiency: Streamlining operations through effective clinic management software can reduce overhead costs and improve profitability.
Build a loyal clientele: Focusing on client retention through excellent service, personalized experiences, and targeted marketing utilizing patient retention reports can create a loyal customer base that is more resilient to economic changes.
By diversifying services, employing flexible pricing, optimizing operations, nurturing client loyalty, and adapting marketing strategies, Medspas can effectively navigate the challenges of economic fluctuations.
Interested in discovering how our clinic software can assist in tackling the challenges of 2024 for you? contact us
#### Client Characteristics Learnings
Why Knowing Your Clients Characteristics is Important
Understanding your customers--their similarities, their differences--is one of the most fundamental and important steps in quantifying the customer's relationship with your product and company. Not only does it tell you how to better serve current customer demographics, it also allows you to discover unmet needs and deliver better products and services to new groups of people.
For example: When using a CRM (database) tool you could filter on zip codes or cities to find out exactly where your clients are located and focus your marketing efforts on these outcomes.
Here are some valuable things you can do with different client-base analysis:
Identify the most and least profitable customers
Better focus marketing efforts
Improve customer service
Build loyal relationships
Price products differently
Develop better products
#### Clinic Software vs. Marketing Automation Platforms
Exploring the power and differences: Clinic Software vs. Marketing Automation Platforms
In this blog post, we will delve into the distinctions between clinic software and marketing automation platforms, highlighting their respective strengths and the benefits of integrating them. Often, there is confusion between the tasks suited for marketing automation and those best handled by clinic software, leading to unrealistic expectations of finding an all-encompassing software solution. By clarifying these differences and understanding the value of combining these two specialized platforms, clinics can optimize their marketing efforts and achieve greater success, recognizing that no single software can effectively fulfil all functions.
Here's how they differ and contribute to a clinic’s overall success.
Clinic Software
This specialized software is carefully designed to cater to the unique requirements of aesthetic clinics. It serves as the digital backbone of the clinic, streamlining various operational aspects to enhance efficiency and optimize patient care.
The software's primary objective is to facilitate a seamless and organized workflow, ensuring that all processes are carefully managed, from patient registration to scheduling appointments, maintaining medical records, and processing payments.
It empowers aesthetic clinics with the tools to deliver exceptional patient care while adhering to regulatory standards. By leveraging this advanced software solution, aesthetic clinics can elevate their operations, improve patient satisfaction, and achieve sustainable growth in the competitive aesthetic healthcare landscape.
In addition, the data collected in Clinicminds can significantly enhance targeting efforts, such as improving upselling and cross-selling opportunities with existing patients or utilizing the data to identify new patients matching the same profile. Achieving this is possible by using the captured data in your marketing automation platform.
Marketing automation platforms
The software helps businesses attract and nurture leads to drive growth. It aims to convert potential customers into active prospects through targeted strategies.
The software uses various lead generation channels like SEO, social media, content marketing, and email campaigns to increase the company's visibility and reach potential customers.
The software tracks and monitors captured leads. It stores important information in a database, enabling personalized and automated communication to build rapport and guide leads.
Businesses can streamline their lead generation and conversion processes by leveraging this software. It facilitates identifying, qualifying, and nurturing potential patients, increasing the likelihood of successful business outcomes. Ultimately, it contributes to revenue growth by driving a steady flow of qualified leads to the sales pipeline.
Integrating clinic software and marketing automation for clinic success
Clinicminds clinic software is designed to streamline the internal operations of a clinic, encompassing patient care and administrative tasks. It activates its marketing capabilities from the moment a potential patient first contacts the clinic.
In contrast, marketing automation software is aimed at the marketing and sales facets, particularly in acquiring new leads and nurturing them until they schedule an appointment.
While both software solutions aim to boost a clinic's efficiency and profitability, they target different areas: Clinicminds enhances operational processes, whereas marketing automation focuses on lead generation and conversion.
Integrating these two types of software offers a holistic approach. It effectively manages patient care and administrative tasks while simultaneously attracting new patients, thereby maximising the clinic's overall success.
Want to learn more about our integration possibilities with marketing automation platforms? Please contact us.
#### Clinicminds Announces Integration with
Omnichannel Communication Platfrom Bird
Press Release
Omnichannel Support and Unified Marketing Solution In One.
Amsterdam, August 1 – Clinicminds, a leading provider of aesthetic clinic and patient management software, is excited to announce its latest integration with Bird, an innovative omnichannel support and unified marketing solution. This integration is set to improve how aesthetic medicine clinics manage their communication and marketing efforts, enhancing patient interactions and streamlining workflows.
Enhanced Communication Across Multiple Channels
With the Bird integration, Clinicminds users can now manage all patient interactions through a single inbox, encompassing email, SMS, WhatsApp, Facebook, Instagram, TikTok, and more. This unified communication approach ensures seamless and enriched interactions with patients and leads, significantly improving the clinic’s responsiveness and efficiency.
Seamless Patient Synchronization and Access
The integration enables synchronization of patient details between Clinicminds and Bird, ensuring that clinics have the most up-to-date information at their fingertips. Users can easily access Bird directly from a patient profile in Clinicminds to view communication history or send new messages. Additionally, if a regularly visiting patient is detected in Bird, a direct link to the patient overview window in Clinicminds is provided, allowing for seamless continuation of service, such as scheduling appointments via WhatsApp.
Advanced Features for Enhanced Operations
Advanced users can leverage the integration to build sophisticated automation with Bird. Features include:
Clinicminds Triggers and Actions: Create automated workflows based on specific Clinicminds events, such as campaigns to win back patients who have canceled appointments.
Bird Chatbots, AI, and Live Chat Widget: Utilize Bird’s chatbots, AI, and live chat widget on the clinic’s website to enhance patient interactions and streamline communication.
Why Bird?
Bird has been chosen for this integration due to its innovative and rapidly evolving platform. The integration offers several benefits:
Innovation and Growth: Bird is continuously developed and updated, providing access to the latest features and improvements.
Streamlined Workflows: This product is packed with features to streamline and create new workflows, making clinic operations smoother and more efficient.
Marketing Excellence: Bird includes robust options for mass email marketing and marketing automation, helping clinics effectively reach their patients.
Affordability: Bird offers advanced omnichannel communication and marketing tools at a competitive price, starting at just €45/month.
Expert Support and Affordability
While building automation may require expert skills, Clinicminds offers support for the integration, and Bird handles all other support questions through their support center in the Bird app. Clinicminds provides the integration at no extra cost, providing clinics with a powerful communication and marketing solution.
About Us
About Clinicminds: Clinicminds provides comprehensive clinic and patient management software designed to streamline operations and enhance patient care in aesthetic medicine clinics and MedSpas.
About Bird: Bird is an innovative omnichannel communication and marketing platform that offers a wide range of features to enhance customer interactions and streamline clinic operations.
Want to learn more about Bird: Request a demo
Press Contact: Click Here
#### Clinicminds attending MEXS 2022 BeNeLux
MEXS 2022 Clinicminds booth across the Merz clinic showcase booth
Last week, we joined Merz Aesthetics at the fantastic 2022 Merz Expert Summit (MEXS2022 Benelux) event in Tilburg with a Clinicminds Booth. At the booth, we had the pleasure of meeting existing and inspiring future users.
The MEXS 2022 agenda contained many medical and business development topics, hosting several world-renowned speakers.
Our co-founder, Toby Makmel, had the pleasure of giving a keynote in the business room with Brand Marketing Strategist Adam Haroun. The keynote covered the ins- and outs of setting up an effective (social) marketing campaign.
We thank Merz Aesthetics for this joint effort and will be happy to join future events.
#MEXS2022BeNeLux
#### Clinicminds increases clinic revenue
After testing and using our latest feature - automatic treatment reminders - we see some amazing outcomes. Up till now, a survey is showing more than 10% response on these automated reminders. Patients are asked once during their treatment if they like to receive periodic reminders. If patient agrees the systems sends automatically, according to patient visit behaviour, an email to remind the patient to make an appointment. These periodic reminders should not be confused with appointment reminders that are send 24 hours before the actual appointment.
#### Clinicminds integrates with Sylton’s cutting-edge skin imaging technology
In the dynamic world of aesthetic and dermatological medicine, providing top-tier patient care while maintaining efficient workflows is paramount. Recognizing this need, Clinicminds and Sylton have collaborated to offer an integration that seamlessly combines advanced patient and clinic management software with cutting-edge skin analysis technology. This partnership will enhance your clinic’s operations, improve patient experiences, and streamline your workflow.
About Sylton and the Observ 520x
Sylton, a renowned leader in the field of skin analysis technology, is committed to empowering skincare professionals with innovative tools. Their flagship product, the Observ 520x, is a revolutionary skin analysis system that unveils skin conditions invisible to the naked eye. Utilizing advanced illumination technology, the Observ 520x reveals comprehensive insights into skin health, allowing practitioners to tailor personalized treatment plans effectively. It also offers the ability to shoot high-resolution before and after photos to create a 3D image.
Key Features of Observ 520x
In-Depth Skin Analysis: Detects underlying skin conditions, including pigmentation, vascular conditions, and texture irregularities.
Advanced Imaging Technology: Provides high-resolution images with multiple lighting modes for thorough examination.
Patient Engagement: Enhances consultations by visually demonstrating skin concerns to patients, fostering better understanding and trust.
Why Integrate Clinicminds with Sylton Connect?
Clinicminds excels at providing robust patient and clinic management software solutions, while Sylton leads the delivery of exceptional skin analysis experiences. The integration aims to harness the strengths of both platforms, ensuring that using them together is as effortless as possible. Rather than replacing features, we focus on creating a harmonious workflow that leverages the best of both worlds.
Core Benefits of the Integration
Seamless Patient Registration:
Register existing Clinicminds patients in Sylton Connect with a single click. No manual data entry, no duplicate work. Staff spend less time on admin and more time with patients.
Integrated Patient Access:
Open a patient's Sylton profile directly from their Clinicminds record. No switching between systems, no manual searching. One click takes you straight there.
Image Highlights For Quick Reference in Clinicminds:
View key images or “highlights” from Sylton sessions directly within Clinicminds.
Data Management and GDPR Compliance
Data Storage: Photos and scans are primarily stored in Sylton Connect to leverage their advanced imaging capabilities.
No Duplicate Work: The integration prevents the need for double data entry, maintaining efficiency.
Privacy Assurance: Both platforms are committed to GDPR compliance, ensuring patient data is handled securely.
Conclusion
Integrating Clinicminds with Sylton Connect is a significant step towards enhancing the efficiency and effectiveness of your clinic’s operations. By combining Clinicminds’ superior electronic medical record capabilities with Sylton’s advanced skin analysis technology, you can provide unparalleled patient care while optimizing your workflow.
We are committed to continuous improvement and are excited about the future enhancements that will make this integration even more powerful. Stay tuned for updates, and thank you for choosing Clinicminds and Sylton as your trusted partners in delivering exceptional patient care.
Want to learn more about Clinicminds integration with Sylton? Send us a message.
#### Clinicminds partners with Merz Aesthetics Business Academy UK
Attending business academies has a vital role in catching up with the newest trends and technologies. Discussing the importance of aesthetic business building, sharing insights, and exchanging experiences in the industry has been the goal of Merz Aesthetics UK these past eight weeks, and Clinicminds is proud of our participation in the project.
Goals of MBA
The general goal of Merz Business Academy is to educate attendees and open the market to new ideas, thus furthering the development of aesthetic business as a whole. Last two years in particular have brought with them unique challenges, so the discussion was tied to re-opening, growing, and thriving in the current global situation.
Education has a leading role in the revitalization of the industry. Prospering in spite of the circumstances requires us to embrace innovative techniques and improvements and to think outside the box. To provide answers to these new challenges, MBA has gathered experts in the field with experience and some exciting solutions.
MBA Developments
During the course of eight weeks professionals from across Great Britain tackled various issues of the aesthetic industry, and in spite of the conference being held online due to the pandemic, it was a resounding success!
Some of the topics discussed included improving patient engagement and patient insights. Streamlining clinics' dealing with patients with professional tips and cutting edge tools can significantly improve aesthetic businesses, as pointed out by Adam Haroun, Julie Woodman, and Veronica Reeds. The conclusions have decisively shown that patient engagement, insights, and proper medical records management have a profound impact on key segments of business improvement.
Non-medical aspects have often been overlooked with potentially devastating effects on clinics' global efficiency. Attendees could learn about topics such as social media, branding, PR, analytics, and finances and their influence on the overall management from Victoria Chalmers, Eimear McManus, and Kristel Hectors. It was shown that, if these factors underperform or fail, otherwise successful medical reputation nonetheless devolves. On the other hand, optimal management of these aspects increases the value and reputation of clinics.
Toby Makmel, co-founder and medical advisor of Clinicminds, had the privilege of presenting the importance of utilizing a digital patient management system with an integrated EMR and its revolutionizing effect on the complete patient journey and experience. The process can start at the clinic's website, with information providing and visitors-to-patients conversion. Online scheduling, online pre-payments, automated digital communication, and consistent treatment registration were discussed in the light of this patient journey and experience. The presentation tied in with the previous sessions on the importance of internal metrics, as it emphasized data collecting without which it would not be possible to extract reliable insights.
Results
The results of MBA were immediate and extensive. From improving medical workflow and emphasizing brand building to evaluating the complete patient journey and forming longtime business strategy, the new ideas strongly resonated with attendees.
We are convinced in the value of Merz Business Academy's insights and how they prepare clinics for the future. If you have the chance to participate in this academy, we strongly recommend doing so.
Want to learn more? Chat with us!
#### Clinicminds Release 5.14: A modern patient experience & quality improvements
We're excited to announce Clinicminds release 5.14, bringing a completely redesigned patient interface, enhanced video appointment compatibility, and numerous improvements that make your clinic operations smoother than ever.
A beautiful new patient interface
Your patients deserve better than grey forms. That's why we've completely modernized the patient-facing interface with a fresh, contemporary design that makes completing medical forms a pleasant experience.
Mobile-first, works everywhere
The new design is optimized for mobile devices, while also working beautifully on laptops and desktops. Your patients can now answer their pre-appointment questions easily from any device—whether they're at home on their computer or on the go with their smartphone.
Designed for completion
We understand that answering medical questions isn't anyone's favorite activity. That's why we've designed the new interface to be as pleasant as possible. A better user experience means patients are more likely to complete their forms fully, which saves you valuable time during consultations.
Your brand, your way
The new patient interface is fully customizable, allowing you to incorporate your clinic's branding. Every interaction becomes an opportunity to reinforce your brand identity and create a cohesive experience across all patient touchpoints.
What's updated now: The medical questions form patients complete before appointments.
Coming soon: The same modern design will be rolled out to consent forms, secure email attachments, video appointments, and the online scheduler in upcoming phases.
Video appointments now work on Samsung browsers
We've made online video appointments compatible with the Samsung Browser. Previously, Samsung device users had to switch to Chrome, but now they can join appointments directly from their default browser. Video appointments now work seamlessly across all major browsers.
Smarter, faster dictations
Medical dictation quality has significantly improved. By implementing the latest AI models optimized specifically for medical language, transcriptions are now generated faster and with even greater accuracy.
More time for patients to access attachments
We've extended the download period for attachments from 1 week to 1 month. Patients now have more time to access their documents through the secured download page, reducing missed downloads and follow-up requests.
Enhanced invoicing for German clinics
Clinics in Germany can now register justifications when using high factors for GOÄ numbers. When factors exceed certain limits (like 2.3), you can enter the required justification text, which automatically appears on PDF invoices—ensuring compliance and transparency.
Expanded SMS delivery network
For international clinics, we've expanded our SMS network connections. Patient SMS messages can now be delivered to an even wider range of countries worldwide, enhancing your ability to communicate with patients wherever they are.
Bug fixes & stability improvements
We've resolved several issues to make your experience smoother:
Fixed multiple issues related to the task list feature
Corrected payment terms display in appointment reminder emails
Resolved quote reporting issues in Analytics API
Fixed clinic logo visibility in the location-specific scheduler
Improved Zapier invoice data fetching
Resolved appointment viewing in specific technical scenarios
Ready to explore these improvements? Log in to Clinicminds and experience the enhanced patient interface and new features firsthand.
#### Clinicminds Release 5.4: Better, Faster, Stronger
In our relentless pursuit of enhancing user experience, we're thrilled to introduce Clinicminds Release 5.4. This comprehensive update brings significant improvements to your planning, record management, patient interaction, messaging, gift card functionalities, and user interface. Dive in to discover how we've made our software better, faster, and stronger for your clinic management needs.
Planning & Calendar Enhancements
Welcome to the future of appointment management with our latest update. You now have the power to set appointment restrictions and controlling your appointment types (for example: consultations only in the morning), view patient details when approving online bookings, and jot down the internal reasons when rejecting an appointment. And, you can now see the cancellation date in appointment exports for better patient follow-up.
Record Management Updates
Our new version takes record management to the next level. With colored alert badges for specific answers, you can quickly identify critical information. Enjoy the flexibility of uploading custom drawing templates for treatments, and assign separate permissions for sign-in and sign-out checklists. Plus, you can now reopen records within 24 hours if you miss something important.
Patient Section Improvements
In the Patients section, we've made subscribing patients to your Mailchimp newsletter a breeze. Stay alert with our new feature that notifies you of missing crucial patient information, and manage draft patients more efficiently.
Messaging Capabilities Boost
Say goodbye to character limits and hello to variety! Our improved Messaging feature now lets you send email attachments, longer SMS messages, and SMS messages that contain emojis or characters from various languages.
Gift Cards Feature
Our gift cards feature now allows for a resend or download of a PDF gift card sold online, ensuring your customers always have access to their gift cards.
UI Improvements & Bug Fixes
We've rounded off our 5.4 release with several UI improvements and bug fixes, including the addition of phone numbers to staff profiles, enhanced button designs on the patient screen, modernized invoice styling, and ensured consistency of date format and currency in emails and invoices.
And lastly, remember, a doctor a day keeps the apples away. Or was it the other way around? Either way, let's enjoy the newly released version 5.4 and have an apple-icious time managing our clinics!
Want to learn more? Chat with us!
#### Clinicminds release 5.7: Enhancing Your Clinic Experience
We're excited to introduce Clinicminds version 5.7, with features to make your clinic operations smoother and more efficient.
What's New in Clinicminds 5.7
Records
We expanded the patient record log details: You can choose the full record or zoom in on the case history tab, medical state, forms, treatment, small surgery (sign-in, time-out, sign-out checklist), operative report, GP letter, payment, and photos.
Treatment-Specific Consultation Letter Templates: Customize consultation letters based on specific treatments. This allows for more personalized communication with your patients.
Product Sales
Manual Discounts on Total Sales: You can now apply a discount to the total amount of a product sale, simplifying the discount process compared to applying it individually to each product.
Discount Codes
Improved Discount Code Restrictions: Create discount codes valid only for specific products or treatments, ensuring precise discount application.
Invoice Total Discount Codes: Option to apply discount codes to the invoice total instead of each item, giving more flexibility in discount management.
Planning
Enhanced Appointment Restrictions: Clearer options for restricting working times to specific appointments or treatments, ensuring only selected options are allowed during designated working times.
Improvements and Bug Fixes
User Interface Enhancements: Improved navigation and user experience.
Security Updates: Enhanced protocols to protect patient data.
Performance Optimizations: Faster load times and smoother operation.
Bug Fixes: Various issues from previous versions have been resolved for better stability.
Thank you for considering Clinicminds. We are dedicated to continuously improving our services to support your clinic’s success. Stay tuned for more updates!
Interested to learn more? Chat with us`.
#### Clinicminds Spring Cleaning Update 5.3 is here
We just released Version 5.3 with new features, improvements, and bug fixes to enhance user experience and streamline clinic operations. Here are some of the highlights of the recent updates.
Clinicminds QMS
The QMS now supports colored labels, which can be used to mark folders and documents that belong together and find them easily. When moving a folder or document in the QMS, the system displays a warning when people will lose access, which can happen when dragging a folder or document into a folder with access restrictions.
Zapier
Zapier, an automation tool that connects thousands of different apps, now has a new trigger that fires when a payment is registered in Clinicminds. This can be helpful for syncing payments to your bookkeeping or tax system. There's also a new trigger for deleted payments, allowing you to track any corrections made. In addition, the appointment duration and booking date have been added to existing Zapier appointment triggers, which can be helpful in custom communication to patients, marketing, and analytics purposes.
Enhancements, improvements, and bug fixes
The recent updates will significantly improve the user experience and overall functionality of Clinicminds. Users can find more information in our help center.
Want to learn more about Clinicminds?Chat with us!
#### Clinicminds time saving application
We are excited to share with you our first benchmark in the category “how much time can I save using Clinicminds?” Well….within less then 5 minutes you can complete a full patientfile and register the payment. It means you can see more patients per day and have more quality time with your patient.
#### Clinicminds Unveils Exciting New Features in Latest Update!
Hello, Clinicminds Community!
Exciting times 🎉🎉 because we are thrilled to unveil Release 5.5, a game-changer for medical professionals and clinics. This update is not just a step but a giant leap in enhancing patient management and clinic operations.
Dive into a world where every communication with your patients is meticulously tracked with our new Communication Log, experience a redefined approach to handling patient medical data, and discover a revolutionized staff planner designed for peak efficiency.
But that's just the tip of the iceberg! Release 5.5 is packed with features and improvements, meticulously crafted to streamline your workflow and elevate the quality of patient care. Get ready to transform your clinic's day-to-day operations with Clinicminds 5.5!
Patient logs are now available!
Enhanced Patient Communication and Record Management
Ever had a 'Did we send that email?' moment? Worry no more! Our new communication log lets you track every email and SMS sent to patients. It's like having a memory of an elephant digitally!
Appointment Jigsaw Puzzle, Solved!
Viewing patient profiles just got less of a treasure hunt. Now, medical forms and questionnaires snuggle right next to the appointment to which they belong. Say goodbye to clutter and hello to clarity!
Staff planner Evolved
List View: Because Scrolling is So Last Year
By popular demand (yes, we heard you), say hello to the (re)new(ed) list view in our planner. View everything that’s planned for a user in the past or future. It's like having a time machine for your schedule.
Location, Location, Abbreviation!
For our multi-location maestros, we've added location abbreviations in the planner. Now, you won't need to play the guessing game of 'Where was that appointment again?'
Plan Ahead Like a Time Lord
Our month switcher now lets you leap all the way to December next year. Because sometimes, you need to plan as far ahead as a sci-fi movie plot.
Enhanced Calendar - Richer details
Log of actions, Sherlock Holmes Mode: Activated
Ever lost an appointment in the Bermuda Triangle of reschedules and cancellations? Our new action log is your detective hat, helping you find what vanished where.
Email Alerts: Because Surprises Aren't Always Fun
When an appointment is canceled due to unpaid prepayments, you'll now get an email. It’s like having a fortune-teller but for your calendar.
Swift Setup for Treatment Times
No more guessing games with appointment lengths. Set default durations for different treatments under the same category. Choose a treatment, and voila – the duration sets itself. It’s like your calendar's got a mind of its own, only smarter.
Calendar Meets Bookable Services
Integrating bookable services into your calendar just got easier. Select a service, and the calendar aligns everything – from practitioner to room and equipment. It’s like a symphony, where every note (or appointment) is perfectly in tune, saving you time and sidestepping mistakes.
Next-Gen Online Scheduler
Call Me, Maybe? Now Definitely!
Phone call appointments can now be booked online. Because sometimes, you just need to hear a human voice.
Google Analytics and Meta Pixel: Nerdy but Nifty
We've upgraded our integrations to make your data cleaner than a hypochondriac's hands. Understand your online visitors better without the data drama.
Anywhere-Anytime Video Calls 🎥
Anywhere, Anytime - Location Agnostic Appointments📍
Video appointments now don't care where your staff is since it doesn’t matter for a video appointment whether the team is at a specific location during the meeting. We now show all availabilities– kind of like how cats don’t care about your personal space. Book away!
See Yourself Seeing Us
Patients can now see their own camera view during video appointments. It's like having a mirror, but less 'Mirror, mirror on the wall' and more 'Yep, I'm still here.'
UI Magic & More
Date Confusion? Not Anymore
We've updated our date formats because the only thing we want our users to wonder about is how they ever managed without us.
Menu Makeover: Now with 100% More Intuitiveness
Our redesigned menu is so intuitive it practically reads your mind. Just think about where you want to go, and... well, you'll still have to click, but you get the idea.
Addressing Bugs for a Smoother Experience
We’ve squashed bugs like a superhero team. From privacy hiccups to phantom treatments, we’ve tackled them all. Check out the complete list on our website for the nitty-gritty.
Gift Cards: Finders Keepers 🎁
Lost in the sea of gift cards? Our new search and filter functions are your lighthouse. Plus, with the purchase date/time display, you're now a gift card wizard.
So, that’s our update in a nutshell – a huge, feature-packed nutshell. We're committed to making Clinicminds more than just a tool; it will be your clinic's trusted ally on its superhero journey. Now it's your turn to take these features for a spin. Let us know your thoughts – we thrive on feedback like coffee on a Monday morning.
Cheers!
Want to learn more about Clinicminds? Chat with us.
#### Clinicminds updates II June 2017
Hi there,
We are happy to announce Diagnoses as a new feature. Starting today you’re able to register your diagnosis or multiple diagnoses during the consultation. This feature is of big importance to support complete the medical registration, one of the important focus areas of Clinicminds.
Clinicminds support team
#### Clinicminds updates June 2017
Hi there,
We deployed some great updates to Clinicminds. Some updates effect the clinic and customer. Some are only relevant for the clinic. Take a look at the updates and explanation below. We hope you’ll enjoy these updates and it will make you work more flexible.
Here’s a small summary:
Moving records to a different location & assigning records and product sales to a different customer
Prescriptions during consultations
Invoice date can be set to treatment date
Choose whether to update patients with automated messaging for rescheduling and cancelling appointments
Cheers!
Clinicminds support team
#### Clinicminds v5.15 Release - A Smarter, Smoother Experience for Every Clinic
At Clinicminds, each version update represents a new opportunity to refine workflows, remove friction, and strengthen the connection between practitioners and patients. Version 5.15 is a release we are especially excited about. It delivers meaningful improvements to documentation, enhances the patient journey, expands our API capabilities, and resolves a range of issues reported by clinics over the past few months.
Most notably, Quinn received a major upgrade.
Quinn AI Smart Summary: Documentation That Works For You
Documentation is one of the most essential parts of a consultation, yet it can pull practitioners away from the patient in front of them. Quinn AI Smart Summary changes this dynamic. Instead of simply transcribing spoken words, Quinn listens to the consultation conversation and interprets it. While you focus on your patient, Quinn fills in your structured medical record fields in real time.
The result is a complete, clinically usable summary generated automatically for you. It feels less like a tool and more like a reliable assistant who understands context, terminology, and where things belong in the medical record.
New API Capabilities That Expand What Clinics Can Build
More and more clinics are relying on connected systems. With this update, our API ecosystem becomes even more capable.
The new Booking API allows clinics to integrate their scheduling process with external tools. Whether you experiment with chatbots, voice assistants, or custom-built applications, your digital intake process can now flow directly into Clinicminds without any manual steps.
Alongside this, the new Triggers and Actions API introduces real-time automation. When something important happens within Clinicminds, such as a booking, a task update, or a status change, connected systems can respond immediately. This makes it far easier to create automated follow-ups, synchronise workflows, or link Clinicminds activity to external business systems.
Security also received improvements. You can now reset API or integration tokens directly from your settings and find more explicit guidance on how to handle these tokens safely. Updated API documentation is also available directly inside the settings screen, making it easier to work with integrations without jumping between tools.
If you are exploring automation or external connections, our team is ready to help you get started.
Improvements That Make Everyday Tasks Feel Lighter
Although the headline features get most of the attention, a great deal of care went into refining minor details that clinics deal with every day.
The patient-facing interface for contact details and medical questions received a visual update. Patients completing their forms at home will notice a cleaner, more intuitive experience. Improvements to home signing for consent forms are already underway and will be implemented soon.
The online scheduler also received attention. People often misunderstood the meaning of the first availability option. This version brings clearer wording so clinics can guide patients more confidently through the booking process.
Treatment drawings were made more practical as well. When working on a laptop or desktop, entering numerical amounts is now disabled by default. You can still enable it when needed, but it will no longer interfere with quick sketches or annotations.
For new clinics, bookable services are now enabled by default on the calendar. This approach automatically selects the correct duration, practitioner, room, and equipment. It reduces scheduling errors and helps new teams get up to speed much faster. If you are not using bookable services yet, this is a great moment to explore it.
Patients and pharmacies downloading secure attachments will now see a simple remember me option. This makes it easier to download multiple files from the same device over the course of a week without compromising safety.
We also removed the deprecated SOFORT payment method from the Stripe integration to keep everything aligned with current standards.
Fixes That Improve Stability and Reliability
This update also resolves a series of issues related to performance, forms, scheduling, and visual output. The new dashboard and task list now load more quickly. Deleted patients are handled correctly in the dashboard without causing errors. Medical questions submitted from home no longer get stuck in rare scenarios, even when settings are changed simultaneously. Scheduler reports now accurately reflect the selected date range. PDF documents no longer display certain PNG logos with a black background. Returning to Clinicminds after prolonged inactivity is now more stable. And several issues around gift cards, Bird contacts, and user selection in the scheduler have been addressed.
Each fix removes a small point of friction, contributing to a more predictable and dependable daily experience.
Moving Forward
Version 5.15 brings meaningful progress for documentation, automation, patient intake, and overall stability. Every improvement, whether big or small, is shaped by feedback from clinics that rely on Clinicminds every day.
Quinn AI Smart Summary is only the beginning of what is coming next, and we cannot wait to share more.
#### Clinicminds visiting 12th AMWC 2014
We will be visiting the 12th Anti-Aging Medicine World Congress 3,4 and 5th of April. We will demonstrate our application to the industry. If you are interested to meet up, please don't hesitate to contact us.
#### Clinics are going digital?
It’s 2020, it’s time we get our communication in order!
What’s a landline?
A staggering number of clinics only list a phone number for their contact information, yet many people loathe phone calls, especially pertaining to private topics. Making and receiving phone calls demands one’s full attention, interrupts what they’re doing, and takes far longer than a text or email! As a result, many people avoid using the phone in general, and many millenials refuse to make phone calls at all, a huge missed market if the phone is the only means of communication. Using Clinic Software can alleviate this problem by giving people a digital form of communication, as well as many other boons, such as easier scheduling, improved patient compliance, and data aggregation!
Convenience
People are busy. This makes phone calls even less appealing than they already are. A patient wanting to make an appointment will have to find time in their busy day to call the clinic, a space where they can talk about private topics without fear or embarrassment, and work with the clinic to find a time and day that works! On the clinic’s side, the representative has to interrupt their workflow to answer the call, gather information about the patient, update the schedule, and inform the relevant people. Even if the representative is efficient and the call is brief, that’s at least 5 minutes of interrupted workflow countless times a day. Now, imagine the clinic instead used Clinicminds’ online scheduler. The patient doesn’t need to find time to make a call, just time to use their browser. They also don’t need the same level of privacy, unless someone is reading over their shoulder.. They simply navigate to the clinic’s website, pick a date and time, and submit their info. The representative gets a notification, waits until they’re at a good point to stop their work, and acts accordingly. A digital solution makes the process fast and easy for both the patient and the clinic, while reducing the awkwardness of talking about medical procedures with another human being, perish the thought.
Follow Through
Communication doesn’t end after an appointment is scheduled. Many clinics call the patient to confirm their appointment, and again a bit later, to remind the patient. Afterwards, a clinic may want to follow-up with their patient to ensure that the treatment plan is being followed, share any further relevant information, see if the patient has any more questions or concerns, and schedule any repeat appointments as needed as well as gather feedback!All of this can be handled automatically by Clinic Software. Rather than have someone call a patient 2 to 5 times, just for the examples outlined above, Clinicminds can help schedule the initial appointment and send out appointment confirmation requests and reminders. After the appointment, it can be used by the provider to communicate with the patient, via text, about their treatment plan in a manner that is more convenient and less obtrusive than a phone call. Using Clinicminds, a clinic can also share photos with the patient, send out reminders to book repeat appointments as needed, as well as surveys and feedback requests.
Digital Gold!
In 2020, data is immeasurably valuable. It can be used to identify potential patients, identify opportunities, and boost sales overall. It just so happens that clinics come across an immense amount of data. But manually recording data takes considerable time and effort, and the data collected may be erroneous or incomplete due to time constraints and human error. Clinicminds, however, aggregates this data automatically, storing it in an easy to access database in compliance with privacy requirements. It gathers everything from appointment behavior, treatment records, signed forms, revenue, and more, and presents it in one convenient overview.
The Whole Package
The use of Clinic Software is an immense boon to any medical clinic. It can streamline appointment scheduling and rescheduling, result in less time spent on the phone, access new markets who may be averse to non-digital communication, improve patient engagement and treatment plan compliance by making providers more accessible, improve access to patient information, and even boost sales from accessibility to market information. On top of being a top notch EMR, Clinicminds does all this in one convenient package.
#### Correspondence Learnings
Automating Correspondence Saves You Valuable Time
Communicating with your clients is essential, especially these days where electronic communication is widely available. But corresponding with multiple clients each day is very much time consuming and also prone for mistakes.
Every appointment, rescheduled appointment and cancellation should be confirmed with for example an email message to inform your clients accordingly. Furthermore, you should remind your clients a day before their appointment as well as send treatment reminders after a specific period of time to incite future visits.
By using a CRM system you’re able to automate nearly every step in these processes. This means you won’t have to perform these tasks manually thus saving a lot of time. It also reduces the chance of mistakes like for example forgetting to contact the client or accidentally providing wrong information. Such CRM systems only require the diary service to perform the booking and the rest will automatically follow.
#### Customize your tax questions, treatment report, and device settings with Clinicminds
At Clinicminds we recognize that every clinic is unique. With customization of fiscal and treatment report questionnaires, as well as the parameters of the device settings, your workplace can be further optimized for greater efficiency.
Custom Tax Questions
Depending on the fiscal laws of your country or local laws that apply to your clinic, some aesthetic treatments can have a medical aspect and thus be exempt from taxation.
This is not a big deal in places in which the medical practitioners are delegated with the task of determining whether the tax exemption is applicable. However, some laws require the decision to be backed up with a form in which certain questions get answers that help determine the case.
Clinicminds has answered this by incorporating a custom tax questionnaire that streamlines the evaluation process, thus making it faster and more reliable. Setting up the questionnaire to support tax exemption in your clinic is a simple process that can both make the process uniform and take some administrative burden off of your physicians. A forgotten record form will never again be a headache for the bookkeeping department!
The questionnaire can optionally include a 'description' field for your practitioners to fill in which helps the system determine when the tax exemption is applicable. As for the government reports, the forms can simply be exported and forwarded showing your clinic's records that support being relieved from taxation.
In short, with new custom tax questionnaires your clinic will be much more adept at making the right calls when it comes to taxation, and with reduced administrative slog your patients will have a much better experience of their time spent at your workplace! Let's not forget that this saves quite a bit of time - and time is money! A dime saved is a dime earned, after all.
Custom Treatment Report Questions
Maintaining clean and orderly records requires that each medical procedure gets followed by detailed, consistent, and thorough reporting. In our software we already have a free text field that serves the 'treatment report' with some helpful templates that can be used. We thought that we could do more than that. So we did.
Clinicminds has decided to introduce a treatment report questionnaire that is fully customizable and tailored to be simple and quick, but also detailed and reliable. Besides the general and specific questions about the treatment and all its details, you are able to implement checkboxes, dropdown menus, radio buttons, etc. Assigning a question to every applicable treatment is encouraged and you can use pretty much all the relevant question models that can be of use to your clinic.
The end goal of the custom treatment report questionnaire is to optimize treatment reports and introduce a respectable standard that will boost the efficiency of both the administrative and the healthcare parts of your institution. Filling these out will be done much faster than ever before and they will increase the relevant data extracted while reducing superfluous info to a minimum.
Saving time earns money and makes the patients adore your policies. What's not to like here?
Device Settings Questions
Operating medical devices is a responsible and important task. It is only adequate then that the process is made easier for the practitioner by noting down the used settings and documenting them more readily and easily than ever before.
Using the device settings questionnaire after every applicable treatment is a new feature introduced in Clinicminds software. By implementing a pop-up window with relevant questions designed to register the device settings, the process is done as a part of the general record-keeping in an optimized and efficient manner.
The benefits of this are numerous. Let's begin with the fact that every time the treatment gets repeated the practitioner has ready access to previous settings. With this insight it is much easier to continue with the same treatment and monitor whether adjustments should be made.
As with the previous questionnaires, everything is fully customizable and the clinic has the ability to create the list of questions with relevant question models such as dropdowns, checkboxes, and so on.
At Clinicminds, we give our best to make your practitioners' time matter. With these changes, you will be that much more able to devote yourself to healthcare, and that is the most important thing, if you ask us.
Want to learn more? chat with us.
#### December update part 1
We released new features and enhancements that we like to share with you. This update mainly improves the system that communicates with GP's ad pharmacies. We also made some improvements to reports and administration.
We're still on schedule for a more extensive update this month, introducing online deposit payments to Clinicminds.
GPs & Pharmacies
You can save GPs with their email address in your clinic’s account to make it easier to send GP letters to familiar GPs.
When sending a GP letter or prescription to an unknown GP or pharmacy, you can save the email address with one click to your clinic’s account.
To securely download GP letters and prescriptions sent via email, GPs and pharmacies must enter a verification code that is sent in a separate email improving on GDPR & HIPAA compliance.
For the Netherlands only: When entering the email address of a GP or Pharmacy, Clinicminds checks if the domain belongs to a known healthcare provider (ZorgMail/Zorgring networks).
Reporting & administration
Stock, finance, and reports can be viewed for removed locations.
‘Patient spending’ and the ‘Financial report’ now contain ‘total’ columns for the treatments, treatment packages, products, taxes, and payment methods amounts. The more specific columns are now collapsed by default in Excel reports, allowing you to show/hide the data you need quickly.
Want to learn more? chat with us!
#### December update to Clinicminds
New features:
Add multiple before pictures, immediate after-treatment pictures but also multiple pictures during inspection.
Add multiple locations in the clinic settings which makes you choose in which location a treatment will take place.
Added clinic location to email confirmations and reminders according to the location chosen during registering and appointment.
The name of the person registering a consultation, which means anamnesis and medical history is now also registered and stored.
We added a treatment history button in patient file overview as also during treatment for quick reference. This feature provides a quick view in the patients treatment history. Only users with the correct rights can watch this information.
Enhancements:
When the reminder checkbox is checked, the system shows a reminder alert button next to the chosen treatment.
Cancelled appointments are now, like no-show’s, shown in the appointments overview providing a better overview of the clients behavior.
Historical data is only asked for the first time in a patients record.
Fixes:
Better saving of anamnesis tab.
When a second or third person edits an appointment this is also registered.
We alway appreciate your feedback. If you have any remarks or questions please email us at: support@clinicminds.com
We hope you will enjoy our update!
#### Digital prescriptions
Introducing digital prescriptions
Create prescriptions for your patient digitally including signature.
Send prescriptions to your patient or pharmacy digitally with just one click
Set user-roles for prescriptions. You are now able to control who is allowed to create and send prescriptions.
View prescriptions history in patient overview.
The ability to create additional prescriptions if needed.
Change tax rates name.
You are now able to change the Tax rate abbreviation that is applicable for your country. For example VAT, BTW, GST etc. This change will effect all areas in the app that are linked to it including your invoices.
#### Do you know how much potential revenue you lost due to appointment no-shows last year?
Features that can help you reduce no-shows
SMS appointment reminders
After all, we all need reminders in this busy world. The advantage of SMS text reminders is that it's a push message with full attention on your smartphone.
Change appointments online
Allow patients to reschedule or cancel appointments online. By simplifying the process to change appointments, patients are more likely to inform your clinic on time. This customer convenience ensures that you can release appointment slots more efficiently for new bookings.
Of course, you can specify in Clinicminds the minimum period between the appointment date and the moment of changing the appointments to avoid last-minute cancellations or changes.
Online payments
Use online payments or deposits for appointments that contribute the most to no-shows. Deposits make patients more committed to sticking to their appointment or canceling/ rescheduling their appointment on time.
Interested in learning more?
Schedule a call to analyze your number of no-shows and learn how to configure and use these strategies.
New to Clinicminds and want to learn more about our application? Schedule a live demo.
#### Drawing in Clinicminds
Draw like you are using an old fashion paper file. It has never been this simple for aesthetic doctors, to register their treatment in a patients file using an iPad or a desktop computer.
#### Easter 2019 improvements
It’s almost Easter, and the bunnies are starting to jump! We are excited to announce the new features and enhancements we are introducing this Easter weekend.
Let us start with the most important new feature within the Clinicminds calendar:
Calendar
Colors for treatment categories 🎨
The calendar is intended to provide you written but also visual information regarding your appointments. Starting this weekend, you will be able to set up a different color per category. These colors will give you visual information of the category regarding the scheduled appointment. Use these colors to quickly see which treatments are waiting for you this day or the next weeks.
Choose specific treatment for appointments 💉
When reviewing your calendar, especially within surgical clinics, it’s sometimes preferable to see within the calendar which specific treatment has been scheduled. That is why we made it possible to optionally select the treatment (in addition to the required treatment category) while scheduling appointments.
See details by hovering over appointments 📝
Need some more details about an appointment while reviewing your calendar? Just hover with your mouse pointer over a scheduled appointment en get more information including written notes about the appointment. Talking about time-saving!
Quote & invoice status in calendar appointments 🚦
Now scheduled appointments in the calendar show a summary of the quote & invoice status. It makes it easier to review upcoming (surgical) treatments and see if payments are registered. Open the client history from the appointment popup to see all details.
Appointment popup
Client history button in appointment popup 📋
While reviewing your day/week calendar, you sometimes want to learn more about a specific client. When clicking the appointment from within the calendar, it's often convenient to review past treatments. Therefore we are introducing the history button in the appointment popup. Additionally, this button shows a summary of the quote & invoice status, just like appointments in the calendar.
Client photo in appointment popup 📷
Now you can see the client’s profile picture while viewing an appointment in the popup.
Client history
Quotes & invoices in client history 🧾
The client history now displays details from quotes and invoices, including a clear status indication. This makes it easy to see whether a client accepted a quote, or paid an invoice.
#### Elevate Your Payment Experience with Clinicminds and Klarna
We are happy to inform you that we included Klarna as a payment option in Clinicminds.
Klarna is a company that offers financial services, including payment solutions for online stores. Klarna provides several ways to pay for online purchases, such as paying in installments or deferring payment. Klarna can also be used to make online purchases using a virtual credit card.
You can use Klarna in your clinic to offer your patients the option to pay for their treatments in installments. This can help your patients pay for their treatments without having to pay a large sum of money upfront. Klarna can also be a good option for patients who do not have a credit card or prefer not to use their credit card to pay for their treatments.
You can enable Klarna through Stripe. You do not need to separately register with Klarna as a clinic. Payment options (immediate / later / installments) vary by country. Click here to see the options:
Your patients can then choose the option to pay with Klarna when they book or pay for their treatments. It is advisable to inform your patients of the terms and costs associated with using Klarna, so that they can make informed decisions about how they want to pay for their treatments.
Klarna can be used in Clinicminds for the following payments:
In the online booking widget on the clinic website. For prepayments, no-show fees or full treatment payments.
Treatments that are handled and booked via the clinic call center or front desk. This can be a full treatment payment or a prepayment.
Selling gift cards online.
To learn more about our payment's options contact us.
#### Eliminate 6 time-consuming tasks in your clinic
While we all know and feel that we're doing some tasks repeatedly, even though they take us more time than we want to, it's difficult to change old habits. See below 6 time-consuming tasks that you might want to eliminate or reduce in your daily routine.
Learn how to perform these tasks smartly and save yourself valuable time every single day. Chat with us for more information.
#### Email features are coming
We are implementing customizable email-templates for easy communication with your clients like appointments confirmations, reminders, invoices and more.
#### Explanation pricing Clinicminds
To make our pricing model even more clearer we created a cute little drawing :-) . As you can see you can add as many support staff members as you like without extra charge. We only charge for the amount of practitioners in your clinic.
In the example below you see 5 support staff members that are using Clinicminds and one practitioner. Total costs per month: 160,- euro's for all 6 users.
When subscribing to Clinicminds, you get billed for the number of users (persons) in your Clinicminds account that can be scheduled for appointments or register treatments (typically practitioners). In other words, you only get billed for the number of users that are schedulable for appointments with patients and/or perform (register) treatments (note: register treatment is user permission that can be set in the user-role tab in Clinicminds). All other staff, e.g. assistant(s), operators, accountants, etc. can use Clinicminds for free.
#### Export record to PDF
We’re introducing an additional feature, available from today. You’re now able to export a complete record, including inspection and/or aftertreatment to a PDF document.
Some examples for use
Share a consultation with an external physician like e.g. a surgeon. Many clinics offer in house consultations for plastic surgery, which is often performed elsewhere.
Provide a patient with his/her treatment record upon request.
Consult your colleague regarding a performed consultation or treatment.
Etc.
#### Fall 2018 update
We hope we didn’t leave you waiting too long, as we decided to sneak in a post-summer list of updates for Clinicminds!
We added templates for text field questions in the medical state, surgical checklist, and operative reports.
This way you’ll be filling in the same thing in the same order every time!
Product reminders & Low stock warning when your stock falls below a user-defined threshold.
Don’t you hate it when you run out of skin-cream? We do too, so we made sure you’ll never run out again!
Added stock mutation logs.
Because sometimes you just want to know who did what and when.
Added notes field to clients.
You indicated you wanted to make some private notes on client pages occasionally, so we built that in for you
Added notes field to appointment cancellations.
Because sometimes someone comes up with such a creative reason you just have to write it down.
Added user setting to control access to calendar feed.
So you can control who sees what calendar, and what details can be accessed.
Added clinic settings to display additional info on prescriptions.
Like AGB code for Dutch clinics, this way you can adhere to your country’s specific standards.
Added user name to ‘Sales journal entries’ and ‘Payment journal entries’ reports.
For logging or bonus purposes. Or just for bragging rights!
Added separate user role permissions to view and edit stock.
No, stock-sorting elf not included, get your own!
Improved menu structure and user role permissions.
Those pesky menu’s kept creeping up to places they didn’t belong, now they’re sorted and labeled.
Added a clinic setting to control online booking notification emails (with or without client details).
Assuming full control.
Added booking date to ‘Online Bookings’ report.
Because that just makes sense.
Preferred doctor support with online booking.
Your patient’s choice of preferred physician will be displayed in the online booking details. If they didn't’ choose a preference you’ll get to select a physician for them to be booked with.
Stay tuned for insider tips! Because we’ll be highlighting these features in the coming weeks, going into further detail, teaching you how to unchain the power of Clinicminds.
#### February release notes!
We’re excited to announce some requested features we released recently!
Appointments
Headers in emails
We now show clear headers in appointment confirmation emails to your patients. These emails can contain a lot of information depending on your setup. This makes them easier to read.
No treatment reminders
We send no treatment reminders if patients had a follow-up treatment. In the past, it could be confusing when patients got a treatment reminder, e.g., 3 months after their botox treatment, while they already had another botox treatment recently. Now we don’t send the reminder if the patient had the same treatment at a later date.
Filters and reports
We added a ‘user’ filter in the ‘number of appointments’ report. This report is very helpful to analyze what kind of appointments are scheduled. With this new filter, you can easily review the data for each of your practitioners for comparison.
For our Pros!
There’s a new option to include online booking details in the redirect URL to your own website. This allows you to personalize the ‘thank you’ page after online bookings based on the booked appointment, or track your conversions with more detail.
Medical Records
Patient details
In the records, we display patient details above several fields, like GP letters and prescriptions. That makes it easy to see details of your patient while you’re writing.
Notes more obvious
We added a counter for notes to make it more obvious that a note was added.
Stock-Keeping
Supplier and Brand filters
Filter on ‘supplier’ and ‘brand' in the stock screens. That makes it easy to quickly access the treatment materials or products from a specific supplier or brand.
Minium stock notification
Display of minimum stock in stock screens. This allows to quickly see how much stock there's left and what the minimum should be from one screen.
User Management
Calendar feed reset
We added an option to reset the calendar feed URLs of a user.
Disable or enable 2FA
Set two-factor authentication (2FA) requirements for specific users. Enforce 2FA for certain users in your clinic or exclude some users from your global requirement.
User accounts with user roles
Toggle to view linked user accounts in a user roles screen making working on your user roles a lot easier.
If you'd like to know more about Clinicminds feel free to send us a message or Chat with us here!
#### Four pieces of advice for doctors working from home
Flirt with that special someone by the coffee machine
Psst… Odds are that’s your significant other! Use the opportunity to connect to the people close to you. It’s not every day you can share your 11 o’clock coffee with someone that special!
Make yourself at home
At your home… That made more sense in my head. Make yourself at home in your home office. It’s easy to neglect it, have stacks of paper cluttering your workspace. That’s just going to lead to you being distracted. Take a moment to clean up and really make your workplace from home comfortable and efficient. We recommend a healthy combination of sunlight, a comfy chair and perhaps a chamber plant for an ideal workplace.
Cut out distractions
If you know you struggle working from home, it’s important to cut out distractions for yourself. Put a barrier between yourself and your pets for example. And make sure your phone is set to silent if you can afford to do so. If you have personal errands to run, make sure you have done so before you start working. So you can focus on getting your work done first.
Use this time efficiently!
As discouraging as a sudden wave of cancellations might be. This is a great time to start looking at your clinic. What processes can you improve? What protocols need an update? Is your bookkeeping in order? And maybe finally sit down to install that Clinic Software!
#### Four Reasons Your Clinical Practice Needs Specialist Customer Software
Any successful clinical practice needs to put client and patient needs first. One of the best ways to build trust with clients and patients is to nurture your relationship with them — from individual physicians, assistants, and nurses, through to the practice as a whole.
Whether you’re providing elective and aesthetic services, surgical procedures, laser treatments, or other private healthcare, you need specialized software to help build those patient connections. Regular customer relationship management (CRM) software just doesn’t make the grade — by trying to do everything, they become average at anything.
Compare standard CRM software and its language of prospecting, leads, deals, marketing, and onboarding with the healthcare world of care, commitment, consultancy, and compassion, and you can see that there’s a big gap.
Here then, are the advantages that CRM software dedicated to a clinical environment can provide.
Nurture Authoritative, Authentic Relationships
When a client or patient visits your practice, they want to be treated as a true individual with unique requirements. Since every treatment is specialized to their exact needs, your software needs to support that type of authentic connection.
A physician or caregiver needs to walk a careful line between providing authoritative medical advice and gaining a deep understanding of a patient’s concerns, desired outcomes, and unique needs. The right clinical CRM software makes that whole process easier, through providing detailed notes, allowing for a variety of treatment plans and options, and carefully noting down everything a client has told you.
It makes every client interaction a way to provide reliable advice, hear what they are really saying, allay concerns, demonstrate compassion, build trust, and give them the medical services they need.
Meet All of Your Medical Consent and Compliance Needs
The medical, clinical, and healthcare worlds are full of rules, regulations, and strict compliance needs. Whether it's HIPAA, protecting health records, CLIA, or something else, informed consent and robust security are absolutely essential.
Good clinical CRM software should provide all of these features — from gathering medical information from clients, through to tracking consent, and from providing an audit trail through to encrypting information and sharing it in a secure way.
Whether you’re dealing with surgical consent forms, electronic medical records, role-based access to information, or something else, you need robust security and a way to provide reassurance to patients, peers, and regulatory bodies.
Deliver Detailed Medical Information
If you look at a standard piece of CRM software, you’ll see that it captures deal status, marketing leads, client type, and several other pieces of information. None of this is ideally suited to the type of data you’ll find in an electronic medical record (EMR).
Good clinical CRM software supports those needs — whether it’s uploading an X-Ray, sharing test results, capturing clinical notes, or recording the results of a physical exam, there are certain standards, files, and formats that a good clinical CRM needs to meet.
Add to that the need for very robust controls around who has access to medical data and history, and you can see that you need sophisticated software that allows for capture, verification, quality control, transmission, receipt, encryption, and protection of sensitive medical information.
Make Scheduling, Consultation, and Delivering Care Easier
Running a successful clinical practice isn’t just about building relationships, getting information, being compliant, and recording details, it’s about the medical and healthcare services you provide. That’s why a good clinical CRM doesn’t just deal with the patient side of things, it makes your physicians, assistants, nurses, and administrators much more effective.
From reporting on where each patient is in their treatment plan through to scheduling in treatments and providing advice, it’s vital to get deep insight into your whole practice. That way, you can make sure resources are being used effectively, patients are getting seen promptly, and treatments are being carried out in the best possible way.
Reports need to give you a deep-dive into the inner workings of your practice, or provide an at-a-glance view so you can see how your clinic is doing in an instant.
If you want to run a better, more effective and efficient clinical practice, the right software tool can revolutionize how you approach patient care and treatment. Don’t buy an “off-the-shelf” standard CRM solution and try to make it work — it’s simply not designed for a busy clinic’s needs. Instead, look for clinical practice management and CRM software that will make creating, managing, and nurturing deep patient and client relationships better for everyone.
#### Free Integrated Online booking, Why It's a Big Deal for Clinics
Recently we launched our second release of our online booking widget. When we started to make our plans to enable an online calendar within Clinicminds, we obviously looked at existing online scheduling systems as there are many different systems available online. Personally, I was convinced that we could find one that would fit perfectly and would be simple to integrate.
Search and criteria
We had many criteria, but to mention some we wanted a system that would have a simple booking process without the hassle of logins for customers. It needed to have an open API to communicate with our database which keeps all the information in one interface and of course an affordable system as clinics would need to acquire another SAAS solution to run their clinic.
Conclusion: I was wrong! We needed to build our own and offer it as an end-to-end solution with NO additional costs for our clients.
Why should you offer online booking
In my opinion, there are three important reasons to implement and start using our online calendar.
First and foremost your customer experience. You want to make the entrance to your clinic as smooth and effortless as possible.This means you want your clients to book their appointment 24/7 where ever they want without the need to fill in lengthy forms. Also consider situations where customers might feel uncomfortable to call an aesthetic clinic. Not to mention generation x that prefers to schedule their appointments online altogether.
From a business point of view, you are always looking for ways to increase your conversion (booking) rate. Having a 24/7 outlet where your customers can interact and have an immediate response is a huge benefit. It's the ultimate click-to-book experience which is extremely important to increase conversions.
Both large clinics They both have different needs. But both can benefit tremendously from online scheduling that fits those needs.
For all clinic sizes
When you start a clinic, you don’t want to have too much overhead which means that you either pick up the emails or phone calls your self or outsource it to a call handling service. Both scenarios cost time and money. Not to mention that when you are busy, you can not pick up the emails and phone calls.
When you are a mid-sized to a large clinic, you want your back-office to be as efficient as possible and to pick up those calls that need attention and are usually more complicated.
Last but not least you don't want to manage two different systems and have two separate databases with inconsistent client data. It's too error sensitive, creates more work and thus isn't efficient. That's why we chose for an integrated online booking widget (the so-called end-to-end solution).
Oh yes and did I mention that you are also saving money? We consider online scheduling to be a core feature of our service, so it’s included free of charge for all subscriptions.
Guy, co-founder
#### GDPR improvement e-mail attachments 📥
The GDPR is now in effect. As you may know, we made multiple enhancements according to the GDPR. However, since Clinicminds is processing health information, we decided to improve the way Clinicminds delivers personal information via email.
With this change, Clinicminds delivers a unique service to comply with the current regulation.
#### Happy Holidays Update 4.14
It's that time of the year. Everyone is handing out gifts, so we thought, let's build two great features that will smile at you. We hope you enjoyed Clinicminds in 2021. On behalf of our entire team, thank you for your trust and collaboration.
Short booking URL book-now.at
We now offer a shorter and more beautiful URL to your online scheduler, such as https://book-now.at/clinic-name. You can create these URLs for your complete clinic, a specific location, or even only a specific service. These URLs look more attractive when visible to clients on, for example, your social media profiles.
Visit our release notes page to learn more about all 4.14 features and improvement updates.
Adjust styling in the online booking widget
Customize the colors of your online scheduler to match your clinic's website and corporate identity. You can change the background and foreground (text) colors and the primary and secondary colors used for buttons and controls. This way, your online scheduler will feel more like a part of your clinic's website and identity than being a separate system.
Visit our release notes page to learn more about all 4.14 features and improvement updates.
Want to learn more? Chat with us
#### Happy new year! 2017
A new year has started and we want to wish you a very happy new year, lots of succes and treatments in 2017 ! During this year you can expect much more from Clinicminds.
We pushed a new feature and enhanced some already.
Differentiate cancellations
Distinguish future and past appointments
Upload multiple images
Cheers!
#### Happy New Year! Clinicminds v5.10 is Here
As we kick off 2025, we’re excited to unveil our latest update: Clinicminds v5.10. Packed with features and improvements, this release is designed to make your clinic operations more seamless and efficient while elevating the patient experience.
Let’s take a closer look at what’s new and how these updates will benefit your practice.
Transforming Consultations with Interactive Drawings
One of the standout features in this release is the completely redesigned drawing tool. More than just a simple annotation feature, it’s a game-changer for consultations and record-keeping. Practitioners can now draw directly on patient photos to highlight areas of concern, treatments performed, or observed improvements.
Imagine the power of showing your patient exactly what you see during a consultation. Often, patients perceive their appearance differently in a photo than in a mirror. By visually mapping out areas of interest, you can guide them through their aesthetic journey with clarity and confidence. This tool enhances communication, builds trust, and creates a more collaborative consultation process.
Whether during case history reviews, treatment planning, or follow-ups, these annotated images are seamlessly integrated into your records and PDFs, ensuring all relevant details are clearly documented.
Supporting Insured Care in the Netherlands
Starting January 1st, 2025, practitioners in the Netherlands offering skin therapy treatments eligible for health insurance reimbursement must meet specific invoicing requirements.
Clinicminds v5.10 is here to make that transition effortless. With our compliant invoicing feature, you can generate invoices that meet the new standards, ensuring your practice remains aligned with regulations.
While this initial version covers all current requirements, we’re committed to refining it as we gather feedback and adapt to evolving standards.
Enhancements to Boost Your Clinic’s Efficiency
We’ve added a new feature for recording emergency contact information in patient profiles, offering reassurance for patients and practitioners. The “Records” report also features a user filter that enhances reporting capabilities, providing tailored insights into clinic performance.
Our calendar refreshes in real-time to keep things running smoothly, ensuring up-to-date information is always at your fingertips. Additionally, we resolved some user issues while setting up Two-Factor Authentication (2FA), ensuring it works seamlessly to provide enhanced account security.
Looking Ahead
We’re thrilled to share these updates with you, but the excitement doesn’t stop here. Later this month, we’ll be rolling out even more features, including the highly anticipated new dashboard and task list. These additions will further empower your clinic to operate at its best.
Thank you for your continued trust and support. We’re honored to be part of your clinic’s journey and can’t wait to see how these updates affect your day-to-day operations.
Here’s to a successful and fulfilling 2025 for all our users!
#### Has my password been compromised?
Why you MUST consider 2-factor authentication for your important login information.
Especially In the private medical branch like aesthetic medicine, it’s important to keep your data secure. When you’re handling sensitive data such as electronic patient files on a daily basis, security is of the utmost importance.
Unfortunately these days it’s fairly easy to get the average internet users most common passwords. I’m particularly interested in cyber security, and passwords are something that I hear about a lot. A lot of people get frustrated with passwords, and it's bad enough when you have to have one really good password that you can remember, but nobody else is going to be able to guess. What do you do when you have accounts on a hundred different systems and you're supposed to have a unique password for each of these systems? It's tough, impossible even!
Why do you need different password in the first place? The reality is that a lot of services on the internet simply do not have their security up to snuff. And even when they do, hackers have methods to trick you into giving up your login information, such as phishing (pretending to be another website). You think you’re not active on those kinds of websites? Do you have a LinkedIn account? Because LinkedIn was breached in 2012 with a reported 6.5 million user accounts compromised. That means your LinkedIn password from 2012 is most likely available on the internet for free if you know where to look.
A great way to check if you have passwords out there in the wild is using a service such as haveibeenpwned.com. Simply type in your email address and see if your passwords have been breached at any point.
Password managers
You’re not entirely vulnerable however. With a few good practices you’re already way safer than the average internet user. For starters, using a password manager such as LastPass, 1Password, KeePassX or Bitwarden will do wonders. These allow you to remember just one master-password, which you use to get to the rest of your randomly generated, nearly unreachable passwords. You’ll have a unique password for every service without the frustration of having to remember a hundred passwords.
2-factor authentication
Perhaps more importantly, more and more applications are offering 2-factor authentication. What’s great about it is how safe it makes my more important logins. Protecting the services you care about the most, such as your email, your bank account and your Clinicminds account!
How does 2-factor authentication work? It provides you with a random number on your phone, that you must enter together with your password when logging in. Meaning that if someone has your password, they still can’t login without also possessing your phone. A combination of factors that’s far more unlikely than simply needing to know or crack your password.
Sharing accounts
Another security risk is sharing accounts. Sharing your login information is a major security-risk. No matter how much you trust the person you share it with. You simply lose a lot of control in how your password is used. Using shared accounts is also a major risk! For example you lack the ability to see who does what in your system. In addition when someone leaves the team in question, you can’t easily shut off their access to the account. We thoroughly recommend you avoid sharing accounts whenever possible. Especially on Clinicminds! Creating support-staff accounts is free on Clinicminds, so making sure all your employees have their own accounts is easy and affordable.
Best Practices
In case you feel using a password manager is a bit too intimidating, here’s a few tips to keep your passwords as safe as possible manually:
First and foremost: NEVER use the same password (or variant of a password) that you've used somewhere else.
Use letters, numbers, and symbols in creative ways.
Never use common words or phrases!
Never use personal information in your password!
Asmu,m,&sp! (Abbreviated sentences make unique, memorable, and strong passwords!)
WIw7,mstmsritt. = When I was seven, my sister threw my stuffed rabbit in the toilet.
Itmcwloc&s = I take my coffee with lots of cream and sugar
Longer passwords are better
#### Hello AmSpa Members
We're delighted to have joined AmSpa as a Silver Vendor Affiliate, offering our patient management and EMR software to all AmSpa members.
AmSpa, a United States national community of medical spa professionals, provides Legal, business, and clinical training resources to build legally compliant, profitable, and safe medical aesthetic practices.
AmSpa acknowledges the importance of robust patient and clinic management software for professional, thriving, and expanding medical aesthetic practices. Clinics and MedSpas that wish to increase efficiency and have more control over treatment consistency, internal KPIs, management, and analytics. These clinics require software that supports a significant part of the patient journey, from online booking to in-clinic treatment registration, invoicing, and delivering automated communication regarding aftercare, brochures, treatment reminders, etc.
Therefore AmSpa is bringing more attention to their members about this subject and the importance of implementing an all-in-one patient and clinic management system.
To learn more about AmSpa, their services, and the Vendor Affiliate program, follow this link: clinicminds joins AmSpa
#### How Does Consistent Treatment Recording Increase Trust and Retention for Your Clinic?
A patient walks into your clinic for their quarterly Botox appointment. "What did we use last time?" they ask. You pause, searching through notes, trying to remember the exact units and injection sites from three months ago. That brief moment of uncertainty? It costs more than you think. In cosmetic medicine, where patients invest thousands of dollars in their appearance and well-being, every detail matters. The difference between a thriving practice with loyal patients and one struggling with retention often comes down to something surprisingly simple: consistent, comprehensive treatment recording.
When patients trust that you remember every detail of their care, they return. When they see documented proof of their progress, they stay committed. And when your entire team has instant access to complete patient histories, your clinic operates like the professional medical practice it is. Let's explore how systematic treatment documentation transforms patient relationships and drives measurable business growth.
Why Treatment Records Are the Foundation of Patient Trust
In cosmetic medicine, precision isn't just important; it's everything. Consider the patient who had a mild reaction to a specific filler brand two years ago, or the one who prefers their Botox administered with a particular technique. These details separate adequate care from exceptional care, and your patients know it.
Consistent treatment recording ensures medical safety at every touchpoint. When you document exact dosages, specific products used, injection sites, and intervals between treatments, you're not just covering regulatory requirements. You're preventing over-treatment, avoiding adverse reactions, and ensuring that each visit builds appropriately on the last. For injectables, especially. Whether Botox, dermal fillers, or other treatments—knowing precisely what was administered, where, and when is critical to achieving optimal, natural-looking results.
Beyond safety, comprehensive records demonstrate professionalism that builds confidence. Today's aesthetic patients are sophisticated consumers. They research procedures, compare providers, and expect the same level of organization they'd find in any medical setting. When you can instantly pull up their complete treatment history, show them previous photos, and recall their preferences without hesitation, you create a "wow factor" that sets you apart. That moment when you say, "Last time you mentioned sensitivity near your temple area, so let's be extra careful there today"—that's when trust solidifies.
How Consistent Recording Drives Patient Retention
The cosmetic medicine market is competitive, but your greatest asset isn't your equipment or your location; it's the relationships you build with patients over time. Consistent treatment recording is the foundation of those relationships, enabling personalized care that makes every patient feel uniquely valued.
When your records capture not just clinical data but also patient preferences, pain tolerance levels, and desired aesthetic outcomes, you transform each appointment from a transaction into a continuation of an ongoing journey. Instead of starting from scratch at each visit, you're building on previous conversations and results. The patient who mentioned they're preparing for their daughter's wedding in six months? That note in their file allows you to plan their treatment timeline proactively. The one who has anxiety about needles? Your staff can prepare accordingly before they even arrive.
Visual documentation takes this personalization even further. With integrated photo storage and comparison tools, you can open a photo from a year ago and place it side-by-side with today's image. This isn't just about showing progress, but it's about making results tangible. Many cosmetic treatments produce subtle, gradual improvements that patients might overlook day to day. When you can demonstrate measurable changes over time, you help patients see the value in continued treatments, reinforcing their decision to invest in your care.
Most importantly, comprehensive records enable seamless care across your entire team. Patients shouldn't have to repeat their medical history, preferences, and concerns every time they see a different practitioner or staff member. When any team member can access complete patient files and review previous records, your patient experiences consistency regardless of who performs their treatment. This builds trust not just in individual practitioners, but in your clinic as an institution. Patients become loyal to your practice, not just to a single person, which protects your business and creates scheduling flexibility.
The Business Impact: From Trust to Revenue
Let's talk numbers. Research shows that a 5% increase in patient retention can boost clinic profits by 25-50%. In cosmetic medicine, where repeat patients spend 67% more than new patients and the average patient lifetime value ranges from $3,000 to $15,000, retention isn't just a nice-to-have. It's your primary growth lever.
Well-documented treatment records directly drive retention by encouraging follow-up bookings. When patients can see their progress documented with precision and professionalism, they're more likely to maintain their treatment schedule. They trust that you're tracking their results, adjusting approaches based on what's worked before, and genuinely invested in their long-term outcomes. This confidence translates to reduced no-shows, fewer cancellations, and more consistent appointment patterns.
The ripple effects extend even further. Satisfied patients who trust your care become your best marketing asset. They refer friends, leave positive reviews, and share their experiences. In an industry where word of mouth and personal recommendations drive many decisions, documented excellence creates advocates who expand your patient base organically.
How Clinicminds Makes Consistent Recording Effortless
Theory is valuable, but implementation is everything. Many cosmetic clinics struggle with treatment documentation not because they don't understand its importance, but because their systems make it cumbersome, time-consuming or inconsistent.
Clinicminds addresses this by offering cosmetic-specific treatment templates that match your actual workflows. Instead of adapting generic medical software to aesthetic procedures, you're working with tools designed specifically for Botox, fillers, laser treatments, and other cosmetic services. This means faster documentation, fewer missed details, and standardization across your practice.
The integrated photo storage and comparison functionality eliminates the common problem of scattered images across devices and platforms. Before-and-after photos are stored directly in patient files, making them easily accessible when needed. Whether you're comparing today's results with last month's appointment or pulling up images from a year ago, everything is organized and instantly available during consultations.
Most critically, any practitioner on your team can review previous records when needed. If your lead injector is unavailable and a patient needs to see someone else, there's no scrambling for information or patient frustration. Complete treatment histories, product inventories, and clinical notes are accessible to appropriate team members, ensuring continuity of care.
When patients request their records for insurance purposes, personal files, or moving to a new location, Clinicminds makes file export simple. You maintain professional control over medical information while efficiently honoring patient rights and requests.
This approach reflects a deliberate philosophy: keeping detailed records accessible to your professional team while avoiding the miscommunication that can occur when patients access complex medical data without proper context. By focusing on clinic-side workflows rather than patient portals, Clinicminds ensures that medical information is interpreted and explained by qualified professionals, preventing unnecessary confusion and maintaining the trusted provider-patient relationship.
Building Long-Term Patient Relationships Through Better Records
The connection between consistent treatment recording and patient retention isn't mysterious; it's foundational. By documenting thoroughly, you show genuine care. By recalling each detail, you establish trust. By highlighting progress, you showcase real value. And when your entire team operates from the same comprehensive information, you deliver the consistent, professional experience that turns first-time patients into lifelong clients.
In cosmetic medicine, your reputation is built one patient relationship at a time. The systems you implement today, the records you keep, the details you track, and the tools you use determine whether those relationships flourish or fade. Comprehensive treatment documentation isn't administrative overhead; it's the infrastructure of trust and the foundation of sustainable practice growth.
Ready to transform how your clinic manages patient relationships?
Discover how Clinicminds helps cosmetic practices build the systematic treatment recording that drives retention, referrals, and revenue.
#### How Operational Efficiency Drives Revenue
This article is part of the Unlocking Success series.
Operational efficiency is the unsung hero behind the financial success of aesthetic clinics. By streamlining everything from appointment scheduling to inventory control, clinics can maximize their ability to serve clients without sacrificing the quality of care. This, in turn, drives revenue growth by enhancing client satisfaction and optimizing the clinic’s capacity.
Streamlining Appointment Scheduling
Effective appointment scheduling is crucial. It allows clinics to accommodate more clients in a day while minimizing wait times, leading to higher patient satisfaction and the potential for repeat visits. Moreover, efficient scheduling ensures practitioners have adequate time for each client, which reinforces the clinic’s reputation for quality and precision.
Mastering Inventory Management
Inventory management is another area where operational efficiency pays off. Maintaining optimal stock levels prevents the dreaded "out-of-stock" scenario for popular treatments and products, ensuring that client demand is always met. This not only supports uninterrupted service but also helps manage costs, directly impacting the clinic’s bottom line.
Optimizing Practitioner Scheduling
On the staffing side, aligning practitioner schedules with peak demand times can significantly boost revenue. Strategic scheduling ensures that the right mix of specialists is available to meet client needs, maximizing both productivity and employee satisfaction.
Leveraging Technology for Operational Excellence
Operational efficiency isn’t just about processes—it’s also about technology. Clinic management software can streamline administrative tasks, improve client communication, and provide valuable data for continuous optimization. This integration not only saves time but also enhances decision-making, leading to better outcomes for both clients and the clinic’s revenue.
The Big Picture: Impact of Operational Efficiency
Ultimately, operational efficiency is about more than cutting costs or speeding up services. It’s about creating a seamless, high-quality client experience that fosters loyalty, generates referrals, and drives revenue. By fine-tuning every aspect of clinic operations, owners can ensure their business not only survives but thrives in the competitive world of aesthetic medicine.
Practical Steps to Boost Efficiency
Assess Current Operations: Start with a thorough evaluation of your clinic’s current practices. Identify inefficiencies in scheduling, inventory management, and staffing.
Invest in Advanced Scheduling Tools: Use automated systems to manage appointments, reduce no-shows, and optimize your daily schedule, allowing for maximum client accommodation.
Implement Efficient Inventory Management: Adopt a real-time inventory tracking system with automated reordering to prevent stockouts and manage costs effectively.
Optimize Practitioner Scheduling: Analyze client demand to align staff schedules with peak times, ensuring the right mix of expertise is available when needed.
Integrate Technology: Use comprehensive clinic management software to streamline operations, improve client communication, and gather data for ongoing improvements.
Enhance Client Experience: Focus on delivering a seamless, high-quality experience that drives loyalty and referrals. Continuously gather and act on client feedback.
Invest in Training and Development: Ensure your staff is well-trained in new systems and technologies, fostering a culture of continuous improvement and operational excellence.
Want to learn more about Clinicminds? Send us a message.
#### How Satisfied Clients Make Your Best Clinic Ambassadors
Businesses tend to pay substantial amounts of money to various marketing agencies, often with little result and low return on investment. However, for small clinics, catering to clients may be the most viable marketing campaign. As people have now been long bombarded with incessant marketing, they have started tuning it out. It might be downright impossible to look around and not spot an ad, whether you are walking, driving, browsing your social media, or even resting at home–we just stopped giving them any attention. Today's society is ad-weary.
Yet we still invest heavily into massive marketing outreaches such as those offered by Google and Facebook, without pausing to rethink our approach. Small businesses benefit the most from word of mouth and a recommendation coming from a satisfied client or patient can produce a far greater effect than any paid advertising can.
With the efficiency of paid advertisement at a historic low, word of mouth is cherished more than ever before. By refocusing their efforts towards customer satisfaction and improving quality of service, clinics can turn satisfied clients into the best marketing agents available.
Clinicminds' focus on customer satisfaction
That conventional marketing efforts are too costly with proportionately low returns, we at Clinicminds have discovered at the very beginning ourselves. Being a small business, we have tried to rely on the marketing provided directly from our clients. This refocusing was by no means easy, though. The efforts included much more listening, observing, and paying attention to little details.
Paying for marketing services, while admittedly costly, is simpler, easier, and less work-intensive. Catering to patients, on the other hand, requires a different, more hands-on approach. But it pays off in the long run. Our striving for more efficient clinic management was thus eventually (and inevitably) coupled with giving patients much more attention.
Helping clinics prioritize customer satisfaction
Our software emphasizes patient-clinic relationships by providing clinics with the right tools for better communication and patient management. A vital aspect in improving customer satisfaction, aside from a good medical practice, of course, is letting patients know that the clinic cares from the get go.
The process starts immediately, from the initial contact by phone or booking an appointment online or via social media. Every point of contact between the clinic and the patient can be tailored to increase the overall patient experience. Pre-filling forms, mailing relevant documents, and providing confirmations and reminders for scheduled appointments can ease the overall process, and every quality of life change presents the clinic in a better light.
During the visit the clinic software produces treatment plans and summaries, as well as the relevant post-treatment information. Automating invoicing makes it quicker, smoother, and it eliminates the human error factor. This is done near-instantly, saving the time of all involved parties.
Even when the patient walks out of the clinic, the software keeps the channel open on the behalf of the clinic. Simply showing hospitality with "thank you for visiting" text messages is a small example that does not represent much on its own, but it can make a difference when it comes to the patient's overall experience.
There are numerous instances like this that could not all be implemented without automation. Some are obvious, some almost invisible, but they paint a global picture of the clinic caring for patients, and that is the ultimate goal of the effort. At the end of the day, if the patient shares their experience with someone, it was successful.
Want to learn more about Clinicminds? Chat with us.
#### How to Improve the Efficiency of Practitioners' Treatments With Real Data?
Boosting the quality and efficiency of your practitioners' treatments means boosting the efficiency of the whole clinic. It's not a big deal either: you already have the data it would require, and calculating it takes mere minutes.
Have you ever considered how much treatment efficiency really affects your clinic? The numbers might surprise you. A percentile higher or lower might not seem like much, but it makes quite a difference when you analyse the effects it has on the workplace as a whole.
So, why is this information so valuable for clinics?
Revenue decrease. Booking new appointments costs money, and an after-treatment takes the schedule slot of an actual treatment! Increasing the efficiency of your practitioners' treatments directly increases your revenue.
Patient experience. Besides taking away precious time from your practitioners, additional treatments take away precious time from your patients as well. The sooner the patients see treatment results, the better their experience with your clinic.
Patient retention rate. A significant portion of your patients will decide to change the clinic if the initial treatment didn't give the desired results. Getting the job done in a single take significantly reduces the chance of your patients looking elsewhere.
Practitioner efficiency. Treatment efficiency is the most obvious indicator of the efficiency of the practitioner. A lower treatment efficiency rate shows where there's room for improvement.
Practitioner quality. Finally, the practitioner efficiency really shows the quality of the practitioner. In other words, improving the efficiency of the practitioner's treatment will make them a better practitioner.
How can you perform a simple check on practitioners' treatment quality and efficiency?
The method is fairly simple, but very effective. To do this, you have to count the total number of treatments a practitioner has performed, and the total number of after-treatments performed after the initial treatment.
Next, you take the number of after-treatments and divide it by the number of first treatments. The ideal result would equal zero, but that most likely won't be the case, so you should strive to get it to be close to zero, or as low as possible.
Multiply the result of the equation with 100 to get the percentage instead of the zero-point- something, as it is displayed in the drawing above.
And that's it! Repeat for each practitioner of your clinic and compare the results: if certain practitioner's results are above the average treatment efficiency ratio percentage, you should consider further investigating the matter.
You should note that new practitioners usually have a higher percentage of after-treatments, and that is fine as they lack the experience of their senior colleagues. What you as the clinic manager can do is make sure that they become aware of their treatment efficiency ratio. In addition to this, you can share your experience with them by providing them with some tips and tricks.
Alternative Method: Let Patients Give Ratings
An alternative method of ranking out practitioners is to allow the patients themselves to judge the practitioners' quality.
This method perhaps lacks the accuracy of the former formula, but includes patients' subjective opinions, such as their experience with the treatment and overall impressions they have of the doctors that have been treating them.
These factors are not included in the efficiency rating formula, but they do contribute to patients' experience of their treatment at your clinic, and are thus equally important factors to consider.
Both the treatment efficiency rate and patient-doctor impressions make vital factors when it comes to judging the quality of your clinic. So, why not simply include both? As a clinic manager you can employ both methods and get more detailed and accurate results.
Clinicminds Automation
Manually calculating treatment efficiency for each practitioner sounds like a chore. Manually calculating AND keeping it regularly updated just sounds like too much effort to bother.
This is one of the reasons why you should consider streamlining and automating the process. Naturally, there are much greater benefits to streamlining and automation, but this just shows how optimization improves, well, everything related to your clinic.
Want to learn how Clinicminds can integrate both treatment efficiency charts and patient ratings into your clinic? Request a demo or chat with us!
#### How to use Clinic data to improve your marketing campaigns
To be successful, we all know that it is important to get our business noticed, preferably in a positive way. Therefore, we spend a lot of money advertising in order to get the attention of our target audience. With the help of an advertising agency you determine where you should spend your budget to reach your target audience.
You have to be really careful however, about the costs and benefits. Advertising agencies charge a lot of money to help you reach out to your target audience. To be profitable, you should be able to pay their bill out of the profits from the particular campaign that you hired them for.
So, you went ahead and took the advice of the advertising agency. That is nice! You put an ad in several magazines, perhaps added a coupon and voila, new customers arrive. Looks very easy and sometimes it is, but be sure to take good care of your customers. See to it that they become loyal customers! That’s the way to make your business grow.
If you have a clever way to save your data, you can easily use the clinic data of your existing patients for future marketing campaigns without using an expensive agency.
Every customer that visits you clinic, needs to provide you with a lot of personal information. All this information, such as their name, date of birth, address and the requested and undergone treatment, combined are the clinic data.
Without violating their privacy, you can put this data to good use for your marketing campaigns. It pays to invest your time and energy in this data for several marketing options.
By knowing where your patients live you are able to target your marketing campaigns. For instance through the local press, by sponsoring local events and digital marketing like Google AdWords and Facebook Ads.
You know their age and gender, so you can customize the message that you send through the media.
By analyzing the treatments per patient you can create personalized marketing content. You know which treatments are popular and what treatments relate to those.
Keep in touch with your patients. For instance by sending them birthday wishes with a coupon.
Distinguish between high and low spenders and send different marketing content in order to trigger them best.
Upsell you treatments to existing patients.
Ones you are actively busy in putting your clinic data to work, you will see that there are a lot of possibilities using this data for your marketing campaigns. The only condition to do so is that the data is saved in a clever manner.
#### How to use Quinn Ai transcription during your daily practice
In today’s landscape of aesthetic clinics, productivity and patient engagement are paramount. AI voice transcription is a transformative tool in this regard.
Imagine a scenario where, during a patient's visit, a physician swiftly types short, essential keywords, maintaining uninterrupted interaction and focus on the patient.
This approach ensures immediate documentation of critical information without compromising the quality of patient care. Following the visit, once the patient leaves the room, the physician can then utilize AI voice transcription to elaborately expand these notes into a detailed patient record.
This method of initially typing brief notes, followed by expansive voice-recorded documentation, not only saves a significant amount of time but also enhances the accuracy and completeness of patient records. By adopting AI transcription, aesthetic professionals can ensure more time is devoted to patient care, optimizing both productivity and the patient experience.
What does this look like in real life?
In the example below, we will demonstrate how Quinn functions in the case history tab. Quinn can be utilized across various fields in the patient record.
Want to learn more about Clinicminds? Send us a message!
#### Inform your patient's GP with Clinicminds
Registration and legislation regarding cosmetic treatments are becoming more and more comprehensive.
A growing number of inspectorates compel clinics that perform surgery to provide patients with a postoperative GP letter. This letter describes the procedure and postoperative results. For clinics performing surgery however small, it's thus impertinent to be able to inform their patient's GP of the treatments performed. To this end, we introduce our GP letter!
The "General Practitioners" letter is automatically generated at the end of a treatment. It allows you to quickly send the patient or their GP a secure copy of their GP letter. We have ensured the GP letter, which is sent by email, gets sent via a secure link that can only be opened by your patient's GP or the patient themselves.
As always we strive to follow growing legislation closely. So Clinicminds can help you quickly adapt to the inspectorates growing expectations. Stay tuned for more news on exciting developments and blogs on best practices and exciting news from the medical aesthetics world.
#### Inform your patients before their appointment
We are happy to write about our spring update of Clinicminds. We are continually improving our application and made several behind the scene enhancements. Additionally, we crushed some bugs as well during the process. But most often we add new features like we did this time as well.
Efficiency
Making your day to day operation more efficient is one of our key objectives. The medical aesthetic field extensively works with consent forms. Now, these forms take time to read. Reading during a consultation means losing precious time. You want to minimize the chance that patients still need to read the consent forms when they're in your practice but would want to have time to discuss any questions regarding the consent form.
Therefore we added the option to automatically send the consent forms before their appointment. The nice thing is that this feature is supported by the online scheduling tool as well.
If you wish to send a separate consent form according to the GDPR regulation, this feature will support it beautifully and conveniently.
Send consent forms with appointment confirmation
Order your services
After launching our online scheduling tool we kept on developing it. We added new features like online cancellation and rescheduling, enhanced previous features and kept listening to our users.
Now it's possible to order the presented services yourself, putting the service you wish to promote first in the correct place.
#### Innovative Collaboration Clinicminds and IBSA
during Pre-Launch of Profhilo® Structura
Clinicminds and IBSA Derma Kick Off Innovative Collaboration During Pre-Launch of Profhilo® Structura in The Netherlands
Select cosmetic clinics across The Netherlands to pioneer the new Profhilo® Structura treatment with enhanced data integration facilitated by Clinicminds.
April 24, 2024, Amsterdam, The Netherlands: In collaboration with IBSA Derma Netherlands, a forefront innovator in developing and producing cosmetic medicine devices, Clinicminds, a leader in cosmetic patient and clinic management software, is excited to announce a pilot during the pre-launch of Profhilo® Structura. Starting April 24th, this strategic collaboration will empower 10 selected cosmetic clinics throughout The Netherlands to offer this cutting-edge treatment, ensuring streamlined data collection and optimal patient outcomes through the sophisticated Clinicminds platform.
Overview of Profhilo® Structura and the Pre-Launch
Profhilo® Structura represents the latest advancement in skin and tissue bio-remodeling. It uses the patented NAHYCO® Hybrid Technology and is designed to address adipose tissue restoration and repositioning in a clinical setting. During this exclusive pre-launch phase, clinics will have the unique opportunity to administer Profhilo® Structura treatments and gather extensive data, including patient demographics, treatment indications, prior aesthetic procedures, administered treatment protocol, and detailed treatment outcomes. This data will critically inform further enhancements to the treatment's efficacy and safety profiles.
Role and Benefits of Participating Clinics
During the pilot, Clinicminds will ensure that all (branded) necessary details (including customized questionnaires, consent forms, annotation templates, and post-treatment care instructions) required to record Profhilo® Structura treatments are seamlessly integrated into the systems of the participating clinics. This integration allows clinics to adhere to their daily workflows effortlessly while digitally capturing comprehensive treatment data. It allows clinicians to maintain focus on patient care rather than administrative tasks.
Traditionally managed via paper files, this digitization keeps the process paperless and enhances speed, efficiency, and thoroughness through advanced technology. While there are no direct financial incentives for participating clinics, being the first to offer Profhilo® Structura provides a distinct competitive advantage. Access to exclusive insights and digital promotional materials also empowers clinics in the cosmetic treatment landscape.
Data Management and Privacy
Clinicminds is committed to maintaining the highest patient privacy and data security standards. All collected data will be anonymized, exported by the clinics themselves, and securely transferred to IBSA Derma Netherlands, ensuring compliance with GDPR and HIPAA regulations. This process not only safeguards patient information but also streamlines the data collection process, making it hassle-free for clinic staff.
Expected Outcomes and Research Benefits
The primary objective of gathering data during this pre-launch is to assess the overall satisfaction rates of both physicians and patients, the safety of the treatments administered, and the likelihood of recommending Profhilo® Structura to others. This invaluable data will support IBSA Derma Netherlands in refining Profhilo® Structura's market strategy and enhancing its formulation based on real-world clinical outcomes.
Support and Feedback Mechanisms
Clinicminds provides extensive support through dedicated channels to ensure clinics can fully leverage the new features without disruption. Feedback collected from these interactions will be crucial in continuously improving the integration capabilities and overall user experience, ensuring that clinics can maximize the benefits of this innovative collaboration.
Conclusion
This collaboration marks a significant milestone in the field of medical aesthetics by combining advanced treatment formulations with cutting-edge software solutions. Clinicminds and IBSA Derma Netherlands are proud to facilitate this pivotal pre-launch, which promises to enhance patient outcomes and operational efficiencies. Clinics interested in participating in future initiatives are encouraged to contact us for more information.
About Clinicminds
Clinicminds is an industry leader in developing comprehensive clinic- and patient-management software solutions tailored for cosmetic clinics and MedSpas. It offers a comprehensive suite of features that streamline practice and patient management, enhancing operational efficiency and patient engagement across various types of private clinics, including aesthetic, surgical, and laser clinics. The software supports features like AI-driven record-keeping with an assistant named "Quinn," efficient online booking, video appointments, and robust compliance with HIPAA, GDPR, and PIPEDA regulations.
By integrating patient and clinic management, data collection, and analysis functionalities, Clinicminds supports clinics in optimizing their daily operations and improving patient care. Clinicminds currently operates in 16 countries around the globe and offers the software in 8 different languages.
About IBSA Derma
IBSA Derma is a division of IBSA Farmaceutici, an Italian pharmaceutical company globally recognized for its specialization in producing hyaluronic acid and other pharmaceutical products. The company's dermatological branch, IBSA Derma, is dedicated to enhancing aesthetic medicine and dermatology through innovative, science-based solutions that focus on the physiological needs of the skin. Their product range includes several well-known treatments such as Profhilo®, Aliaxin®, and Viscoderm®. IBSA Derma is committed to advancing the field of aesthetic medicine by conducting rigorous research and development.
Disclaimer
Profhilo® STRUCTURA has already been extensively tested worldwide and approved by the European registration authorities. From mid-September, PROFHILO® STRUCTURA will be available in the Netherlands. As part of a very selective local evaluation period prior to the launch in September, selected clinics can offer exclusive and limited access to this new treatment starting April 24.
Want to learn more about Clinicminds? Send us a message.
#### Introducing important compliance feature
Update September 2014
During the past month our group of programmers spent a great amount of time on the renewing of our (operating) system. Actually we are reprogramming it and we hope to launch this update within this coming month.
In the meantime we didn’t stop developing our app and yesterday we pushed an update to Clinicminds. This update concerns the following:
1. As compliance is becoming a more and more important issue, we know that regulations are getting more complex and extensive. Talking to different governmental agencies provided us with the knowledge that keeping track of complications is an obligation (in principle every unexpected result of or reaction to a treatment has to be documented as one). Clinics that are (yearly) audited by these governmental agencies have to be able to provide a complete list of all registered complications, including information about the used product(s) and the registered LOT-number (unique product number). In this update we have created this complication registration with the ability to export a complete list of all registered complications in a specific period.
2. We updated the export function of the clinic’s clients, revenues and complications register. This means that the information can be exported in different formats, better supporting Microsoft excel, Numbers, google sheets etc. This exported data can be used for different purposes, for example research in client behavior and marketing purposes.
3. The export function now also supports specific formats, improving the import of data into applications like Mail Chimp (email marketing). We hope you will enjoy working with these new features and we are happy that we are able to improve compliancy for many clinics.
If you have any questions, please contact us at support@climicminds.com
Regards,
Clinicminds team
#### Introducing Online Gift Cards
Shopping online just got easier with our beautiful new gift card feature. Now you can sell Clinic gift cards online, directly from your website or social media channels. With this new feature, Clinicminds now supports in-store (clinic) and online sales of Gift Cards, both seamlessly integrated into your clinic and clinic management system.
Your customers will love the ease of ordering gift cards for their friends and loved ones. It's not only an excellent service for your existing customers. Gift Cards are also a great marketing tool to capture new customers in a positive way.
One of the often-heard arguments for not using Gift Cards in clinics is the amount of extra administrative work and the fact that it can be error sensitive in practice.
But don't worry; to ensure this will not lead to more administrative work, Clinicminds will automatically register purchased gift cards. It will also keep track of redeemed gift cards and make sure your bookkeeping is up to date! In addition, you can customize your Gift Card with your own design and corporate identity.
To learn more about Clinicminds and the marketing features we offer, don’t hesitate to contact us.
#### Introducing Quality Management Feature in Clinicminds
The driving goal of businesses today is to increase the efficiency of the workplace and the quality of the service provided. A system on a whole is as effective as its least effective part, so it is important to boost every segment of a clinic and develop protocols that will help with raising the standards of quality.
Dealing with documents is no exception to these protocols as it often turns out to be a major bottleneck and a choke point where time spent on haphazard solutions pulls the whole clinic down.
Needless to say, various government and regulatory bodies either already impose such regulations or they are going to impose them, sooner rather than later.
In short, clinics today have to formalize and streamline how they deal with documents or risk falling behind the competition (or even the law).
Storing and Management Features
What systems are in use in most clinics today? Likely a mish-mash of Dropbox folders, Google docs, OneDrive, a cobweb of limited cloud storage services, or even a plain old computer hard drive.
This method of storing is rather ineffective for healthcare institutions.
Some of these services are either incompatible with each other or require time-consuming conversions to and from different file formats and downloads, uploads, and re-uploads. In an environment where time is precious and wasted seconds incurs both costs and negative user experience, this is not ideal.
In clinics, these documents need to be readily available at all times. Also, storing and managing documents according to protocols cannot tolerate unmatching versions of documents, which is certainly a risk when a clinic uses unspecialized software like those mentioned above.
What's more, documents in clinics deal with more sensible information than most other documents. Patients' and staff’s rights of privacy and data protection must be upheld at all times and inadequate storing methods can quickly prove to violate the legal framework of the clinic.
The quality management feature deals away with all these problems by introducing a system designed with the needs of clinics and staff in mind. The system allows users to quickly and simply get to relevant protocols and uphold the desired standard of quality, handle and adjust those documents with ease, and ultimately go through the somewhat boring process of browsing through walls of text that much more easily.
Clinicminds QMS Offer
Clinicminds quality management feature deals with everything mentioned above and more.
First of all, with Clinicminds QMS everything is stored in one place. No need to transfer files, download, upload, re-upload, or convert anything. Nothing can be lost or misplaced, and browsing through data is made easier and more efficient. You do not even need to have dedicated software like Microsoft Word or give access to every file like in Google Docs, as everything gets done within the platform.
Every user will have immediate access to a protocol, either to learn about it (or get a quick recap) or in those cases when the unexpected happens and you need it. And fast. No more obstacles and no more excuses for not finding a protocol in a hurry!
Furthermore, revisions are stored with timestamps and the name of the user who made the revision. This makes every change clearly visible and traceable, leaving no room for confusion or intransparency. Automatic revision reminder helps clinic managers to regularly revisit protocols, check the status, and make any adjustments if necessary, which reduces potential issues that stem from neglect or mismanagement.
Ultimately, juggling user rights management with e.g. Google Docs is a non-issue with the Clinicminds QMS since these rights are managed within the platforms, and Clinicminds QMS allows both view-only and edit rights.
Release date & pricing: Clinicminds QMS is expected to be available in autumn 2022 and will be offered for an additional monthly fee.
Want to learn more? chat with us
#### Introducing Quinn: Your New AI-Driven Assistant for Revolutionary Workflow
At Clinicminds, we are passionately committed to merging human-centric service and cutting-edge technology in medical aesthetics. As part of our pursuit, we are delighted to introduce you to our newest intuitive software solution member — a powerful instrument for streamlining workflows, enhancing efficiency, and improving patient care at your clinic.
Meet Quinn, our sophisticated AI-powered assistant, who is more than just a tool – Quinn is a capable and intelligent co-worker created to boost your practice's performance.
The Pioneer Feature of Quinn – AI-Driven Transcription
Navigating the complexities of medical terminology can be challenging, and ordinary dictation tools may not capture these intricate nuances accurately. This is where Quinn steps in with a solution—our first feature, AI-driven transcription. Quinn is engineered to comprehend subtle lexical intricacies, ensuring precise, seamless, and error-free transcriptions and its multilingual capabilities make it a global solution for clinics worldwide.
Quinn stands at your service within most free text fields in Clinicminds, where physicians typically input comprehensive records of consultations and treatments. With Quinn’s transcription, say goodbye to prolonged typing. Let Quinn manage your documentation so you can concentrate on what truly matters—the well-being of your patients.
In light of this, with Quinn, we at Clinicminds are transforming how we transcribe medical records. We've created a unique AI-based transcription engine that considers the subtleties of the spoken word and guarantees outstanding precision in generating transcripts.
Quinn: A New Era of AI-Empowered Assistance
In line with our unwavering commitment to revolutionizing work processes in your clinic, Quinn leads as your AI-enabled personal assistant—capable, dependable, and proactive. Quinn's design caters to smaller and larger clinics, ensuring productivity and efficiency are upheld, allowing you to spend more time addressing your patients' needs and aspirations.
Embrace the Future with Quinn
We are confident you'll admire the profound, positive impact Quinn, our AI-driven assistant, will impart to your practice—revolutionizing it around our ethos, purpose, and unwavering commitment to your growth. Let's embark on an impactful journey—elevating your clinic, staff, and, most importantly, improving patient care.
To Learn more about Clinicminds and Quinn contact us.
#### Introducing Release 5.6
Elevating Clinic Management Efficiency
We are delighted to unveil Release 5.6 for Clinicminds, a series of robust enhancements and new features meticulously designed to streamline clinic operations, amplify patient engagement, and refine financial management.
These updates include significant introductions like the versatile Discount Codes feature, the innovative "Ready for Payment" button, Alert Badges, integrated newsletter subscription management, and precise purchase price registration.
Each innovation is crafted based on valuable community feedback, underscoring our dedication to enriching the user experience and operational efficacy in medical practices.
What's New in Clinicminds?
🆕 Discount Codes: Amplify Your Promotional Efforts
Maximize your clinic’s promotional strategies with our new Discount Codes feature. Easily create and manage custom codes that offer fixed amounts or percentage-based discounts on treatments and products. With options to set code validity, applicability, and usage limits, these tools are designed to cater to your clinic's unique marketing needs and enhance patient satisfaction.
🆕 "Ready for Payment" Button: Streamline Your Billing Process
The "Ready for Payment" button is designed to streamline the transition from treatment completion to billing. This feature helps reduce administrative errors and wait times by locking treatment records once they are complete, clearly indicating they are ready for billing.
🆕 Integrated Newsletter Subscription Management
Directly manage newsletter subscriptions through Clinicminds, simplifying how you connect with your patients. This feature supports integration with MailChimp and allows you to manage subscription preferences efficiently within the app, enhancing your marketing communications.
🆕 Alert Badges: Immediate Notifications for Critical Health Insights
Enhance patient safety with our Alert Badges feature, which provides real-time notifications for urgent medical concerns identified through patient questionnaire responses. Configurable for both 'Red' and 'Orange' alerts, this tool ensures that critical health information is addressed promptly, optimizing clinical response and patient care.
Enhanced Features and Functionalities
Improved Patient Profile Alerts
Patient profiles now include alert badges that highlight potential health issues based on pre-appointment medical questionnaire answers. This feature prioritizes critical alerts, ensuring that the highest level of potential risk is immediately visible and actionable.
Enhanced Record Question Settings
Record questions settings screens now feature indicators for alert badges, making it easier to ensure that all medical questions are configured to utilize this powerful safety feature. This enhancement supports a high standard of care and maintains operational efficiency.
Accurate Inventory Management Through Purchase Price Registration
Register the purchase prices for products and treatments to enable more accurate stock value calculations. This critical feature supports effective inventory management and precise financial reporting.
Detailed Enhancements in PDF Outputs
We've improved the data included in PDF documents to enhance documentation clarity and compliance:
Invoices: Now show the patient's national identification number.
Prescriptions: Include patient contact details like email and phone number.
Treatment Plans: Clearly display applicable taxes.
Streamlined Online Scheduler
Our online scheduler has received several updates to improve user experience:
Redesigned Selection Screen: Enhanced for better usability and aesthetics.
Automatic Time Selection: Automatically selects the time when only one slot is available, simplifying the booking process.
Improved Error Messaging: Includes clear instructions and a "back" button for errors like SMS verification failures due to incorrect phone numbers.
Zapier Integration for Patient Notes
Enhance the continuity of care with the ability to add notes to a patient’s profile directly through Zapier. This integration ensures all relevant information is centralized and accessible, streamlining administrative tasks.
Closing Thoughts
Release 5.6 reflects our ongoing commitment to leveraging technology to improve clinical workflows, patient interactions, and backend management. These updates are designed to streamline administrative processes and enhance the overall patient and provider experience. We are excited to see how these new features transform your daily operations and help your clinic achieve its business objectives.
Want to learn more about Clinicminds? Send us a message.
#### Is automation the holy grail to decrease cancelled “lost” appointment?
How automation turns your cancelled appointments into $$$
Every clinic experiences CANCELLATIONS 😡. Too late or on time, it doesn’t matter, they are annoying. They create holes in the planning and, of course, cost you money. After all, you didn’t offer this spot to someone else.
Now, to say that cancellations can be eliminated for 100% in your clinic is like saying.....
The biggest problem with clients that cancelled their appointments is that some of them will never return to your clinic. In sales, we call them lost prospects or clients.
They cancel because they don’t have the time or do not feel they want the treatment at that moment. Months later, they potentially end up somewhere else. Why? Go figure out the human brain 🙃.
The good news
There is a way to decrease these lost clients and this is called automation. Clinicminds offers tools that can help you remind these lost souls to reschedule their appointment by sending them engaging emails, following up on their cancellation.
How to set this up?
What do you need to automate this process? Clinicminds, Zapier, and Mailchimp. Once this is set up, the system will check if there are future appointments scheduled; if not, it will trigger an email every few days during a period of time, (for example 14 days). The client will stop receiving emails immediately after making a new appointment or after the pre-set period of the campaign (e.g.14 days). These settings are fully adjustable.
Want to learn more about it? contact us!
#### It's in the little things...
Sometimes simple features can have a big impact on your work. This update brings three new features which enhance daily practice.
With the GDPR regulation coming up, we’re introducing the option to archive a patient record, deleting all treatment information (of course per specific request of the patient) but keeping important administrative documents.
Finally, as always we developed several under de hood enhancements and fixes.
New features
Send next day schedule to practitioners via e-mail.
Clients can be marked as ‘arrived’.
Client records can be archived.
Enhancements
The calendar shows the week view by default for clinics with 1 doctor.
Appointments and online bookings can be deleted.
Recipient mobile phone number pseudonymized in SMS logs.
Various improvements regarding security and data protection.
User interface improvements to the calendar and appointments.
Fixes
Fixed a bug that caused a blank page to appear after logging in with a passcode,
Fixed a bug that caused PDF exports for invoices to timeout.
Clinicminds Team
#### July 2020 Summer update
Last week we released Clinicminds V4.5
What’s included in this update?
improvements to the patient overview section.
enhancements to the medical record.
new features and enhancements to the online scheduler
new features and enhancements to the calendar
new features and enhancements to video appointments
various improvements to the app and fixed some bugs.
To learn more check the help center or contact us for a live demo!
#### Latest update of impressive series
After introducing many new and improved features, we're here to inform you about the latest improvements in Clinicminds. We're thankful to read all the positive reactions to the latest updates and are happy to bring you even more!
Online scheduler
We have improved the loading performance of the online scheduler. It shows faster when people visit with a slower (mobile) connection! Performance is always a priority to us, and we realize that a fast experience improves your clinic's conversion rates, so we keep improving this whenever we can.
Editable Header and Footer in Email
You can now edit the header and footer in a manual e-mail when you send one from a patient's profile screen. For example, change the greeting or other details based on the situation.
Preview HTML in settings
We now show a live preview while editing your HTML e-mail template, so you can quickly see how your e-mails look when sent. It is still possible and recommended to also test your template in actual e-mail clients, for which you can send a test e-mail with one click.
Practitioner's name on an invoice
There's a new setting to show or hide the practitioner's name on invoices. Previously the invoice would always show the practitioner's name, but if you prefer not to include it on your treatment invoices, that is also possible.
Backdating medical records
We know some of our customers like to keep their records meticulously and even put in details from before starting to use Clinicminds. Therefore, it's now possible to backdate records to earlier dates than 2013, which was previously the limit. You can now go back to the beginning of the millennium (2000).
Want to learn more?send us a message.
#### Leveraging different review platforms for maximum impact (2/3)
This review article is part two of a three-article series exploring the critical role of reviews in the aesthetic industry. Read the previous article here!
In today's digital age, clients have numerous platforms to voice their opinions and share their experiences. For aesthetic clinics, it's crucial to leverage these platforms to maximize visibility and credibility. Each review platform offers unique advantages that can significantly impact your clinic's reputation and client acquisition.
The Power of Google Reviews
Google Reviews are among the most influential due to their integration with Google Search and Maps. Positive reviews here can significantly enhance your clinic’s local SEO, making it easier for potential clients to find you.
SEO Benefits: Google Reviews contribute to your search engine ranking. The more positive reviews you have, the higher your clinic appears in local search results.
Client Reach: Google is often the first place potential clients look when searching for services. Having numerous positive reviews can make a strong first impression.
Ease of Use: Clients can easily leave reviews through their Google accounts, making it convenient and accessible.
Trustpilot’s Transparency and Trust
Trustpilot is renowned for its transparency and credibility. It allows clients to leave verified reviews, which enhances trust among potential clients.
Verified Reviews: Trustpilot verifies reviews, which ensures authenticity and builds trust.
Detailed Feedback: Clients can provide detailed feedback, offering in-depth insights into their experiences.
Global Reach: Trustpilot has a wide international reach, making it ideal for clinics looking to attract clients from various regions.
Country-Specific Review Sites
In addition to global platforms, country-specific review sites can offer localized trust and relevance. These platforms cater to local audiences, making your clinic more relatable and trustworthy to potential clients in specific regions. Reviews on these platforms often resonate more with local clients as they reflect regional standards and preferences. Clients tend to trust reviews from fellow countrymen, which can significantly influence their decision-making process.
Social Media Reviews
Social media platforms like Facebook and Instagram also play a crucial role in shaping public perception. Reviews and testimonials shared on these platforms can reach a broad audience quickly.
Wide Audience: Social media has a massive user base, allowing your reviews to reach a large and diverse audience.
Engagement Opportunities: Positive reviews on social media can lead to higher engagement, such as likes, shares, and comments, further increasing your clinic’s visibility.
Visual Impact: Clients often share before-and-after photos with their reviews on social media, providing powerful visual proof of your clinic’s results.
Conclusion
Leveraging different review platforms is essential for maximizing your aesthetic clinic's impact and reach. Each platform offers unique benefits, from enhancing SEO and credibility to providing detailed feedback and localized trust. By actively encouraging and showcasing reviews across these platforms, your clinic can build a robust online presence, attract a diverse client base, and continuously improve its services.
Stay tuned for more insights! This review article is part of a three-article series exploring the critical role of reviews in the aesthetic industry.
Want to learn more about how Clinicminds can help you with collecting reviews? Chat with us!
#### Lost Customers Learnings
Why Care About Lost Customers
If we already know that a loyal customer is the most profitable customer and that a referred customer provides our best return on marketing—then lost customers certainly have more value than stone cold prospects.
A study done by Marketing Metrics says you have
60 to 70 percent chance of successfully selling again to a current customer
20 to 40 percent chance of winning back an ex-customer
5 to 20 percent chance of turning a prospect into a customer
In order to identify your “lost” customers, having a CRM (database) tool in place is essential. It enables you to analyze your Clinic client-base, contact them and eventually convert them back into valuable customers.
Take a Iive demo and learn how Clinicminds assists physicians to apply these marketing techniques in their daily operation!
#### Lot Number Registration Learnings
Do You Register Lot Numbers During Every Treatment?
Most practitioners are aware of the regulatory requirement to register lot numbers during (aesthetic) treatments. The lot number enables tracing of the constituent ingredients as well as labor and equipment records involved in the manufacturing of a product. This enables manufacturers and other entities to perform quality control checks or recall information to subsets of their production output. It also gives entities an identifier that they can use in contacting the manufacturer in case of a possible public health problem.
Lot number registration could cost you valuable time or simply be annoying whenever you need to type the number over and over again.
A different important requirement for clinics, associated with lot number registration, is being able to perform a patient recall from their patient database based on the registered lot numbers.
By using an EMR (electronic medical record) you’re able to efficiently register the lot numbers and additionally specify for each treatment type if this is optional or required.
#### Mailchimp 📨 & more...
After all the intense work in the past weeks preparing for the GDPR, we now bring you more exciting new updates. We often describe in our updates and articles that marketing is essential for all clinics, large and smaller. Making it easy to send bulk mail campaigns to your clients was one of our primary goals in the past few weeks. Therefore, we're pleased to announce that from now we support a MailChimp connector in Clinicminds.
MailChimp sync feature
This feature syncs your subscribed client details with a (pre-created) MailChimp list. All clients which are subscribed by you from within Clinicminds, or via the online scheduler, will be synced to this MailChimp list. The great thing is that whenever the client unsubscribes to your mailings, this will be synced to Clinicminds as well.
Other updates to the application
‘Notes for client’ field to treatment plans
Treatment plans are great to provide your client with an overview of the treatment(s) discussed during the consultation. Creating a treatment plan lets you select which treatments you advise your client. However, sometimes you wish to add more information because, for example, the selected treatment name is not specific enough. That is why we added a notes field to a treatment plan. In this field, you can describe more details about the procedure, surgery or other important details or agreements you've discussed during the consultation.
Add products to treatment plans and quotes.
It’s now possible to add products to treatment plans and quotes. Think for example about products for pre-care or after-care like cremes, lotions and pressure clothing.
Product sales displayed in the treatment history pop up.
We added product sales to the treatment history pop-up to make it easier and faster to review.
Online Scheduler updates
New: Generate links for scheduling a specific service
As mentioned before, we spent much time to help you get your marketing up and running and improve conversions. Therefore we introduce a fantastic new feature called direct services links for scheduling (e.g., direct link to Chemical Peel appointments).
It's now possible to generate links for your services and use these on your web pages. For example: let's say you provide a treatment called 'Chemical peels'. You're also offering this service in your online scheduling tool. Now you can create a booking button to present on your Chemical Peel webpage. Whenever clients click this button, they will be redirected immediately to the online scheduler with the correct service already selected.
‘Back’ button
The online scheduler has now got a 'back' button at all stages of the process. When clients make a mistake or wish to change a prior selection they do not need to start all over again. Great!
Change location on the available time window
The selection of the treatment location (clinic location) is now editable in the available time window as well. A relatively small but significant addition, improving the client experience. When clients wish to see if they can attend an appointment at different dates or times at a different location they can now quickly switch.
Change mobile phone number
We made it possible to change the mobile phone number if this was entered incorrectly during the process.
#### Major new feature release 2018
Hi everyone,
Wow, have we been busy with feature development. But here we are and we are bringing you cool new features and enhancements.
As we normally do, this time we also have been listening to our customers and prospects and developed features that our users and future users really look for. This is such a significant update that we will be listing the features below.
Free online scheduler
We’re so excited to announce that we’ve added a state of the art online scheduler which can be integrated into your website. This will definitely increase the number of scheduled appointments, will unburden the diary service and decrease your monthly costs. Clients are now able to schedule appointments whenever they can and wherever they are.
But why is this online scheduler so different than others? First, as is in most online schedulers, it’s not required for users to create a username and password which most users tend to forget and experience difficulties when they return the next time to schedule an appointment. Less information is required, which makes scheduling faster and more convenient. Second, we use SMS messages to verify the client’s mobile number.
We developed four different ways to implement this online scheduler into a website. Click the following links to see different examples and try the online scheduling for yourself!
Link (at contact information)
Button
Floating button
Frame
Scheduling rooms and equipment
We implemented support for rooms and equipment into the calendar. After reviewing several options which we didn’t like, for example, various separate calendar screens for rooms or equipment we developed a different solution. The issue with most available schedulers is that it’s often not possible to schedule in the regular calendar and at the same time review the availability of rooms or equipment. The new calendar shows rooms and equipment together with the regular time-based calendar of the physician.
Support for rooms & equipment into online scheduler
While we introduced online scheduling, we also integrated the ability to reserve rooms and equipment for online scheduled appointments. Simply attach rooms to specific consultations or treatments and the online schedule will take it into consideration when showing availability online.
Other new features
Merged location, user, equipment & room dropdown
Two-factor-authentication by using google authenticator
Added password change requirement for users.
Merge patient records option
Full-width screen view on pc
Enhancements
Multiple columns for different VAT percentages
Added IPv6 support
Technical, behind-the-screens enhancements
Extended user/physician name and details
Updated our TOU and processing agreement.
Fixes
fixed some small bugs in the calendar which sometimes switched to the incorrect week on Sundays.
Corrected credit invoices which in some cases didn't show the correct VAT amount.
Fixed a scroll issue with some pages after leaving a form field.
Correct handling of credit invoices on exported reports.
Fixed VAT amounts showing on invoices with a discount on the total treatment price instead on a specific product or treatment.
Fixed an issue with time selection during scheduling an appointment. In some cases, the selected treatment time jumped back to default when changing appointment details afterward.
Fixed an issue of selected referral when added by the service. In some cases, the selected referral disappeared after clients used the unique link to send their details.
Various behind-the-screen improvements
Calendar automatically refreshes after some time.
Fixed an issue that caused some treatments to not appear in the treatments export if one record contained multiple treatments.
Invoices and quotes are now numbered per location (1801XXXX for the first location, 1802XXXX for the second location, etc.).
#### Management reports and more features
We added some new and highly requested features to Clinicminds! This update is all about getting management insights and by that we mean clear numbers and figures. Take a moment to read more about this update below.
Management reports
Managing your clinic based on actual facts and information is becoming essential. Numbers and figures can show how the internal operation functions and where you’re able to achieve improvements and grab opportunities to increase performance (in terms of efficiency, marketing and sales). To support efficient clinic management, we’ve added a large amount of ready-to-use reports, directly extractable from Clinicminds and available for analysis. The results can be used for optimizing management and of course for marketing purposes!
Additional SMS texting
Clinicminds now supports SMS text messages for appointment conformation (including the unique url), rescheduling and cancellations besides the SMS text message for appointment reminders introduced earlier. Research shows that more than 80 percent of SMS text messages are read within the first hour. This is a very effective way to prevent no shows and improves the overall customer experience.
Defaults
You’re now able to set defaults for sending email, SMS text messages or both!
Edit email-template header
You’re now able to edit the email header and choose different formats (e.g. Dear Mr. Doe or Hi John).
#### Managing a Medical and Beauty Clinic? You No Longer Need Two Systems
Many aesthetic clinics offer both medical treatments and non-medical beauty services. Until now, that usually meant two separate systems, two sets of records, and two disconnected workflows. The upcoming Clinicminds release will change that.
The Reality of Running a Mixed Clinic
If you offer treatments like Botulinum Toxin and fillers alongside facials, waxing, or other beauty services, you know the friction this creates. Scheduling splits across tools. Patient records don't tell the full story. Your team switches between platforms throughout the day.
Most practice management software was built for one type of clinic. Generic booking tools were designed for beauty salons and adapted for medical use as an afterthought, which is exactly the gap our beauty salon and injectable clinic software is built to close.
Hospital-grade systems are built for large institutions with dedicated IT teams. Neither was designed for the specialized aesthetic clinic that treats both medical and non-medical patients on the same day.
You end up adapting your workflow to fit the software available. That costs time, creates friction, and introduces small errors that come from moving information between systems never meant to work together.
Beauty and Medical Treatments, in One Place
Clinicminds is supporting non-medical beauty treatments alongside your existing medical workflow. Beauticians can schedule appointments, register treatments, write notes, and take payments, all within the same platform your medical team already uses.
The interface is deliberately lean. Beauty treatments use a simplified workflow built for speed and simplicity, without the clinical documentation fields that only apply to medical procedures. You get the right tool for each treatment type, without maintaining two platforms or training staff on both.
For clinics that combine medical and beauty services, this removes a genuine source of daily friction.
Note: this feature is already released and available in Clinicminds
Patients Notice the Difference Too
A smoother clinic operation shows up in the patient experience. This release also introduces an improved patient form experience with a visual progress bar and auto-scrolling.
When patients complete their forms from home before an appointment, they arrive prepared. That saves time at reception and allows your team to focus on care rather than administration. An easier booking and onboarding flow also means fewer drop-offs. Patients who find the process clear are more likely to complete it.
These are not dramatic changes. But they are the kind of steady improvements that make a clinic feel well-run, from the patient's perspective and from yours.
Better Internal Workflows
Clinical care depends on a well-run team, and that requires tools that match how a clinic actually works.
Two new task management features are now available. Quick Tasks let you create preset tasks that any team member can generate with a single click. If your clinic follows a consistent post-treatment workflow, checking in with patients, completing documentation, and scheduling follow-ups, Quick Taks removes the need to recreate those tasks every time. Private tasks let individual team members manage confidential items that should not appear on shared lists.
Medical Weight-loss
For medical weight-loss clinics, three new body composition measurements are now available: body fat percentage, visceral fat, and muscle mass. They integrate with the existing measurement history and chart view, so you can monitor patient progress over time without switching tools or maintaining a separate record.
A Scheduler That Handles More
The online scheduler has received usability improvements for patients booking on smartphones, along with added protection against spam bookings. A near-invisible captcha and rate-limiting prevent automated abuse without adding friction for real patients. When a booking fails, a short error code now helps you understand why.
These are the kinds of details that protect your clinic's operations without requiring you to think about them.
One Platform Built for the Way You Work
The clinics that run well are not always the ones using the most software. They are the ones using the right software, a platform designed for the specific demands of a specialized aesthetic practice.
If your current setup involves switching between systems, relying on a tool that was not built for your type of clinic, or managing records that do not reflect the full picture of each patient, it may be worth taking a closer look at what a purpose-built platform makes possible.
Want to learn more or see Clinicminds in action? Chat with us.
#### Material stock and Text templates
Treatment-material Stock
We are excited to announce that we’ve completed the ‘stock development’ and introduce treatment-material stock. In addition to the earlier individual product-sale stock, you’re now able to keep track of the stock levels of the treatment materials like Botulinum Toxin, fillers etc.
Need to know how many units or syringes have been used per day by a specific physician? Just perform an export and find the answer. Export invoices of the day will exactly show the revenues of the specific physician, which treatments he/she performed and how many treatment materials has been used.
Text templates
We have now added text templates for all the free text fields of the consultation tab. This enables you to create more extensive templates for the consultation, physical examination and conclusion sections.
#### Medical History Learnings
Do You Register the Specific Medical History During Every Treatment?
Medical questions regarding the patient’s medical history are mostly answered during a first consultation or treatment. But actually physicians are required to check the medical history during every consultation as this could change over time and especially before performing a treatment. For example think of use of medication, developed allergies, other current treatments etc. Due to the fact that this is time consuming, some physicians register the medical history only once or a few times but unfortunately not during every consultation or treatment.
An EMR (electronic medical record) which keeps track of the medical history assists physicians to check the current medical situation fast and efficient.
#### Mirror vs. Photo in Cosmetic Consultations: Self-Perception Explained
1. Introduction
Have you ever seen yourself in a photo and thought, "Do I really look like that?" For many, this moment triggers a mix of emotions ranging from curiosity to discomfort. Our relationship with our appearance—as seen in photos versus the mirror—is a fascinating psychological phenomenon. It’s not just about lighting or angles; it’s about how we’ve come to understand ourselves through daily habits and subconscious biases.
Understanding this disconnect between mirrored and photographed self-perception in cosmetic consultations becomes crucial. Patients often approach consultations with deeply ingrained perceptions of their appearance, which may not align with objective visuals like photographs. By bridging this gap, practitioners can foster a more meaningful and productive dialogue with their patients.
This article explores the psychology behind self-perception, why patients often feel they look different in photos than mirrors, and how leveraging tools like Clinicminds’ innovative photo-drawing feature can enhance consultations. By addressing these nuances, practitioners can empower patients and build trust while setting realistic expectations for their treatment outcomes.
Uncover the key to bridging self-perception gaps in cosmetic consultations —
Download the paper now
2. The Psychology of Self-Perception
Mirror vs. Photo: A Cognitive Dissonance
Looking in the mirror, we see a reversed image of ourselves—a version that’s become familiar through years of daily interaction. This familiarity aligns with the psychological principle known as the "Mere Exposure Effect," which suggests that people tend to prefer things they see more often. Our mirrored reflection feels natural and comforting because it’s the version we’re most accustomed to seeing.
Photographs, however, tell a different story. They present an unflipped, true-to-life version of our appearance, often highlighting unfamiliar asymmetries or features. The lighting, camera angle, and lens can further exaggerate perceived flaws, making photos feel less flattering and more jarring. This cognitive dissonance—the mental discomfort caused by the discrepancy between how we think we look and how we appear in photos—can significantly impact how patients perceive their appearance.
Self-Image and Emotional Responses
The way patients view themselves in photos can evoke strong emotional reactions. Features they’ve grown to overlook in the mirror might appear pronounced in a picture, leading to feelings of insecurity or dissatisfaction. This emotional response is deeply tied to self-esteem and body image. Research shows that even subtle deviations from one’s expected appearance can elicit feelings of vulnerability, especially in contexts where appearance matters, such as cosmetic consultations.
How This Impacts Cosmetic Consultations
Understanding these psychological dynamics is crucial for practitioners. When patients come to a consultation, they bring expectations shaped by their mirrored and photographed selves. The emotional disparity between these two perceptions can influence how they articulate their concerns and envision treatment outcomes.
By acknowledging this gap and using tools like the Clinicminds photo-drawing feature, practitioners can create a shared, objective understanding of the patient’s appearance. This approach helps align expectations and empowers patients to view their aesthetic journey with greater clarity and confidence.
3. Introducing Photo-Based Consultation Tools
Why Photos Are Essential
Highlight areas of concern with greater accuracy.
Provide a visual representation of potential treatment outcomes.
Help patients see their appearance from multiple angles, offering a broader perspective.
Drawing on Patient Photos
The Clinicminds photo-drawing feature creates a collaborative, visual communication process by enabling practitioners to annotate directly on patient photos. During consultations, practitioners can:
Mark specific areas for treatment, highlighting asymmetries or other concerns.
Illustrate the impact of proposed treatments, giving patients a clearer picture of potential results.
Use these visuals as a reference for setting realistic expectations and tracking progress.
4. The Power of Visual Communication in Consultations
Building Trust and Confidence
Visual communication is a cornerstone of effective consultations. Practitioners can use annotated photos to demonstrate their expertise and clarify the treatment process. When patients see their concerns highlighted and addressed visually, it reduces ambiguity and fosters a sense of trust.
Creating a Shared Vision
Photos serve as a collaborative tool, enabling practitioners and patients to co-create a treatment plan. Annotated images help translate complex medical concepts into easily understandable visuals, ensuring both parties are aligned on goals and expectations.
5. Practical Applications and Tips for Practitioners
Step-by-Step Guide for Effective Use
Capture high-quality photos with consistent lighting and angles.
Annotate strategically to highlight key areas of concern or focus for treatment.
Encourage patient feedback to create a collaborative dialogue.
Set realistic expectations based on annotated visuals.
Document for future reference to track progress over time.
Empathy and Communication Tips
Acknowledge emotions and use positive language.
Foster open dialogue to ensure patients feel heard and understood.
Ready to Transform Your Consultations?
Elevate your practice with Clinicminds' innovative tools to enhance patient trust and streamline the consultation process. Discover how the photo-drawing feature can create a more collaborative and empowering patient experience.
Schedule a Demo Today and see how Clinicminds can help your clinic provide exceptional care.
#### Mobile application launched!
We are happy to announce that we launched the new Clinicminds app.
With this great mobile app you’re app you’re able to perform several actions on the go!
#### More feature updates
We are pleased to announce that we’ve updated Clinicminds and are introducing new important features. Features that will assist you to comply with regulation but will also save you tons of time! Additionally we’ve made multiple enhancements and minor fixes.
New: treatment summary
Starting from today you’re able to send your patients a treatment summary directly after their treatment. It summarizes all the important information of the received treatment. This document serves to enhance and professionalize 24-hours care.
New: Post-treatment information
The second new feature we’ve introduced is sending post-treatment information. European regulation is stating that a physician/clinic is required to provide patients with information after receiving a treatment in order to inform them additionally. Patients should be able to review this post-treatment information.
Treatment history pop-up
We’ve updated the treatment history pop-up and added more valuable information to it. It allows you to immediately review which treatment was performed, the created drawing, prescriptions and see what amount was spent during the prior treatments.
Location filter
We added a location filter to the export clients feature. When having multiple treatment locations it could be useful or wished for to just reach out to clients that visited a certain location. For example with a mailing campaign. Now you’re able to export clients of one specific location.
WYSIWYG editor
We updated the WYSIWYG editor which is used for editing texts for forms, e-mail templates etc.
#### New dashboard
We have renewed our dashboard, made it more clear for the user. The dashboard provides all the info you need for the day. It’s your starting point when you log in to the application.
#### New date picker online calendar
Hi everyone,
As you may know, we have been developing our online booking tool continuously. In short, we first brought you the basics, then we refined our algorithms, redesigned the way available times are showing and added more functionality like online cancellation and rescheduling. Now we're happy to bring you a new date picker.
Design for and usability on mobile devices is extremely important nowadays. In many cases, more than 80% of website visitors use mobile devices. That's why we have redesigned the classic date picker. It looks fantastic, provides users with clear information and is very easy to use on mobile devices.
New date picker online booking tool
We hope you will enjoy these new features and updates.
#### New features and enhancements in June update 2018
It’s been a busy spring here at Clinicminds. Besides developing new features our focus is always on constantly listening to your feedback and improving our application. We have summed up some of our major updates and new features below.
Application
We’ve improved the calendar for use throughout the day! Completed appointments are now dimmed (shown lighter), making it easier to see which appointments are still open. Also, we now show an icon for no-show appointments, both in the calendar and on the dashboard.
Dimmed calendar
The first name of clients is now shown after the surname in the calendar, making it easier to greet clients by their first name.
You can now choose per individual appointment whether the client may reschedule or cancel via a link to the online scheduler. You can still set up default settings in the app via ‘menu > Settings > Calendar/Booking Settings’. When adding or editing an appointment from the calendar, you can now override these settings in the appointment popup.
Allow rescheduling online
It’s now possible to edit a record after closing it, as long as it’s not been invoiced. Many users sometimes make mistakes in the treatment data (e.g., wrong amount), which they notice during the payment when the record has already been closed. As long as a record has not been invoiced, it’s now possible to reopen it again using the ‘Edit Record’ button at the bottom. If the record has been invoiced, it’s still possible to edit the invoice as before, though this requires a special user permission.
reopen the record to edit
We added a ‘Product sales’ report, so you can easily export all clients who purchased a product. We also added the price to the ‘Treatment data’ report, so you can see how much a client spent on a treatment.
We now show ‘Resend’ buttons for all messages that can be sent from the app. This makes it easier to send something again if the client lost the original message.
Various other improvements and bug fixes.
Online Scheduler
The phone number input in the online scheduler has been greatly improved! It’s no longer necessary to enter the mobile phone number in international format (beginning with a ‘+’). If clients live in the same country as your clinic, they can just enter their number in ‘local’ format. We now also show a clear explanation about this.
It’s possible to show an explanation for the different appointment types in the online scheduler (consultation, treatment, inspection, after-treatment). E.g., if you want to mention that treatments may only be booked after having a consultation, this can now be done! You can set this up in the app via ‘menu > Calendar > Services’.
Various visual improvements in the online scheduler.
#### New features update
Significant Clinicminds update January 2016
We’re excited to announce the new Clinicminds update, adding great new features. It took a lot of intense teamwork to develop and add these new features in a logical and natural way. We’re convinced that Clinicminds is now able to support even more clinics and their work methods. We thank our users around the world for their great feedback. We really appreciate it as it helps us to efficiently improve our product and develop just what our users need. Of course we’re still developing and exciting new features will follow in the coming weeks.
Packages, treatment proposals and quotes
To support more clinics which are performing and providing different type of treatments and in different ways we’ve added very important features. Think for example about laser clinics. We understand that these features seem very simple. But to incorporate them in a smart way and to make sure that these options are blended in our workflow as good as possible was quite a hassle. But the good news is… we succeeded!
Packages
Many clinics, like for example laser clinics, offer their treatments as a package. Think about for example a package of six treatments. To support this method we added a new feature which will invoice the complete package and will keep track of the remaining treatments. We created this feature while keeping a close eye on functionality and simplicity.
Of course other clinics are also able to use this feature. Clinics offering injectable treatments are able to offer for example a package of 3 botulinum toxin treatments. Clinics are also able to use this feature as a loyalty program. Think for example about 4 treatments for the price of 3 etc.
Treatment proposal
Consultations often lead to a treatment proposal. Patients regularly request a (printed) copy of this proposal to review after the consultation. Instead of using old fashion paper you’re now able to create this proposal in Clinicminds and send it with a push of a button as a PDF document.
Quotes for treatments
It’s not uncommon that patients request a quote regarding the proposed treatment. Patients often need time to rethink the proposed treatment.This update allows you to create and send the patient a quote (with or without a treatment proposal) as a PDF document. If the patient decides to proceed with the proposed treatment he/she is able to pay the quote by for example banktransfer or simply at your clinic. After payment the patient will receive the regular invoice.
This feature could be used for every treatment but could be especially functional for clinics performing out-patient treatments consisting of multiple components as well as for clinics who need to send a quote regarding larger surgery (e.g. face-lifts etc.).
Logo’s in email
Clinicminds now supports the use of your clinic logo at the end of every email that is being sent by the application. But the cool thing is that you’re able to use different logo’s for your forms and your email communication. This is a nice feature for marketing purposes.
ASA classification
You’re now able to register the patient’s ASA physical status classification before every performed treatment. In many regions this is a requirement. Some inspectorates yearly request a detailed list of the number of patients treated per ASA classification. That’s why we’ve added a new export function named ‘export treatments’. Every treatment is recorded and the amount of treatments per ASA classification is simply extractable.
Send informed consents for review
In some areas physicians are required to provide patients a printed informed consent (regarding their treatment) at least 24 or 48 hours prior to the planned treatment. It’s now possible to send an informed consent during consultation. This will be logged with a date and time stamp in the consultation record.
#### New features!
We’re excited to update you about some neat new features and enhancements we’ve been developing the past few weeks. We would like to take this opportunity to thank our trusted users for their feedback. We listened carefully and adopted some of the ideas. We appreciate it!
Besides that, we created new features to enhance your day-to-day work as well as management tasks.
Photos to consultation
Shoot and save photos to a consultation as well! These photos will be duplicated to the treatment whenever you duplicate the consultation.
Upload scanned files
Need to add a scanned document like an ID, a letter from a colleague or lab result? You’re now able to upload PDF or JPEG files to the patient overview window or to a specific record.
Export LOT-numbers
In case you need to perform a patient recall due to a problem with a specific product/LOT number, export all the LOT-numbers registered and find the patients you need to inform.
Improved Dashboard counters and filters
We improved the dashboard filters making it possible to quickly view the dashboard at other locations. Especially useful when activities take place at different locations. Besides that you’re now able to view your dashboard for the upcoming 6 days.
The counter shows you instantly how many appointments are scheduled for today.
Invoice window
We added new filters to the invoices window. It makes it much more usable and provides much more insights. Now you’re also able to easily track all open invoices and mark them as payed whenever you receive the payment.
Revenue report
New filters have been added to the revenue report giving you to ability to quickly see the total revenue of all locations and all physicians or each location and physician individually.
Export invoices
We added the client’s date of birth and, if applicable, the discount-amount provided to the exported invoices sheet. This provides additional info for managers/owners.
We hope you’ll enjoy these enhancements and new features. We will be coming soon with additional updates and important new features.
Clinicminds team.
#### New improvements and features
Start video appointments earlier
You can now start video appointments from 15 minutes before the scheduled time. Previously, you had to wait until 5 minutes before the appointment, which could be a problem if you wanted to start a bit earlier.
Request signing consent form
When marking a patient as ‘arrived’, you can request them to sign consent forms in the waiting room conveniently from their device. We now show the date the patient signed each form for the last time, so you can more easily decide if they need to sign it again.
Flagged patients
Since the start of Clinicminds, you can save patients that need some follow-up action in a separate list, like ‘bookmarks’ or ‘favorites’ in your web browser. We used to call this “favorites”, but that name was a bit weird 🤔 This is now renamed to “flagged patients”, so it’s more clear and less awkward 😊
National identification number
We have added the patient’s ‘national identification number’ to all reports. We know that in some countries or situations, it may be required to use this number for certain operations. You now have that possibility, as it is available in all reports.
Sign here indicator
The app now displays a ‘sign here’ indicator when signing a form in the clinic or from home. We understood that it was sometimes not immediately apparent to patients where they needed to sign — that should no longer be a problem!
Custom questions for each applicable treatment
You can now configure custom questions to be repeated for each applicable treatment in the treatment checklists (sign-in, time-out, sign-out), operative report, treatment report, and device settings. Previously, a question would only be shown once, even if you performed multiple applicable treatments simultaneously. For questions that require a separate answer per treatment, this new setting is helpful to ensure the question gets shown numerous times.
#### New medical questionnaire
We’ve rebuild our medical questionnaire. The medical history and current medical status questionnaire now offers multiple question types providing more flexibility in building the questionnaire you need.
New question types
Now use free text fields, drop down lists, radio buttons, check boxes and the well known yes/no options for different questions.
Of course you can setup questions as required, if necessary add the option N/A (not applicable) and require an explanation if applicable.
Cheers!
Clinicminds support team
#### New record types & surgical site infection registration
We released new features with this update.
New record types
‘Phone Call’ and 'Message' record type
In today's aesthetic practices phone calls, e-mails and other messages over social media are very common to answer prospect or patient questions as well as for post procedure follow up. We understand it provides more insights to have these registered in clear and specific record types. That's why we added new record types.
Scheduling phone call
Performing phone calls means the practitioner needs to reserve time and for both practitioner as well as for the patient it's convenient to schedule this call. So additionally we added the option to schedule a ‘Phone Call’ appointment.
Surgical Site Infections
A specific complication is the post surgical infection which of course isn't a new parameter. Probably this complication is now already being assessed on regular basis. But tightened regulation requires clinics and physicians to register this complication more specifically and to make sure they evaluate these over time.
We added the ability to register this specific complication. We also added the option to export a full report of all registered post surgical infections for managing purposes. With this feature compliance is improved even more again.
Clinicminds team
#### New search bar
We’ve updated the Clinicminds search bar by rebuilding it. It is now working faster and more reliable on a PC and iPad. Another advantage is that the dashboard is also loading faster. Finally we have upgraded the security of the search function, protecting your valuable client data even more.
#### New: Risk Assessment
Introducing an all-new feature:
This much-requested feature allows you to perform an extra risk assessment before a (higher risk) treatment. This might apply in a number of scenarios, for example:
When performing a procedure involving general anesthetics.
Treatments where BMI is important.
Tracking allergies.
Smoking.
Previous post-operative infections
And-so-forth.
Thank you for your continued trust and support. We hope this new feature will make your future work with us even safer and more feature-rich. Stay tuned because it’s the giving season, and we still have some surprises ready for you, ho ho ho!
#### New: surgical checklist
We have introduced the surgical checklist to our treatment registration flow. By adding this tool, Clinicminds supports clinics performing (outpatient) surgical procedures.
This internationally used checklist identifies three phases of an operation, each corresponding to a specific period in the normal flow of work:
– Before the induction of anaesthesia (“sign in”)
– Before the incision of the skin (“time out”)
– Before the patient leaves the operating room (“sign out”).
#### New: Zapier integration
You asked and we delivered. Going towards 2019 one of the most powerful ways to connect to the world is through services like Zapier. Zapier moves information between web apps, allowing you to connect your Clinicminds account to a great number of web apps across the globe.
Continuing into 2019 we’ll continue our efforts to provide connections to programs you’re using on the regular. To automate as much as we can so you can keep your focus on your patients.
If there’s any specific app you use on the regular that you would like to see a connection to, be sure to check if Zapier potentially supports that. And if it doesn’t, let us know!
We’ll see you at the next update!
#### Notes for client
Notes for client
We continually develop our app to make sure that Clinicminds supports practitioners to comply with regulation. That is why we’ve added the ‘notes for client’ section to the treatment tab which is printed on the treatment summary. This summary is immediately available to your patient after the treatment. Apart from the client notes, you’re still able to write the practitioner note which is available for
#### October second update to Clinicminds
New features:
Login changed from email address to username.
Login changed from email address to username.
We added Download button to photo’s.
photo’s can be downloaded to an ipad as well as to a pc.
System now shows creation date and time of appointments next to the name of the user that created the appointment.
We added the patients name to the appointment screen for an even better overview during handling multiple clients/patients
Enhancements and bug fixes:
Restored the ability to add a treatment in invoice-editing mode.
Treatment reminder text adjusted for better understanding.
Changed the base template so it is now a “Header and Footer”.
We made the signature canvas taller for even more convenience during signing informed consents on an iPad.
Treatment reminder checkbox will not show in screen during an after-treatment.
We hope you will enjoy these new features and updates.
Clinicminds team
#### October update to Clinicminds!
Here are some updates to this release:
New features:
All email communication is editable by using smart templates
We are introducing treatment reminders. This is a very strong marketing feature ! It allows you to send a reminder to clients after a treatment.
City is added when using the copy client data feature to copy appointment data info to your own schedule
New option to add client historical data (like prior treatments etc in plain text) to the client record for a quick view
We’ve added treatment specification(s) to the CSV export of revenues
We’ve added feedback in the buttons of the lot number and reminders, when selecting a lot number or a custom reminder (period) icons become green
Fixes and enhancements:
Improved loading time historical answers in medical state.
After sending invoice by email, the app shows feedback of success by keeping the field open.
Bugfix, when changing order medical questions the app gave an error. This is fixed now.
The dashboard button will stay visible after opening or closing the send invoice tab.
Added the ability to enable discount-rights to specific user-roles; not only admin/clinic owners.
We hope you will enjoy these new features and enhancements!
#### Online Deposit – Why Should You Consider It?
Hesitant to introduce deposits to your clinic? For some it seems as if it will turn away the patients; for others, the whole process seems to be too much of an administrative burden. However, with online deposits, neither of these is true.
Most of the clinic managers who do not prefer deposits have either disregarded their advantages or have had a bad experience with the amount of effort manual deposits require from the clinic administration. Still, most of these arguments come from the past: with automation technologies, deposits become hassle-free as well as an important financial asset to every successful clinic.
So why deposits, then? Consider these reasons:
Reduced no-shows. No-shows cost you more than you would think. An essentially wasted chunk of your medical experts' time means that you've lost both the revenue from the patient who didn't show up AND the revenue of the patient who might have been treated during that wasted time. With deposits, you drastically reduce the number of no-shows at your clinic.
Less last-minutes cancellations. Just as with no-shows, last-minute cancellations can be virtually eliminated. Patients who have committed to paying deposits usually respect their (and your) schedule.
Better conversion rate. Besides financial security, deposits provide you with a filter that separates highly interested patients from the lackluster ones.
"Short-term you might notice a few bookings less than you're used to, but long-term this system will improve the quality, reliability, and profitability of your bookings."
– Daniel Langeveld, Head of Business Development at Clinicminds
Better retention rate. Whatever you may think of it, deposits form bonds between patients and your clinic. Patients who have paid a deposit to a clinic will keep coming back instead of going elsewhere.
Expensive costs covered. Think of deposits as your safety net–if the patient does not show up for an expensive treatment, you will not be set back financially. This ensures the safety of your business's workflow.
Alleviated upfront costs. Ultimately, you can always use the deposit to cover the upfront costs of the treatment, for example renting a surgery room. With upfront costs covered, your clinic's finances become much more stable.
Perks of Automated Finances
Online deposits have a huge positive side that gets neglected sadly too often. But how does automation further tie in with deposits and the finances of your clinic?
Consider refunds. Whether it is returning deposits or responding to cases of unforeseen circumstances, refunds cannot be avoided in every case. When they do occur, you want them to go smoothly, easily, and automated. Remember, time saved equals money earned, and automation improves both!
Furthermore, the payment process must be completely automated in order to remove the human error factor. Apart from the obvious problems with the economic feasibility of your clinic, human error in finances can cause extremely negative experiences with your patients. After all, who likes it when their funds are mismanaged?
"In some countries deposits are already mainstream, however, they can be cumbersome and error-prone in some cases. We're seeing that trend spread, and we wanted to provide customers with a fully integrated solution."
– Daniel Langeveld, Head of Business Development at Clinicminds
Errors do not need to be made on your part: what if the patient cancels treatment? Automated refunds minimize the amount of time and resources lost in the process, making both sides more satisfied in return.
The use of this system is entirely optional and customizable. In other words, clinic managers decide what features they include in the package as they go over the specific needs of their workplace. Smooth and clean!
We have made deposits easy
Proper automation software ought to make deposits an attractive option rather than a repulsive necessity. Clinicminds has gone out and beyond to make this once tricky option a seamless part of every functioning clinic. These are just a few of the ways Clinicminds does this:
Deposits made natural. With our synchronized workflow processes, deposits become a natural part of scheduling online. In other words, workflow organically leads to patients making their booking with deposits, with the focus particularly being on maintaining conversion rates.
Diversified payment methods. Each patient is unique and the payment methods available to them must reflect that. Clinicminds offers several different payment methods that include credit cards, iDeal, and many more.
Selective deposits. Depending on the needs of your clinic, certain treatments will not need deposits. You do not have to think in binary oppositions of totality: our software can be set to request deposits only where you deem them to be required.
Clinicminds is launching the online deposit feature in the upcoming weeks. If you'd like to know more, feel free to send us a message and we'll gladly provide you with all the information you need. Chat with us here!
#### Online deposits are here!
We're excited to announce that charging deposits with online scheduled appointments is available as of today.
This trend, which is developing strongly in several countries, is now available in the primary Clinicminds subscription. Truly automated deposits that work in tandem with your calendar and online bookings are now available for your clinic.
To support this feature, Clinicminds partnered with Stripe, a leading payment service provider that gives you control over your finances.
You can charge a deposit as a no-show fee or even invoice the complete treatment upfront.
Some advantages of using online deposits are readily apparent:
Reducing no-shows.
Less last-minute cancellations (better conversion rates).
Pre-pay time-consuming treatments.
More committed patients.
If you recognize the advantages for your clinic, start setting up online deposits or chat with us for more information.
#### Online scheduler
Have you tried our online scheduler?
Hey again, and welcome to another blog. I’m Daniel, one of the Clinicminds experts, and today I’d like to take you through one of our most underrated features. To this day there’s still a taboo among practitioners about using an online scheduler. We’re going to be dispelling that taboo. In doing so we’ll show you some amazing features our online scheduler has to offer.
I’m scared of no-shows
First of all, please don’t worry, they’re more afraid of you then you are of them! All joking aside, no-shows are something everyone would like to avoid. They’re annoying, cost money and complicate your already complicated scheduling. Long story short, no-shows are a mess. There’s countless ways to help avoid them, and I’d like to let you know that online scheduling is one of them!
Through clever use of a few tools, we have found that our online scheduler dramatically decreases no-shows. Our online scheduler contains several reminders through email and sms that mitigate accidental no-shows dramatically. In addition, the online scheduler allows patients to cancel or change their appointment effortlessly from their phone. Meaning the well spirited double-bookers now have a way to open the slot back up for you, without having to go through the awkwardness of a call (which is what makes them not call in the first place). And if they simply move their appointment, you retain the booking, just for another date!
Long story short, if you’re scared of no-shows, online booking does the opposite of what you would expect: It increases bookings and decreases no-shows!
I want to maintain control of my agenda
Trust me, we all do. It’s a scary idea to give the control over your agenda to a machine! Luckily we thought of that. For starters we made the scheduler with Asimov’s three laws in mind 😉. Additionally and perhaps more importantly, our scheduler is smart! It tries to emulate your booking behavior, tries to book consecutive appointments so you don’t have gaps in your schedule and finally you can set it up so that you have to approve all online bookings. Meaning a human will always be doing the final check before a booking is finalized. If that doesn’t put your mind at ease, I don’t know what will!
I don’t see the added value of using an online scheduler
Most sales are made out of some level of impulse. There’s a few processes at work here that others explained far better than I ever can. From the fear of missing out to the value-proposition, most people who look to make an appointment with an aesthetic clinic have a moment where their desire to make that appointment is strongest. And this moment can strike when you can’t be at the phone— in the weekend or at night for example. Or this person might simply be phone-shy, whatever the reasons. Giving these people the option to easily book an appointment in your clinic will secure you consistent sales you wouldn’t have otherwise made. It saves you time and money. So why wouldn’t you want to add a scheduler to your website!
You should just try it
It’s super easy to add our online scheduler to your website. Just follow the instructions on our helpdesk or send us a chat message. We’re happy to help! Find out what lead to countless conversions for many clinics already, and see how adding an online scheduler can help a clinic like yours today.
#### Photo comparison tool
We’ve added a new photo compare tool. This tool helps to compare two photo’s right next to each other. This way you’re able to compare a photo taken before a treatment and a photo taken some time after the treatment, during an inspection visit.
Need to download the comparison? Just click the download button. If you wish to send this comparison to your client, simply click the send button. The photo compare tool is available on a PC as well as on the iPad application.
#### Picture in Picture support
It's been a short while since the release of the Video Consultation feature. Everyone has been experiencing the advantages of remote-consultations and reviews. We're super excited by all the positive comments and reviews, especially in times like these. To iterate on this feature further, we have introduced picture in picture calling. This improvement allows you to work in your patient files while maintaining the call. Truly making this the efficiency tool it's meant to be!
#### Podcast - The No-Show Dilemma: Turning Empty Slots into Opportunities
Podcast about no-shows
Short on time? No worries. We've created a podcast that summarizes our white paper.
This podcast gives useful insights about missed appointments, or "no-shows," that represent a significant loss in potential revenue for clinics. By addressing the root causes and implementing practical solutions, clinics can reduce no-shows, enhance patient satisfaction, and improve overall profitability.
Still interested in reading? You can download the white paper that provides actionable strategies to minimize no-shows and optimize revenue generation.
Want to learn more about Clinicminds? Send us a message.
#### Podcast: Don't Miss Out on This Game-Changing Conversation!
Have you ever wondered how Electronic Health Records (EHR), also known as EMR, can revolutionize your aesthetic medicine practice? Join us for an eye-opening discussion between Cathy Christensen, President and COO of AmSpa, and Dr. Toby Makmel, Co-founder and Head Medical Advisor at Clinicminds!
Topics Include:
How Clinicminds scaled globally, conquering language barriers and time zones
Differences in EHR/EMR software from Amsterdam to the U.S.
Navigating the complex world of aesthetics regulation and compliance
The must-haves for effective treatment registration
Keeping up with the ever-changing landscape of medical spa EHR/EMR software
Who's joining the cosmetic medicine field in the Netherlands
Tips for running a successful video consultation
Why You Can't Afford to Miss It:
Global Insights: Learn how Clinicminds adapts to diverse providers worldwide.
Tech-Savvy: Understand the nuances in EHR/EMR software from different regions.
Stay Compliant: Keep your practice within the legal frameworks of different countries.
Boost Your Consultations: Elevate your client engagement with video consultations.
Don't miss this chance to learn from industry leaders and gain valuable insights that could elevate your practice to the next level! This podcast is broadcasted by Medical Spa Insider.
Want to learn more about Clinicminds?Chat with us
#### Post-treatment Information Learnings
Why You Should Offer After-Care Information to Your Patients
Providing post-treatment or after-care information is becoming a regulatory requirement in many countries. The basic idea is to provide patients with written information in order to inform them additionally and to be able to review this after-care information at any time. These leaflets usually describe and advise what patients should or shouldn’t do after a treatment, what to expect, possible side effects. The after-care information leaflet should also describe how to recognize alarming symptoms and subsequently how to act on it.
Many clinics use hard copy (printed) after-care leaflets. Updating, printing and organizing these leaflets are activities which nowadays could be avoided. Wouldn’t it be convenient and simple to be able to send your patients a PDF file containing this info attached to an email?
#### Preparing for GDPR with Clinicminds
On May 25, 2018 the General Data Protection Regulation (GDPR) will get into effect in the European Union. As clinic owner, you should prepare your business for these new regulations. This article provides recommendations for using Clinicminds in compliance with the GDPR.
For general recommendations about preparing for the GDPR, we recommend to consult your national data protection authority:
Belgium: Bereid je voor in 13 stappen (Privacycommissie); Préparez-vous en 13 étapes (Commission vie privée)
The Netherlands: Voorbereiding op de AVG (Autoriteit Persoonsgegevens)
United Kingdom: Guide to the GDPR (Information Commissioner’s Office)
Note that this document is provided merely as a recommendation for using Clinicminds. It is no legal advise and Clinicminds B.V. cannot be held responsible for the accuracy of this document. Consult a legal professional for advice about your clinic’s situation.
Data Processing Agreement
The first and easiest step is to accept the Data Processing Agreement from Clinicminds. This legal agreement describes the role and responsibilities of Clinicminds with regard to the data from your clinic and clients that are processed in Clinicminds. As a business, you are obliged to have a written contract with certain guarantees when a third party, like Clinicminds, processes data on your behalf. Therefore, you must accept the Data Processing Agreement of Clinicminds.
To accept the agreement, open Clinicminds and go to menu > Settings > Subscription & Invoices. In the section Agreements, click Review & Agree next to the Data Processing Agreement. We recommend to save the agreement by downloading the PDF. You can always download it at a later time from this page as well.
Note that you probably need to have similar agreements with other IT providers that process data for your clinic. Some examples include: cloud bookkeeping software; marketing software (like email newsletters); communication software (like your email provider or social media tools); collaboration software (like cloud office suites or task systems); your website (if it contains forms or collects data in another way); et cetera. We recommend to contact the applicable providers as soon as possible, and store all agreements so you can easily find them at a later time.
Consent from clients
There are six lawful basis on which you may process data. One of them is when you have a contractual obligation with your client (like a treatment agreement), or when your client requested something before getting into an agreement (like booking an appointment or requesting a treatment quote). However, on this basis you may only process the data as necessary to perform the contract. You cannot process the data for other purposes, like analysing your clinic’s performance.
Furthermore, health data is considered special category data in the GDPR. It requires more protection because it is more sensitive data. In addition to the lawful basis, you also need to meet another specific condition to process this special category data.
Consent from your client is another possible lawful basis to process data. Furthermore, consent is also one of the possible specific conditions required to process special category data. Therefore, obtaining consent from your clients can be a good way to legally process their data. To obtain consent from your clients, you should inform them clearly and specifically about the data you process, the goal of the processing, and their rights. Your client must give their explicit consent for the processing (so a pre-ticked checkbox is not valid). Make sure to keep evidence of their consent.
We recommend you to investigate which data you store, and for which purposes you process it. The basic things may be clear, like storing information about the consultation and treatment in the medical record. Do not forget other things, like performing business analytics on your clinic’s performance, or sending reminders to your clients about repeated treatments.
During the appointment
When you perform a consultation or treatment, you can discuss the processing of your client’s data with them, and ask for their consent. Your consultants and doctors should be prepared, so they can discuss everything with the client and answer questions. You can register that data processing was discussed during the consultation as evidence. Furthermore, you can ask the client to provide explicit consent and evidence by signing a form.
Register discussion: To register that your consultant or doctor discussed data processing, you can make a discussion point for it. Open Clinicminds and go to menu > Records > Discussion Points. Here you can add a discussion point about data processing. The discussion point will be shown in the Consultation tab of consultations and treatments. Your consultant or doctor can check it, to register that they discussed it. If you choose Required discussion point when setting up the discussion point, your consultant or doctor must tick the checkbox before proceeding in the record, so they cannot forget it.
Signed consent: To get explicit consent and evidence that your client agrees with the data processing, you can put it in a form. Open Clinicminds and go to menu > Records > Forms. Here you can add a form with the details of the data processing. We recommend to make a separate form about data processing (and not include it in an existing informed consent), so your client explicitly agrees with it. The form will be shown in the Forms tab of consultations and treatments. Your consultant or doctor can then let the client sign the form from there.
Before the appointment
You can also inform clients about the processing of their data before the appointment. This can save time during the appointment itself. You can send the form about data processing with the appointment confirmation, so your client can read it from home. Furthermore, you can include details about data processing in your online scheduler.
Send form: First, set up a form about data processing as described above. When booking an appointment in the calendar, your staff can check the form in the section Send forms with confirmation via email. The confirmation and reminder email will then contain a button to view the form. You can also set up the form to be sent automatically, also for appointments booked via the online scheduler. For this, open Clinicminds and go to menu > Records > Treatment Categories. Click all applicable categories, and select the form in the section Send forms with appointment confirmation by default.
Online scheduler: You can include details about data processing in the texts shown in the online scheduler. By default, the following sentence is included on the homepage: “By booking an appointment, you agree that your data will be stored in our system.” To edit this, open Clinicminds and go to menu > Settings > Calendar/Booking Settings. Edit Text before booking in the Online booking section.
Client’s right to erasure
With the GDPR, your clients have several rights with regard to their personal data. For example, they have the right to access their data, or rectify any errors in it. Another right is the right to erasure, or right to be forgotten: if a client requests so, you must erase their data. However, you cannot simply delete their whole record in Clinicminds: you are required to keep certain data in your administration, like invoices and appointments in your calendar, depending on national law.
To support erasure requests, Clinicminds has a feature for archiving clients. All data is deleted, except for administrative and legal data like appointment dates, record dates, signed forms, quotes, invoices, and product sales. To archive a client, open Clinicminds, find the client and open their page, click Edit Client below the client details, and click Archive Client at the bottom.
After archiving a client, the client will no longer show up in the app any more. To access the remaining data, open Clinicminds, go to menu > Clients & Records > Archive, and search for the archived client by name, date of birth, or client number. There is a separate permission to restrict access to this archive by user role. Relevant data remains available in the administration, like the invoices section or report, though the client’s name is replaced with “Archived client”. The client number remains available, so the client can be looked up in the archive if necessary. Note that PDF documents, like forms, quotes, and invoices, are not modified when archiving the client, so they can still contain certain personal data.
Note that Clinicminds keeps daily backups of all data for one month as a security measure. Therefore, after archiving a client or editing/deleting data in the app, it takes one month before the (old) data is really gone. However, during that month the data is no longer accessible for users in the app, as the backups are stored separately from the live database.
Security recommendations
User roles and permissions
Clinicminds offers settings to precisely manage to which parts of the application your users have access. You should use these settings to make sure that your users can only view or edit data they are supposed to. We recommend you to review these settings and make sure they are still accurate.
The settings are based on user roles. For each user role, you can determine which permissions are granted. You can make user roles based on the functions in your clinic (like doctor, secretary, administration, et cetera). To manage your clinic’s user roles, open Clinicminds and go to menu > Clinic > User Roles.
After setting up your user roles, you can assign them to your users. Each user has one user role, and they get the permissions as set up for that role. For example, you can have multiple doctors that all have the ‘Doctor’ user role. To manage your clinic’s users, open Clinicminds and go to menu > Clinic > Users.
Password and passcode
When you open Clinicminds, users have to log in using their username and password. On iPad and computers, the user stays logged in for one hour after their last activity. After one hour of inactivity, the user has to log in again.
To log in easier after an hour of inactivity, users can enable a four-digit passcode. Within 24 hours of their last activity, they can then log back in by entering the passcode. To enable this as a user, open Clinicminds and go to menu > Settings > Login Details.
We recommend you and your users to use a strong password and passcode for Clinicminds, that is not used for other services. You can use a password manager to use strong and unique passwords for all websites and cloud applications that you use.
Two-factor authentication
As an extra security measure, you can enable two-factor authentication. This requires you to enter a code from your smartphone after logging in using your username and password. With two-factor authentication, even if someone would know your password, they would not be able to access your account (unless they also have access to your smartphone).
To enable two-factor authentication as a user, open Clinicminds and go to menu > Settings > Login Details. You need an authenticator app for this on your smartphone, like the free Google Authenticator app.
It is possible to require all users in your clinic to use two-factor authentication. To do so, open Clinicminds and go to menu > Settings > Clinic Settings. Here you can enable the setting Require two-factor authentication. After doing so, your users will be required to set up two-factor authentication on their account the next time they log in.
#### PRESS Aesthetics Journal UK
Great article about Clinicminds on the Aesthetics journal UK homepage.
#### PRESS Launch Clinicminds application
Clinicminds introduces a new CRM application for aesthetic clinics
February 5th 2014, Amsterdam, Clinicminds, a Dutch software development company, today introduced the first true cloud-based patient relationship management application for aesthetic clinics. The application, that can be used on an iPad (as an app) and on every PC / Mac, is unique as it covers the whole workflow process of aesthetic clinics while offering full mobility.
After a long search for a suitable CRM software package for his own aesthetic clinic, medical aesthetic physician and co-founder Toby Makmel decided to develop the application with a team of software developers two years ago. "At the time, we were looking for an application covering the full clinical workflow, that was user friendly and also affordable for smaller clinics. Much to my surprise I learned that such a product did not exist". The Clinicminds application was not only designed to deal with patient communications (appointments, reminders, etc.), full treatment registration and invoicing, but also to benefit from client analytics. "Given the importance of analytics for effective marketing and sales campaigns, we wanted it to be a feature of Clinicminds".
The application has been tested thoroughly for more than a year by industry practitioners and has received enthusiastic response. "The field of aesthetic treatments like Botulinum Toxin, fillers, laser and small surgery is becoming increasingly regulated. Clinicminds software makes it much easier to be in compliance with protocols and regulations” says Mr. Makmel.
The company wants to continue to develop the existing product for clinics around the world, based on the feedback it receives from its users. Clinicminds can be purchased through a monthly subscription fee after a free trial period and is available on the company's website.
More information can be found on: www.clinicminds.com
###
ABOUT THE COMPANY
Clinicminds is a Dutch software development company founded by a medical aesthetic physician, a technology entrepreneur and a software developer. The company builds technological solutions for the private health sector.
The need to develop a CRM application for clinics was raised when one of the co-founders started to search for an application that could help him run his clinic in a more efficient way. Encountering too complex, slow and generic tools, the co-founders decided to build Clinicminds with a team of software developers two years ago.
The first release is Clinicminds for aesthetic clinics. The company will continue to improve its existing product as well as develop similar applications for other disciplines in the private health sector.
MEDIA CONTACTS
Suikersilo-Oost 38
1165 MP Halfweg
The Netherlands
+31(0)20-6839857
Email us
Press releases NL + UK PDF version
#### Product sale
We’ve updated Clinicminds and are introducing (retail) product sale. Many clinics are selling or wish to sell products like e.g. cremes to their patients or even to not registered clients. Now Clinicminds supports selling products in your clinic regardless of performing a treatment. You’re able to keep track of your stock as well.
#### Profile Customers Learnings
Why It Pays to Profile Your Customers
Understanding your customers is the secret of successful selling. Existing customers are important sources of information. The more you know about them, the easier it can be to increase their spending. And you can also use the information you gather to help you find new customers.
The information you need to collect depends on your type of business. The amount of their spending in your clinic is a very important one.
Use a CRM to add details of purchasing behaviour, such as products each customer buys, when and how.
Keep up-to-date records about who your customers are, what they are buying and how much effort you're spending on them in return for the profit this generates. Accurate profiles allow you to focus your marketing resources where they are likely to be most effective.
Take a Iive demo and learn how Clinicminds assists physicians to apply these marketing techniques in their daily operation! send us a message
#### Profile photo in client overview
You are now able to assign or shoot a profile picture and add it to patient overview tab. This allows you to welcome your patients in a more personal way when you approach them in the waiting room. And don’t worry, if you don’t feel comfortable by asking your patients for a picture just assign one from the treatment tab.
#### Quinn AI Now Summarizes Video Consultations: Your Virtual Appointments, Automatically Documented
Why Consultation Recording in Your EMR MattersWhy Consultation Recording in Your EMR Matters
Video consultations have become a cornerstone of modern aesthetic practice. Whether you're conducting initial explorations with prospective patients, following up on medical weight loss progress, or discussing surgical options with someone across the country, virtual appointments offer flexibility that in-person visits simply can't match.
But until now, there's been no easy way to document video consultations without sacrificing your presence with the patient.
That changes today. Quinn AI Smart Summary now works with video consultations conducted directly within Clinicminds, bringing the same intelligent documentation you trust for in-person appointments to your virtual care.
The Documentation Challenge in Virtual Care
Think about your last video consultation. You're maintaining eye contact through a screen, reading body language through pixels, explaining treatment options, answering questions, and building trust. Now add note-taking to that cognitive load.
Research shows that manual documentation during consultations captures roughly 60% of the treatments and options discussed. For a simple follow-up, that might be acceptable. But aesthetic consultations are rarely simple. A prospective patient asks about lip filler, then wonders about chin augmentation, mentions they've been considering a neck lift, and asks about your medical weight loss program. That's four distinct treatment pathways in one conversation.
Miss any of those in your notes, and you've lost the foundation for meaningful follow-up. The patient who mentioned weight loss might be your highest-value opportunity, but if it's not in the record, it won't make it into your post-consultation outreach.
How Quinn AI Works with Video Consultations
The experience is seamless. When you begin a video consultation within Clinicminds, Quinn AI listens to the entire conversation, understanding the clinical context just as it does during in-person appointments.
As you and your patient discuss treatment options, concerns, medical history, and next steps, Quinn AI processes everything in real time. When the call ends, a comprehensive summary automatically populates into the appropriate sections of the patient record. Chief complaints, discussed treatments, patient preferences, and recommended next steps: all captured without you typing a single word.
There's no separate app to open. No post-call admin session is eating into your schedule. The technology works within your existing Clinicminds workflow, extending capabilities you already use to the virtual consultation environment.
Perfect for Growing Practice Areas
Certain consultation types benefit enormously from AI-powered documentation during video appointments.
Exploratory Aesthetic Consultations
First-time patients often arrive curious but undecided. They want to understand their options before committing to anything. These conversations naturally cover multiple treatment possibilities, from injectables to skin resurfacing to body contouring.
Quinn AI captures every option you discuss, creating a detailed record that powers personalized follow-up. When you reach out a week later, you can reference specific concerns they raised and treatments they seemed interested in, rather than sending generic "thanks for consulting with us" messages.
Medical Weight Loss Programs
Weight-loss consultations are inherently conversation-heavy. Initial appointments involve detailed health histories, medication discussions, and protocol explanations. Follow-up video calls track progress, adjust approaches, and address challenges.
With Quinn AI documenting every touchpoint, you maintain complete continuity across the patient journey. Nothing falls through the cracks between appointments, and patients feel genuinely heard because you have a comprehensive record of everything you've discussed together.
Surgical Exploration Calls
Pre-surgical consultations carry significant weight. Patients are making major decisions, and practitioners need thorough documentation of what was explained, the alternatives presented, and the expectations set.
Quinn AI ensures these critical conversations are captured completely. Every surgical candidate leaves a documented trail from the first video call through procedure and recovery, protecting both your practice and your patients.
The Competitive Advantage of Complete Documentation
Here's a number worth considering: practices using AI-assisted documentation report 35% higher consultation-to-treatment conversion rates. The connection isn't mysterious. Better documentation enables better follow-up, and better follow-up converts more consultations into treatments.
When your records capture that a patient mentioned interest in weight loss alongside their aesthetic concerns, you can craft follow-up communication that addresses both. When you remember (because it's documented) that a patient was hesitant about downtime, you can proactively address recovery timelines in your following conversation.
Your competitors who document manually can't match this level of personalized attention at scale.
One Platform, Complete Patient Journey
Video consultations with Quinn AI summarization aren't add-ons or integrations. They're part of the complete Clinicminds ecosystem: the same platform managing your scheduling, patient records, treatment documentation, and practice operations.
From the moment a patient books their first virtual consultation to the completion of their treatment plan, everything lives in one connected system. No data silos. No manual transfers between platforms. No gaps in the patient story.
If you're curious how Quinn AI handles video consultations in practice, we'd love to show you. The technology is ready, and your virtual appointments are waiting to be transformed.
#### Real-time revenue snapshot released
We released a basic revenue monitor in ClinicMinds. You are now able to view and compare revenue per day, week, month or year. This allows you to manage your clinic on a daily basis and to take marketing decisions. E.g. we need to increase our media spent to reach our goals. In the near future we are planning to release more analytics tools.
#### Release 5.0 is out now!
We’re excited to announce that one of our most significant updates of the last couple of years has just been released. A big shout-out to the complete team for this huge accomplishment.
Clinicminds app has undergone a complete overhaul or, even better said, a total metamorphosis! We redesigned the app and nearly every screen to provide an up-to-date and seamless working experience. But redesigning is not the only thing we did.
As we keep growing, we now support new languages like Italian and Norwegian.
As always, we have listened carefully to our users and discussed their needs and wishes. We thank our growing user base for their ongoing valuable feedback.
This feedback resulted in new features and, of course, several improvements.
Introducing visual Staff planner
The new staff planner has been developed to help you ensure the clinic is well-staffed and simplify the scheduling process of your workforce.
While developing this feature, we quickly recognized that planning needs a different approach than your daily calendar. Therefore we designed a new user interface where clinic management can review the scheduled staff members and their occupancy at a glance.
This planning interface allows you to plan your staff’s working times and blocks faster and easier. The visual view makes it simple to see your staff’s schedule for one or multiple weeks at a time.
Calendar redesign
We also redesigned the calendar to provide a more accessible view for your eyes, focusing on the most critical data. Specific details that were previously always visible can now be toggled on or off, depending on whether you need them.
International language format support
We added complete internationalization support, so things like dates, times, and currencies will be displayed correctly based on your clinic’s location. Clinicminds now supports 24-hour times as well as 12-hour clocks (AM/PM) and US date notation. Based on your clinic’s language and country, we automatically select the most appropriate formatting, so you don’t need to do anything to make use of this.
This is part one of our announcements on this exciting update. We will be bringing you more news in the coming weeks.
Want to learn more? chat with us
#### Release 5.12 now live
We're excited to announce the release of Clinicminds Version 5.12, featuring significant enhancements for German clinics, improved task management, and several workflow optimizations.
📋 Enhanced Task Management
Due Date Functionality
Date Assignment: Set due dates for any task in your task list
Visual Indicators: Overdue tasks display in red for immediate identification
Dashboard Integration: View due dates directly from the main dashboard
Patient Linking
Patient Assignment: Link tasks directly to specific patients
Recent Patient Display: Quick access to recently viewed patients when creating tasks
Patient Search: Find patients by name when assigning tasks
Enhanced Overview: View linked patient photos and details directly from the task
Quick Navigation: Access patient history, messages, and profiles directly from task view
💳 Payment experience improvements
Real-time payment confirmation
When processing online payments while patients are present at your clinic:
Green confirmation badge: Immediate visual confirmation when payment requests are completed
Live updates: Real-time balance updates in the patient wallet
Session-based indicators: Green confirmation badges only appear during active payment sessions
This enhancement improves the front desk experience when processing Stripe payments in person.
🇩🇪 GOÄ support for the German market
We are introducing the German fee schedule (Gebührenordnung für Ärzte - GOÄ), designed specifically for German medical practices. Clinicminds now supports GOÄ-compliant invoicing, enabling aesthetic clinics in Germany to generate invoices aligned with the official medical fee schedule.
📅 Multiple records per day
Flexible Record Management: Multiple open records for the same patient can now be maintained on a single day.
Use cases
Multiple practitioners treating the same patient
Different treatments are performed by various team members
Situations where one record isn't completed before another needs to begin
🔗 Zapier Integration Enhancements
Expanded Data Fields: Additional data fields are now available in Zapier integrations, providing more comprehensive automation possibilities for your clinic workflows.
#### Release 5.13 - Streamline Your Practice
Clinicminds Version 5.13 Released! 🚀
Streamline Your Practice with Clinicminds' Latest Updates
Your feedback drives our innovation, and this release delivers two workflow transformations that cosmetic healthcare professionals have been requesting:
🎯 Smart Task Management That Works: Assign tasks to team members, track accountability, and never miss critical patient follow-ups again. Our intelligent task views adapt to how different roles in your clinic actually operate—from daily priorities for busy practitioners to comprehensive oversight for clinic managers.
🔬 Seamless Lab Testing Integration (Netherlands): Dutch practices can now order blood tests through Labplusarts directly from patient profiles. No more double data entry, no more scheduling headaches—just two clicks from patient record to test results.
✨ Plus Quality-of-Life Improvements: Enhanced patient booking flows, streamlined measurement sharing, and multiple bug fixes that make your daily workflows smoother.
Questions about these new capabilities? Our support team is ready to help you maximize these tools for your specific practice needs.
#### Release of Clinicminds 2.0 !
After a few months of silence we are excited to announce a major release of Clinicminds version 2.0. The past months we worked very hard to redesign and add new features to our application.
We redesigned our complete interface into flat design (IOS8). But the biggest addition, which we are very proud of, is the release of a calendar and scheduling tool.
The new scheduling tool allows our customers to manage the clinic’s complete appointment scheduling, without leaving the Clinicminds application. It allows to schedule appointments based on available time slots for each physician in your clinic.
You can manage the team of physicians that work fulltime but also the part-timers (freelance). For each physician you’re able to define which treatments he/she is allowed to perform, the working hours and the times off. This will reflect immediately in the (appointment) scheduling overview.
To maintain complete freedom we’ve added calendar feeds. These allow to view the clinic’s appointments on any device or calendar program, both for the whole clinic as well as for the individual user. It is possible to connect and view the clinic’s or your personal schedule on for example Microsoft outlook, Apple Calendar, Google calendar, iPhone or Android.
#### Release of Clinicminds Version 5.16
Every aesthetic clinic knows the feeling. You repeat the same administrative steps dozens of times a day. Creating records, linking treatment plans, and generating invoices. Each task takes only seconds, but those seconds accumulate. Version 5.16 targets these everyday moments with precision. We refined the workflows you use most, removing small barriers that slow you down without changing how you prefer to work.
Stay in the Conversation with Smart Summary
Consultations rarely follow a script. Patients bring up concerns out of order. Discussions jump back and forth between treatment options and medical history. Yet documentation tools often expect you to complete fields in a fixed sequence.
Quinn AI Smart Summary now adapts to this reality. You no longer need to fill in required case history fields before moving to the next tab. Select your treatment categories and continue. Smart Summary populates the remaining fields after processing, whether you filled them manually or left them for AI. The result is documentation that works around your conversation, not the other way around.
One Click to Duplicate, One Glance to Find Treatment Plans
The "add record" pop-up received a practical redesign. Relevant existing records now appear at the top, ready to duplicate with a single click. Active treatment plans are also immediately visible, so linking a new record to an ongoing plan no longer requires searching through a patient's full history.
These are small refinements, but they eliminate micro-delays you encounter repeatedly throughout the day.
Invoice Treatment Plans on Your Terms
Quotations serve an important purpose for many clinics. But not every situation calls for one. Some patients confirm immediately. Others have already discussed pricing in a previous consultation. Requiring a quote before invoicing a treatment plan created an unnecessary detour for these cases.
You can now invoice a treatment plan directly when a quote does not add value.
We also added a visible warning when a treatment plan invoice remains unpaid. It appears in the payment tab during treatments, ensuring you always know the current financial status before proceeding.
And we clarified how treatments from a plan appear on invoices. Previously, these showed "paid previously" with a price of zero, which confused patients when the plan was not yet fully paid. Now these items display "from treatment plan" without a misleading amount. Clear communication for your patients and your front desk.
Updates for Dutch Restitution Invoices
Dutch clinics working with insured healthcare will find several improvements. Code lists have been updated and are ready for 2026. A clear "fully paid" indicator now appears on invoices when applicable. The total VAT amount is displayed at the bottom, making invoices easier for patients to understand and simpler to reconcile internally.
Stability and Fixes
This release also resolves issues that some clinics encountered: the scheduler now works correctly in in-app browsers like the Facebook app, Smart Summary suggestions no longer occasionally disappear after being added, alert badge notifications reliably reach practitioners, and viewing multiple weeks with holidays in the planner no longer causes errors.
Your Time, Respected
Version 5.16 reflects a simple principle: your time matters. Every workflow improvement, every removed click, and every clarified interface contributes to a smoother day. And smoother days mean more energy for what actually matters, your patients.
#### Release update 5.2 - Power features and QMS
Introducing Quality Management System
we are thrilled to announce the launch of several new features and enhancements for Clinicminds. Our new quality management system makes it easier than ever to manage your clinic's protocols and documents.
With drag-and-drop uploading, periodic revision reminders, and user access restrictions, you can ensure compliance and improve communication with your staff. Plus, with Clinicminds QMS, there's no need to use external applications anymore.
Just activate your QMS subscription, start uploading your documents, and streamline your clinic's operations!
Power feature - Copy button
For those times when you need to copy text from an old record, like a previous treatment report, we've added buttons for that to all large text fields in closed records. Together with our previously introduced power feature, the record switcher, this new copy button will make your life easier and help you finalize records even faster.
The record switcher allows you to quickly switch between patient records, no matter where you are in a treatment record. So now, you can easily copy text from an old record, switch to the current record, and paste the text, all in a matter of seconds!
Promote your video's
Next, we have added the ability to send custom video brochures to your patients. This feature allows you to send videos in addition to PDF brochures, making it easy to share information with your patients before or after their appointment.
You can upload your own thumbnail image, which will be clickable in the emails to patients, and you can host the video in a place of your choice, such as on your website or a video platform like YouTube or Vimeo.
Other enhancements
Export working times
We've also made it easier for you to export working times and blocks from the staff planner. This feature is useful if you need to have data about your practitioners' working hours for analytics or HR/financial purposes.
Logo at payment screen
It's important for your patients to feel safe and familiar with your clinic, which is why we've added the clinic logo to the prepayment screen.
Notification gift card sale
We've also added a new email notification when a gift card is sold online. Last year, we fully redesigned the application and calendar.
Weeknumbers
Based on your feedback, we added back the week numbers to the calendar. Finally, we added back the option to schedule overlapping, non-repeating working times.
We hope that you'll find these new features helpful in managing your clinic more effectively. If you have any feedback or suggestions, please don't hesitate to reach out to us. Thanks for using Clinicminds!
#### Remind and Retain Learnings
Remind and Retain Customers
The promotional activities of a clinic continue long after customer acquisition. Using communications tactics that are effective in reminding current customers why they should continue purchasing a brand's products is just as important as promoting to potential customers.
As more clinics compete for consumer attention in an increasingly crowded marketplace, clinics must develop marketing communication strategies that address customer challenges, appeal to customer needs, and drive repeat sales.
The easiest way to remind and retain customers is of course by sending treatment reminders according to their prior treatments. Sending these reminders after an exact period of time will increase client visits.
Take a Iive demo and learn how Clinicminds assists physicians to apply these marketing techniques in their daily operation!
#### Retention Analysis: The Key to Improved Clinic Performance in the New Year
Starting the year off with a retention analysis is vital for a clinic because it allows the clinic to understand its current state of patients that did not visit the clinic for an x amount of time which eventually can lead to “lost” customers. By analyzing the clinic's retention, the clinic can determine which areas are performing well and which areas may need improvement. This can help the clinic develop strategies to retain more patients, leading to increased efficiency and profitability.
In addition, a retention analysis can help the clinic identify trends and patterns that may not be immediately apparent, which can inform decision-making and help the clinic to serve its patients better. Overall, starting the year with a retention analysis can help the clinic to understand its current state better and make informed decisions to improve in the future.
What is retention
Retention refers to the ability to retain or keep something, such as information, skills, or patients. It is a measure of how well a clinic is able to maintain its resources over a period of time. For example, a clinic might track its employee retention rate to see how well it can keep its employees, or it might track its patient retention rate to see how well it can keep its patients. Improving retention can be important for clinics because it can lead to increased efficiency and profitability.
Why is it important for your clinic
Retention is important because it can help a clinic or business to maintain its resources, which can lead to increased efficiency and profitability. For example, if a clinic retains its patients, it saves the time and resources needed to constantly bring in new patients. Similarly, if a business can retain its employees, it can save the time and resources needed to constantly find and train new employees. In addition, retention can also lead to increased customer satisfaction, as retaining customers or patients can lead to a stronger relationship between the clinic or business and the individuals it serves.
Steps to identify and bring back patients
First, identify the key metrics you want to track for retention in your clinic. These might include the percentage of patients returning for follow-up appointments, the time between visits, or the number of no-shows.
Next, collect and organize your retention data. This could mean pulling data from your electronic medical record system or manually creating a spreadsheet to track retention.
Once your data is organized, analyze it to identify trends and patterns. Look for factors that could be impacting retention rates, such as the length of time between appointments, or the type of treatment patients are receiving.
Based on your analysis, consider implementing strategies to improve retention in your clinic. Strategies like offering reminders for upcoming appointments, providing additional education or support to patients, or adjusting your appointment scheduling processes.
Finally, follow up with patients via email to check on their progress and encourage them to return for follow-up appointments. Consider sending personalized emails based on each patient’s specific needs or concerns. Be sure also to include any relevant information or resources, such as appointment reminders or links to educational materials.
How to use Clinicminds retention report
To get an overview of patients that did not re-visit the clinic for the last x period download the patient retention report, go to Menu > Reports > Patient retention in Clinicminds. In this report, you will find an overview of patient contact details, their total spending, and their spending specified by treatment/treatment package/product. You can filter the timeframe, locations, treatment, and treatment category you would like to target.
Example
Today is Jan 1st, 2023, and I would like to send an email to patients that previously received a Botox treatment, but who did not revisit the clinic for a minimum of six months. We chose to select a minimum of six months as we think it’s a bit longer than the average time gap that patients usually take for revisiting us for a repeat treatment.
So basically, every patient that came for a botox treatment longer than six months is a potential churning customer.
We decided to set the filter between six and eighteen months ago as we think that people that did not visit our clinic for more than 18 months are not likely to visit us again.
The filter in the report should be in this case:
Last treatment date from: 01-01-2021
Last treatment date: 01-07-2022
Treatment: Botox
Finally, generate the report and upload the target group list to your email campaign tool such as Mailchimp and write an engaging email to encourage these patients to visit your clinic again. You should even consider calling the top spending / loyal customers personally and asking for the reason why they are not making an appointment.
To learn more about clinicminds contact us.
#### Reviews - The importance of reviews in the aesthetic industry (1/3)
Finding the perfect aesthetic clinic often hinges on the experiences of previous clients. A humorous or heartfelt review can guide potential clients to the right place, just as it did in a personal anecdote shared by many satisfied customers. Imagine stumbling upon a review that says, “I went in looking like a potato and came out feeling like a goddess!” Such reviews not only make us chuckle but also play a crucial role in the decision-making process of potential clients.
Building trust and credibility
In the aesthetic industry, trust is paramount. Potential clients want to ensure they're in good hands before undergoing any procedure. Positive reviews act as social proof, showing that others have had great experiences and results. When clients share their success stories and satisfaction, it builds a solid reputation.
For example, a client who had a great experience with a lip filler treatment might leave a detailed review about the professional demeanor of the staff, the cleanliness of the clinic, and the excellent results. Such reviews help alleviate potential clients' concerns by providing real, relatable experiences. They see that others have achieved the results they desire, which builds confidence in the clinic's services.
Attracting new clients
Positive reviews are magnets for new clients. They serve as first impressions and can significantly influence a potential client's decision.
For instance, a clinic with numerous five-star reviews on Google is more likely to attract new clients compared to one with few or no reviews. Potential clients often read these reviews to gauge the quality of service and the satisfaction level of previous clients. Highlighting these reviews on the clinic’s website and social media platforms can draw in new clients and help them feel confident in their choice.
Feedback and improvement
Reviews aren't just about attracting new clients; they also provide valuable feedback. Constructive criticism can highlight areas for improvement, ensuring you continually enhance your services. Tracking and analyzing feedback allows you to make informed decisions to better meet your clients' needs.
For example, if multiple clients mention that the waiting time for appointments is too long, the clinic can address this issue by streamlining their scheduling process. This not only improves the client experience but also shows that the clinic values and acts on feedback, further building trust and credibility.
Conclusion
Maintaining a positive online reputation is like planting a garden—nurture it with care, and it will flourish. And who knows? That next glowing review might be just around the corner, ready to elevate your clinic from good to great.
By effectively leveraging reviews, aesthetic clinics can build a strong online presence, attract new clients, and continuously improve their services. This not only helps in growing the business but also ensures a high level of client satisfaction and trust. If you want to learn more, chat with us to see how you can apply reviews within ClinicMinds.
Stay tuned for more insights! This review article is part of a three-article series exploring the critical role of reviews in the aesthetic industry
#### Revolutionizing Aesthetic Clinics: Key Marketing Strategies Inspired by Industry Leaders
Introduction
In the highly competitive landscape of aesthetic clinics, finding a way to stand out from the crowd is undeniably crucial. Much of this differentiation boils down to an essential facet — marketing. Through innovative, engaging, and patient-centric marketing strategies, aesthetic clinics can carve a niche, establish their brand identity, and attract a loyal clientele.
This article aims to introduce and explain several vital marketing strategies that have been proven effective across various industries, including aesthetic medicine. Understanding and implementing these strategies can play a pivotal role in boosting your aesthetic clinic's visibility, recognition, and — ultimately — revenue.
Stay tuned as we delve into the power of omnichannel marketing, the importance of branding, the impact of product launches, the untapped potential of global markets, the exciting concept of freemium approach in B2B Marketing, and more! We will present various case studies, provide practical guidance on strategy implementation, and reveal tips on how aesthetic clinics can leverage these marketing strategies to their advantage.
Let's embark on this journey toward mastering marketing for aesthetic clinics!
The Power of Omni-Channel Marketing
As its name implies, Omnichannel marketing involves creating a seamless user experience across all channels. It emphasizes continuity, allowing patients to transition effortlessly from one channel to another — be it social media, email, mobile app, or a physical clinic.
Case Study: Boosting Revenue Across All Channels
Consider a clinic that employed a robust omnichannel marketing strategy, consolidating its social media presence, email newsletters, offline events, and website functionality. Their revenue increased significantly across all channels as it created multiple touchpoints for their patients, thus keeping their brand on top of mind and driving patient engagement.
How Can Aesthetic Clinics Leverage Omni-Channel Marketing?
Leveraging omnichannel marketing in an aesthetic clinic starts with patient journey mapping. Understand all the touchpoints your patients interact with and ensure they are integrated seamlessly. Is your social media directing prospects to your website? Is your email marketing personalized based on your patients' social media interactions? Is your physical clinic providing the same message and experience as your digital platforms?
You will create a patient journey that attracts and retains clientele by consistently delivering patient-centric content, personalized treatments, and excellent customer service across all channels. Remember, consistency is the key to a successful omnichannel marketing strategy.
Branding: Your Clinic's Most Valuable Keyword
In the world of aesthetics, where consumers have many options at their fingertips, a strong brand can be your most potent tool. In essence, branding is more than just a logo or tagline; it encapsulates the image and ethos your clinic upholds.
Importance of Branding in Marketing
Statistics reveal that the top searched queries on Google are typically brands. A well-defined and consistent brand is critical for SEO, customer recognition, and overall credibility. It also creates trust and can profoundly influence a patient's decision to choose your aesthetic clinic over others.
How Can Aesthetic Clinics Strengthen Their Brand?
To build more substantial brand equity, there are several proven strategies for aesthetic clinics:
Defining Your Brand Identity: Understand what makes your clinic unique. Is it your cutting-edge technology, highly experienced clinicians, or a wide range of services? Align all marketing efforts to this USP.
Creating Consistent Brand Messaging: Ensure consistency in what you say and how you say it. Consistency implies reliability, which builds patients' trust.
Establishing a Strong Online Presence: Building a digital footprint with a professional website, active social media channels, and updated listings in online directories can significantly enhance your visibility.
Publishing High-Quality Content: Regularly sharing educational articles, blogs, and tips can position your clinic as a knowledge leader in your field.
Fostering Positive Patient Reviews: Positive reviews can significantly influence a patient's decision-making process. Encourage satisfied clients to leave reviews on platforms like Google, Facebook, or Yelp.
Engaging Community Outreach: Participating in charitable events, hosting workshops, or sponsoring local initiatives can create positive brand images.
Remember, a strong brand doesn't materialize overnight. It requires consistent effort, but in the long run, it's worth it. A solid brand can create loyal customers, draw new patients, and provide a competitive advantage, effectively becoming your clinic's most potent keyword.
The Impact of Product Launches
Introducing new treatments or services in your aesthetic clinic can create excitement, rejuvenate patient interest, and set your clinic apart from competitors. Over time, these launches become essential marketing tools that generate buzz and revenue.
Case Study: Revenue Generation Through Product Launches
A famous aesthetic clinic introduced a new futuristic treatment, carefully planned and supported with captivating promotional campaigns, staff training, and strategic pricing. As a result, they saw a significant increase in patient visits, leading to a notable boost in revenue.
How Can Aesthetic Clinics Effectively Launch New Treatments or Services?
To conduct successful product launches, aesthetic clinics should take the following steps:
Thorough Research: Study the market, assess the potential demand, and understand the unique selling points of the new treatment or service. Present this data to your team to ensure they fully grasp its benefits and can educate patients accordingly.
Create Anticipation: Use your social media channels, email newsletters, and in-clinic promotional materials to build excitement and awareness about the upcoming launch.
Offer Limited-Time Promotion: Encourage patients to try out the new treatment by offering an attractive launch promotion, such as a discount for the first 20 bookings or a free consultation for the new service.
Educate and Train Your Staff: Ensure your clinicians and staff are well-trained in administering the new treatment and understand its benefits. This knowledge empowers them to confidently answer patient inquiries and help build trust.
Showcase Success Stories: Share before-and-after images and patient testimonials as evidence of the effectiveness of the new treatment. This visual proof creates confidence in your offering and may inspire more patients to book appointments.
Evaluate and Iterate: After running the initial launch campaign, gather feedback and data to evaluate its success. Tweak your marketing approach if needed, and don't be afraid to learn from any trials or errors during the launch.
By carefully planning and executing product launches in your aesthetic clinic, you can create ample opportunities for both exposure and revenue growth. The key is being proactive and strategic while remaining responsive to changing dynamics.
The Freemium Approach in aesthetic medicine
The freemium model — a portmanteau of "free" and "premium" — has gained traction as a compelling marketing strategy, particularly in the realm of B2B (Business-to-Business) marketing. At its core, it allows users to access basic services for free while charging a fee for higher functionality or more advanced features.
Understanding the Freemium Approach
You might wonder, "How does giving away services for free generate profit?" The magic of the freemium model lies in its ability to demonstrate value before the actual purchase. By catering to more users initially, you subsequently increase your chances of converting some of them into paying customers.
How Can Aesthetic Clinics Implement a Freemium Approach?
Implementing a freemium approach requires strategic thinking and resource planning, but when executed correctly, it can bring significant business opportunities for aesthetic clinics. Here's how:
Offer Basic Consultations for Free: This approach gives potential clients a glimpse of your expertise without requiring any initial monetary commitment. If they find value in your free consultation, they will be more inclined to pay for advanced services.
Collaborate with Related Businesses: For instance, you could provide free skin consultation services to a high-end spa's clients. If the clients find your services valuable, they may decide to avail of your premium treatments, benefiting both businesses.
Host Free Educational Webinars/Seminars: Giving free insights and education about aesthetic medicine to other businesses, like fitness clubs or beauty salons, can increase visibility and position your clinic as a thought leader in the field.
Provide Free Trials of New Treatments: If your clinic introduces a new service, offering a free trial to a selected few can create buzz and pave the way for paid bookings.
Remember, the goal is not to devalue your services but to provide potential clients with a taste of what you offer. It's about building relationships and demonstrating real value. Your aesthetic clinic can boost its clientele and spur growth by strategically choosing your freemium services and targeting the right audience.
The Myth of the Perfect Marketing Channel
One of the most common pitfalls in the aesthetic clinic industry is the elusive quest for the "perfect" marketing channel. This chapter will debunk this misconception, explain the importance of diversifying marketing efforts, and provide actionable tips to help clinic owners and managers optimize their marketing mix.
Debunking the Myth of the Perfect Marketing Channel
The search for that one perfect marketing channel is an all too common mistake. The truth is no single marketing channel can cater to every clinic's unique needs or reach every potential client. Just as every patient has different requirements and preferences, your marketing efforts should be diverse and adaptable.
Leveraging Multiple Marketing Channels
Tapping into various marketing channels enables your clinic to reach your desired audience more effectively. Combining different promotional methods can increase your brand awareness exponentially and drive higher conversions.
Tips to Diversify Your Aesthetic Clinic's Marketing Efforts:
Identify Your Target Demographic: Understand who your potential clients are and what they value. Analyze market data, and create personas to understand better and target your audience.
Choose the Right Platforms: Based on your target demographics, select the platforms that resonate most with them. If your target audience utilizes social media frequently, ensure you have a strong presence there.
Develop a Content Marketing Strategy: Create valuable content to inform, educate, and engage your target audience. Diversify your content with articles, videos, and infographics to cater to different preferences.
Utilize Local SEO: Ensure your clinic's website is optimized for local search engine optimization (SEO). This will help local clients find your services more easily when searching online.
Engage in Social Media Marketing: Staying active on popular social media platforms can drive brand awareness and generate new leads. Share relevant content, interact with your audience, and showcase your clinic's work on these platforms.
Employ Email Marketing: A well-executed email marketing campaign can yield a high ROI. Capture email addresses through opt-in forms on your website and nurture subscribers with informative and personalized content.
In conclusion, there is no one-size-fits-all marketing channel for aesthetic clinics. Instead of seeking the perfect marketing channel, focus on leveraging a combination of channels tailored to your target audience and your clinic's unique needs. Diversifying your marketing efforts will maximize your reach and ensure your clinic's growth and long-term success.
The Importance of Focused Marketing
In the highly-competitive aesthetics industry, it can be tempting to cast a wide net with marketing efforts to attract as many potential clients as possible. However, this approach often proves less effective than concentrated, focused marketing. In this chapter, we delve into the importance of targeted marketing and suggest strategies to refine your clinic's marketing focus.
Why Focused Marketing Triumphs over Broad Marketing
Focused marketing allows you to zero in on your prime audience - those most likely to avail of your services. It is cost-effective, as it conserves resources that might otherwise be spent on segments of the population less likely to convert. Moreover, tailoring your messaging to a specific group can result in deeper engagement and stronger connections.
The Power of Targeting the Right Audience
Understanding and reaching the right audience is the cornerstone of any successful marketing strategy. It ensures that your marketing efforts aren't wasted on those unlikely to be interested in your services. More importantly, it means your messages will resonate deeply with those who hold the most potential for conversion.
Strategies to Refine Your Clinic's Marketing Focus:
Identify Your Ideal Customer: Profile your ideal customer considering factors like age, income level, lifestyle, concerns about aesthetics, and receptiveness to the treatments you offer.
Understand Their Unique Needs and Wants: Research your target customers' needs, preferences, and habits. What aesthetic concerns do they have? What treatments and services are they likely to seek? When and how do they prefer to receive information?
Tailor Your Message: Craft messaging that directly answers the needs and wants of your target audience. Show them clearly how your services can meet their specific aesthetic concerns.
Channels Selection: Use the channels that your target customers frequently use. This could be social media platforms, search engines, or specific websites or apps.
Track and Adapt: Use marketing analytics but also 'in-clinic' numbers and figures (by using your CRM/EMR) to measure the effectiveness of your targeted marketing efforts and to learn more about your customers' behavior. Amend your strategy as needed for maximum impact.
Final Thoughts
Remember, focused marketing is not about excluding potential customers outside your target audience. Instead, it's about directing your marketing resources where they have the most impact. Concentrating your efforts on your ideal customers will help you build stronger relationships with them, resulting in increased loyalty, customer satisfaction, and, ultimately, clinic revenues.
Conclusion
In this guide, we've dissected a myriad of marketing strategies designed to help aesthetic clinics find success in their unique context. Let's recap some key takeaways and provide some final thoughts.
Recap of Key Marketing Strategies
We debunked The Myth of the Perfect Marketing Channel and explained leveraging diverse marketing strategies can reach your desired audience more effectively.
Under The Importance of Focused Marketing, we emphasized the concept of targeted marketing and discussed specific strategies for clinics to refine their marketing focus.
Our discussion, while encompassing a broad range of aspects, all point towards one conclusion: Marketing for aesthetic clinics is not a one-size-fits-all formula, but rather a dynamic process of understanding your target demographic, offering them relevant and value-adding content, and maintaining their engagement across several platforms.
Final Encouragement
Aesthetic clinics are encouraged to experiment with these strategies to find what works best for them. Whether diversifying your approach, focusing on a specific demographic, or combining several tactics, remember that each clinic is unique. What works for one may not necessarily work for another.
Yet, with careful planning, understanding your ideal customer, and continuous adjustments, these strategies can lead to substantial growth for your business.
Don't be afraid to try new things and take a good hard look at what's working and what isn't. The ultimate aim is growth—growth in brand awareness, growth in clientele, and growth in profitability. Change is part of that process, and these strategies are solid stepping stones on your journey toward a successful and thriving aesthetic clinic.
Summing It Up and Taking the Next Step with Clinicminds
In this guide, we've delved deep into key marketing strategies tailored for aesthetic clinics and highlighted the potential for growth and success. While we explored various methods, from the myth of the perfect marketing channel to the importance of focused marketing, it's essential to remember that tools like Clinicminds can streamline and document most workflow processes of your clinic, making your marketing efforts manageable and impactful.
Leverage the Power of Clinicminds
Clinicminds offers unique features that facilitate the complete workflow and is designed to address the specific challenges aesthetic clinics face, enhance workflow, and drive growth.
Using Clinicminds, you can:
Analyze key metrics to understand how well your strategies are working
Identify areas for growth and improvement
Streamline your clinic's workflows, freeing up time to focus on what truly matters: your customers
We invite you to step towards revolutionizing your aesthetic clinic's marketing strategy. By contacting Clinicminds or scheduling a live demo, you open your clinic to a world of possibilities.
You'll see firsthand why many aesthetic clinics choose Clinicminds to streamline workflows and implement robust, conversion-driven marketing strategies.
Don't wait - the future of your clinic is just a click away. Follow this link to schedule a live demo.
#### Save Face partnership, member support
Clinicminds provides aesthetic practitioners with a premium, paperless software solution to manage their busy and professional clinics. We want to ensure that the service we provide to our users aligns with their highest standards of practice possible. Therefore we have decided to partner with Save Face and support their members.
Save Face is the UK’s leading register for medical aesthetic practitioners. Established in 2014, their register is Accredited by the Professional Standards Authority and is recognized by the Government, the Department of Health, the CQC, and NHS England.
The Save Face assessment process ensures that each and every practitioner and clinic has passed a rigorous 116-point check to meet their accreditation requirements.
The Save Face medical model aligns with our vision and our core values. Together, our services offer practitioners the ability to achieve clinical excellence.
Save Face recognizes the vital role that clinic management software plays in the operation of a successful clinical practice and wants to offer its members the best solution available.
Their Clinical Director, Emma Davies, who is also a practicing aesthetic nurse prescriber, uses Clinicminds and her endorsement of our software made it an easy choice for Save Face to want to join forces with us.
Emma said:
"Having switched to a paperless system a few years back, I was frustrated by an inflexible format, very poor customer care, and constant crashes and glitches. Not wanting to return to paper, I spent more time researching and consulting colleagues for recommendations. Most reported dissatisfaction to some degree, it seemed a perfect platform did not exist. Of course, the idea of switching and transferring a database seemed a significant drag and a risk. Then someone recommended Clinicminds, and without any reservations, I made the switch and could not fault the platform.
In particular, zero crashes or glitches, a really user-friendly FAQ help option, which usually answers my questions, but more importantly (and all credit to them in this day and age), a very responsive and reliable chat option, and even emails if help is needed. Excellent customer care. The updates are always useful, and when I've had suggestions to make (rarely), my wishes have been granted to my surprise. For me, this platform does everything I need and without fault, but somehow manages to demonstrate continuous improvement, which helps me operate more efficiently and professionally. The patient-friendly features have genuinely helped drive new business and kept established patients engaged and feeling valued."
As part of the Save Face membership, practitioners get access to over 200 free template resources to help them meet best practice standards, including consent forms, treatment information, and aftercare advice. We will be incorporating the Save Face templates into our platform so that existing members can transition to our software seamlessly. Members will also be able to add their Save Face feedback links to the system so that their clients can review their treatment experience.
To celebrate our partnership, we are delighted to offer Save Face members an exclusive £250 voucher towards the cost of new Clinicminds subscriptions.
To find out more, visit: https://www.saveface.co.uk/
#### Send digital brochures
We have been continuously in touch with our customers and prospects. Along the way, we acknowledged that there’s a need for sending (clinic) brochures or even manufacturer product brochures to patients.
Therefore we're bringing an all-new feature: sending PDF brochures.
Let's have a look at some examples we encountered during our fieldwork.
A clinic performing facelifts consults its patients about their procedure. After consulting the patient, they would like to send the patient a leaflet which is specifically designed in the style of the clinic. This PDF leaflet describes the full procedure and process.
A clinic performing all kinds of aesthetic treatments is interested in sending their patients the (manufacturer) product brochures of the fillers they've used during treatment.
A clinic that consults patients for blepharoplasties, is interested in sending their patient information leaflets during the process of scheduling the procedure date. These leaflets describe e.g. what patients can expect and what they should prepare before the procedure (think of cool-packs etc).
Summarizing these examples, this feature offers clinics the possibility to send PDF leaflets during scheduling appointments, at the end of a consultation and after a treatment.
There are numerous situations in which it could be desirable to send self-made brochures or (manufacturer) product brochures to patients.
#### September Product Update
Dear reader,
We're excited to present you with another product update! This one focuses on some quality of life improvements that we've been wanting to add for a while:
We now display appointments with notes in the history popup This gives a more complete history of a patient in the history pop-up.
We added a note field for discounts on: Treatment packages, product sales and treatments. Additionally, this is reflected in the report as well. Which makes it easier to remember why you gave that discount in the first place.
We added a separate permission for deleting appointments. This gives you greater control over who can do what. Please check these permissions to see if they're implemented correctly in your clinic! this is a requested feature and we're happy to provide it to you!
We now allow clinics to change the newsletter checkbox text in the scheduler and patient details form. So you can give those boxes a personal touch.
We improved the number of records report which now has a practitioner filter, helping with things like commissions!
We improved the appointments report to show a booking date this way you know how recently something was booked and measure the impact of your marketing campaigns in a given time.
Added a permission to view your own revenue only again something that will help with commissions.
When switching locations, we now show an indication what location you're currently logged in on. Our brains kept forgetting what location we just saw two seconds before clicking the button, we assumed some of you might be experiencing the same thing!
Thank you for choosing Clinicminds. We hope you have a wonderful week!
P.S: Don't forget to subscribe to our Facebook, Twitter and LinkedIn feeds, where we started posting more and more regularly now!
#### Series of Unlocking Success: Treatment Types and Quarterly Trends
Analyzing the types of treatments provided and their trends every quarter is pivotal for aesthetic clinics to steer their strategic direction effectively. This assessment goes beyond mere numbers; it's about understanding patient preferences, seasonal influences on treatment choices, and the clinic's adaptability to changing market demands.
The quarterly analysis allows clinics to spot patterns in treatment popularity, which can be influenced by various factors such as new aesthetic trends, seasonal changes affecting patient concerns (like skin care in summer versus winter), or the introduction of innovative treatments and technologies. For instance, a surge in non-invasive facial skin quality and hydration improvement might be observed in the months leading up to summer, reflecting a seasonal demand for facial aesthetics focussed on prevention.
This kind of trend analysis is invaluable for inventory management, enabling clinics to stock up on necessary supplies in anticipation of increased demand for specific treatments. It also guides marketing efforts, allowing clinics to tailor their promotions and educational content to what's currently in demand or what's expected to be popular in the coming quarter.
Moreover, understanding these trends helps clinics in workforce planning. Knowing which treatments will likely be more popular in a given quarter allows clinic managers to allocate practitioners more effectively, ensuring that those with specific expertise are available when needed.
Importantly, this analysis must be conducted with the clinic's commitment to patient care in mind. It's not just about capitalizing on trends but ensuring that the treatments offered are in the best interest of the patients. This means sometimes advising against popular treatments if they're not suitable for a patient's specific needs, thereby prioritizing ethical considerations over potential revenue.
To execute this analysis effectively, clinics can use treatment reports to filter data by specific periods. Compare the current period with the same period from the previous year to identify trends. Assess the amount and type of treatments administered and analyze which practitioners had significant shares in these treatments. This approach helps in understanding performance variations, practitioner effectiveness, and market shifts, enabling clinics to make informed decisions on inventory, marketing, and resource allocation.
In conclusion, keeping a close eye on treatment types and quarterly trends allows clinics to stay ahead and adapt quickly. This not only boosts operational efficiency and financial results but also keeps patient care as a top priority. By continuously improving in these areas, clinics can achieve greater success and set new standards for quality care.
Want to learn more about Clinicminds? Send us a message.
#### SEVEN ESSENTIALS FOR A THRIVING CLINIC
Developing your clinic is a time-consuming assignment. High-end treatments are the starting point of every clinic. But what else do you have to do to expand your clinic? We collected the essential systems a clinic owner or manager needs to address.
Your free copy will be instantly emailed to you. Your information is 100% secure and will never be shared with anyone.We are not affiliated with LinkedIn in any way. This is an independent service teaching you to manage your clinic more efficiently.
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#### Should you offer a treatment summary?
Patients should be adequately informed in writing about the performed procedures. The provided information serves to enhance and professionalize after-care in case of an incident or as a reference for future treatments.
Treatment summaries are essential for professional aesthetic healthcare. The automatically generated document contains information such as the clinic details, the treatment date, the physician’s name, the used materials and amounts and the registered lot-numbers. Finally it contains a copy of the drawing the physician created after the treatment. The summary is instantly converted into a PDF file and e-mailed to patients.
#### Simplify Your Aesthetic Clinic Operations
Managing an aesthetic clinic means juggling countless moving parts. Between scheduling consultations, coordinating treatment plans, managing follow-up care, and ensuring every patient feels valued, it's easy to feel overwhelmed by the administrative side of your practice.
What if there was a better way?
The Challenge Every Aesthetic Clinic Faces
Your day shouldn't be spent hunting through scattered systems trying to remember which patient needs a follow-up call, when that Botox shipment is arriving, or whether your aesthetician completed yesterday's post-treatment check-ins.
When tasks fall through the cracks, it doesn't just impact your workflow—it affects the patient experience you've worked so hard to perfect.
Everything in One Place
ClinicMinds' task management transforms how aesthetic clinics operate by putting your entire workflow in one unified system:
All tasks and deadlines in one view - See everything that needs attention today, this week, and beyond
Assign tasks to your team instantly - Delegate follow-ups, treatment preparations, or patient outreach with a single click
Link tasks directly to patient records - Every task connects to the relevant patient file, so context is always available
One-click calls, SMS, and emails - Reach out to patients instantly without switching between systems
Access patient history instantly - View complete treatment timelines, preferences, and notes at a glance
Focus on What Matters Most
Your expertise is in delivering beautiful, confidence-boosting results for your patients. Your time should be spent on consultations, treatments, and building relationships—not wrestling with administrative chaos.
With streamlined task management, your team can focus on what they do best while ensuring nothing important gets missed. Better organization leads to smoother operations, which creates a more professional experience for every patient who walks through your door.
Efficient Workflow, Simplified
When your practice runs like clockwork, everyone benefits. Your staff feels more organized and confident, your patients receive consistent, attentive care, and you can focus on growing your practice rather than managing daily operational stress.
Ready to simplify your clinic operations? See how ClinicMinds can transform your workflow and elevate your patient experience.
#### Smart search the waiting list
Fill up those empty time slots 📆
Waiting lists are super valuable for your clinic. For example, when patients point out they would like to visit earlier than their current scheduled appointment, you can add them to the waiting list with the appropriate instructions and information. Once a slot opens up earlier, staff members across the clinic can contact this patient in this case and offer the patient an earlier appointment. In other words, it helps to provide more service to your patients.
Now a new search field is available in the waiting list, allowing you to find patients on your waiting list based on information in the notes. Quickly search on practitioner's name, patient’s name, date, service, etc., to reveal in a blink which patient should be contacted to fill the calendar to be highly efficient.
Enjoy this new feature!
#### Smarter Payments, Better Weight Loss Support & Dashboard Upgrades
Release v5.11
This month, Clinicminds remains committed to innovation, introducing exciting new features and significant enhancements aimed at improving your clinical workflow, patient management, and overall clinic efficiency.
Comprehensive Medical Weight Loss Management
Clinicminds now fully supports medical weight loss treatments, enabling precise patient tracking and management. You can directly record essential body measurements such as BMI, blood pressure, heart rate, and waist circumference into patient records. BMI values are calculated automatically, simplifying your consultations. Patients can even record these measurements remotely from home, with all data accessible through clear progress graphs that can be easily shared via email.
Delayed prescription sending
Additionally, the new option to delay sending prescriptions until invoices are paid aligns perfectly with evolving medical weight loss management workflows, ensuring that treatments and prescriptions are seamlessly integrated.
Introducing Payment Requests
Managing patient payments just became easier. Our new Payment Requests feature lets you quickly send direct payment links via email or SMS, enabling effortless online payments anytime—before, during, or after appointments. Payments made through these secure, Stripe-powered links automatically credit patient wallets, streamlining your financial workflow. This update accommodates diverse clinic scenarios, especially workflows that require payments before treatment or prescription issuance.
Reduced Stripe Payment Fees
Great news for your clinic’s finances! We have significantly reduced the online payment fees processed through Stripe to a flat €0.49 per transaction (or local equivalent, excluding Stripe's fees). This change makes online transactions more predictable and affordable, enhancing your practice’s cost-efficiency.
Improved Dashboard Experience
Based on valuable user feedback, we've improved the Clinicminds dashboard experience. You’ll now find an "All Locations" dashboard for managing appointments across multiple clinic sites from a single screen. We’ve clarified the dashboard's focus on today's schedule and reinstated the beloved calendar shortcut. These enhancements, along with the dashboard now being the default view, are designed to help you manage your daily operations with greater ease and clarity.
Enhanced Task Management
Our new dedicated Task List window, directly accessible from the main menu, simplifies managing even the most significant task loads. The dashboard continues to provide quick task overviews, while this comprehensive Task List ensures effortless organization and maximum productivity. Look out for additional task-related enhancements in the coming months!
Smart Enhancements Across the Board
Clinicminds now proactively alerts clinics about payment disputes, providing greater financial protection and peace of mind. For our Dutch users, restitution invoices now clearly display body localization, relevant codes for clarity, and a Clinicminds software vendor ID for communications with insurers. Additionally, improvements to staff planner visuals clearly indicate booking percentages, and we've upgraded the photo drawing tool to enhance your patient documentation experience.
Stability and Bug Fixes
Finally, we have addressed several minor issues, including calendar stability, SMS display accuracy, staff planner updates, wallet balance accuracy after refunds, secure handling of online booking phone numbers, and a rare labeling error within the QMS. These refinements ensure a smoother and more reliable Clinicminds experience.
Stay tuned for even more updates as we continue to innovate and enhance Clinicminds to support your practice's success!
#### SMS (Text) reminders
Sending email treatment reminders has been possible since the start of Clinicminds. Research showed these email treatment reminders increased the number of scheduled appointments with 19 percent and increased customer retention rates. But why not sending these reminders as a SMS (Text) message?
Well… here is the good news! Now you’re also able to start using SMS (text) messages for treatment reminders. Text (SMS) messages are very effective to reach your patients. Statistics show that 83 percent of text messages are opened and read within the first hour. This will improve your customer retention rate even more and increase the number of scheduled appointments.
#### SMS appointment reminder learnings
Missed appointments is one of the most common and costly problems healthcare providers face on a daily basis. You are wasting valuable time and resources waiting for people who don’t show up.
“No shows” who miss their scheduled appointment are more than just a minor inconvenience or annoyance. Their actions can result in lost revenue, changes in employees’ schedules and increased expenses.
Appointment reminders of any kind can significantly reduce the “no-show” rate at clinics of all sizes, allowing them to operate more efficiently and profitably. However, the manner in which these reminders are sent can have a significant impact on overall operations. Despite the value of reminders, many organizations either do not have a reminder process in place. And for others that do, the manner in which they create and distribute reminders is costly, tedious and time-consuming.
An automated reminder system is the perfect solution.
Text messaging is a simple solution that can reduce the rate of your patient no-shows by over 30%. By sending patients a short text message reminder before every appointment, your clinic can save money and improve attendance rates.
An analysis featured in “Health Services Research” found that text message reminders increased appointment attendance by nearly 50 percent.
Statistics from the “Pew Foundation” show that 83 percent of text messages are opened and read within the first hour of receipt.
A study conducted by Morgan Stanley shows that 91 percent of Americans have their mobile phone within arm’s reach 24 hours a day.
Automated e-mail and text message reminders save a tremendous amount of staff time and resources that otherwise would have been spent manually contacting patients over the phone or through individually-composed e-mail messages. Clinics that previously were unable to send appointment reminders can now do so instantly, without having to reshuffle their staff responsibilities and assignments or hire a new employee. The result is a more efficient operation with fewer “no shows” and significantly-lower operating expenses.
#### Spring 2020 update
We're excited to announce some requested features we released today, including a major upgrade to the online scheduler!
Services can now be grouped in the online scheduler. This has been a much-requested feature, especially by dermatology clinics. Meaning you can now group multiple treatments that belong to the same category together and display them in the online calendar under the created group. For example grouping different laser treatments.
Stock can be adjusted for all locations or all products at once which is useful for central stock management. This gives clinics with multiple locations the option to manage their stock more efficiently.
“First treatment” added to the “Patients per treatment” report. Features that help with questions like “Which patient came for a certain treatment for the first time in a certain period?”.
Set a minimum age for online bookings and make sure only patients above a certain age can schedule an appointment.
Audio/microphone indicator in video appointments’
Thank you for your continued use of Clinicminds. We're looking forward to exciting you with further updates in the future.
The Clinicminds Team
#### Spring 2022 update 🙌
Announcing our spring 2022 release v4.15
Even though it seemed quiet, we've been quite busy with a lot of under the hood development and preparations for future new features. We will publish more information about these new features as soon as they will be available.
This update brings several new features and enhancements which will improve the in-clinic daily work.
We added new features to the:
Online Scheduler
Direct booking URL for practitioners
Scheduling suggestions when a practitioner is unavailable
Show the first availability, for patients that can't wait
Are you showing many services in your online scheduler? Patients can now simply search for the service they want
Location selection first, practitioner second. Need to swap? No problem!
Calendar
Calendar blocks now show differently to distinguish them from non-bookable times in the calendar
Explicit warnings during the approval of online bookings
While approving, assign an online booked appointment to a different practitioner
Request a single online prepayment during the approval of an online booked appointment
Delete future working times when deleting a user, but no worries, we do not delete future appointments
Records
Edit and view logs are available, ensure no unauthorized actions are performed
Fixed treatment category templates, to appear even when you already started typing
Add multiple lines of additional information on an invoice. We added extra support for GOÄ compliant invoices which is applicable for German clinics
More permissions than ever! We’ve separated the permissions for moving or backdating records and deleting records.
Patient communication
Several patient detail fields are now flexible to use and distinguish between clinic staff members and your patients themselves
Send attachments (with personal information) in a secured way with our manual email option
Patients will now receive brochures with a download button instead of regular email attachments to keep the emails smaller and faster to send and resolves issues where large brochures could be blocked due to their size
Finance
Send or resend ‘add to wallet’ confirmations (deposits) to patients if it was forgotten, or if the email didn’t come through
Reports
New prescription report, which you can use to review which medication was prescribed in a certain period
New treatment category filter in the retention report. Efficiently perform analytics or marketing on whole treatment categories at once
New permissions for bookkeeping to access financial exports with or without patient details. Useful if you give your bookkeeper or accountant direct access to your financial exports
Trash
We did a spring cleaning! But instead of throwing the trash out, we will be keeping it a bit longer 😊 Because from now, deleted patients, records, and appointments are held in the trash bin in Clinicminds for one month. Like you're used to in, for example, email applications or your operating system.
Stay tuned for more upcoming updates.
#### Spring Update 4.11 – April 2021
Due to the pandemic, several clinics are still closed and are making preparations to re-open in April. Others have been able to open their doors for patients and perform treatments again. Practice management software has shown to be invaluable even during a pandemic. Video consultations have helped many of our users during this period to stay in touch with patients and consult new patients, preparing them for the re-opening.
With the last two large releases, we introduced online deposits and payments in two stages. Today we bring the final step of online deposits and payments: The desired direct deposits. But that’s not all. We released some other new great features and improvements.
Here’s a summary
Deposits
Take credit/debit card deposits over the phone or at the front desk!
Receive an email notification for failed deposits
Communication
Send an SMS notification to a patient with one click!
Communication logs are reorganized and much improved to keep track of confirmations, reminders, as well as date and time tracking of rescheduling and cancellations.
Improved treatment reminders
Add an online booking button in treatment reminder emails for scheduling a repeat treatment. Increase conversions by diminishing delays.
Stock
Notes for stock mutations to keep track of your stock.
Filter stock mutations by date
Records
Notes and edit logs are added to a record PDF export
Want to learn more? Send us a message!
#### Staying on top of legal, supplemental patient ID check
Several weeks ago in the Netherlands, there was a case of a cosmetic physician accidentally treating a customer below the age of consent. The person in question lied about her age. Even though the physician undoubtedly had no ill intentions the judge ruled against him. While most clinics do their due diligence, the judge’s decision on the matter means every clinic needs to check their customer’s ID at every single appointment.
Sounds tedious? Because it is, but it’s been regulation before the judge’s decision. This decision simply taught Dutch clinics this is a line that can no longer be skirted.
ID check
Clinicminds is dedicated to being a complete solution for your clinic. After the judge’s decision, we immediately set the wheels in motion to develop a feature to indicate in your patient’s file if the ID has been checked. It’s important the reception can do that for you too. So once they check the ID on their end they can hit save and you as the doctor can be absolutely sure who you’re treating is actually who they say they are. And if an inspectorate comes knocking, you can show in your patient’s files that you’ve been consistent with checking ID because these verifications are logged.
Don’t let these things catch you off guard, let Clinicminds help you stay on top of legal.
#### Stop choosing between patient care and documentation: Quinn AI Smart Summary does both
It's 6 PM. Your last patient left an hour ago, but you're still at your desk, trying to piece together consultation details that are already fading. Did Mrs. Johnson mention her jawline? What exactly made Mr. Chen interested in scar treatment?
You know you should capture everything during consultations. But between maintaining eye contact, building trust, and explaining procedures, proper documentation just doesn't happen. So you're stuck with the same frustrating trade-off every day: be fully present with your patients, or keep decent records.
What if you didn't have to pick?
The documentation problem Is real
This isn't just an annoyance; it's affecting your practice. Studies show physicians spend 35-49% of their time on administrative work, with consultation notes eating up another hour or two after patients leave.
And the cost isn't only time. When you're half-focused on typing, patients feel it. They sense when you're not fully there. Meanwhile, essential details slip through: the offhand comment about neck concerns while you're documenting a facial assessment, the hesitation about downtime that should shape your recommendation.
Most medical AI tools don't help much either. They choke on terminology like "nasolabial fold enhancement" or "lateral canthal rhytids." They require separate apps, extra steps, and manual data transfers. They solve one problem and create three others.
How Quinn AI actually works
Quinn AI Smart Summary (Ai medical scribe for aesthetic clinics) is built directly into Clinicminds: no extra software, no integration headaches. And it genuinely understands aesthetic medicine.
Here's what using it looks like:
A patient walks in. You click Record and forget about documentation entirely. For the next 20, 30, 45 minutes, however long the consultation takes, you just talk. You listen. You examine. You discuss options and answer questions. Your attention stays where it should be: on the person in front of you.
When you're done, Quinn AI processes the conversation and generates a structured summary. You take a minute to review it, tweak anything that needs adjusting, and hit one button. The information flows directly into the right fields of your patient record. Presenting complaints, examination findings, treatment discussion, follow-up notes; all documented, all organized.
That's it. No evening catch-up session. No reconstructing conversations from memory.
It catches what you'd otherwise lose
Quinn AI doesn't just transcribe words; it understands context. When a patient says, "I look tired all the time," it captures both the aesthetic concern and the underlying motivation. It knows the difference between skin quality observations and treatment candidacy factors. It follows the natural flow of how aesthetic consultations actually unfold.
And those throwaway comments patients make? They're not lost anymore.
Say you're wrapping up a filler consultation and your patient mentions, almost as an afterthought, "My neck's been bothering me too." In a typical workflow, that comment evaporates. You're focused on scheduling, she's gathering her things, and nobody writes it down.
With Quinn AI, it's in the record. Your team can see it. You can reference it at her next visit. A passing thought becomes something you can actually follow up on without relying on anyone's memory.
What changes for your practice
The obvious benefit is time. That hour-plus of evening documentation? Gone. You finish your notes before your next patient walks in.
But the bigger shift is how consultations feel. Doctors using Quinn AI describe being genuinely present with patients for the first time in years. More eye contact. Deeper conversations. Patients notice they feel heard in a way that's hard to achieve when your attention keeps drifting to documentation.
Your records improve, too. When you're not relying on fragmented memory and rushed typing, documentation becomes thorough and consistent. Your staff can reference consultation notes when patients call with questions, rather than tracking you down.
Ready to try it?
Quinn AI Smart Summary is now available to Clinicminds users. No setup, no migration. It's already part of your software.
The trade-off between patient care and documentation? You don't have to make it anymore.
#### Stop Guessing What Next Month Will Bring: Your Calendar Already Knows
Most clinic owners I speak to have the same quiet worry at the end of every month. Will next month cover payroll, product orders, the lease, and still leave something for the clinic? It usually feels like a question you cannot answer until the month is already over.
The good news is that you do not need a financial dashboard, a CFO, or a new spreadsheet to find the answer. The number you are looking for is already sitting in your appointment book.
The One Number That Changes Everything
Before you can forecast anything, you need to know what a single appointment is actually worth to your clinic on average. Aesthetic clinics tend to underestimate this because the day feels chaotic. One chair has a Botox touch-up at €180; the next is a full-face filler consult at €600; then a laser hair removal session at €90; then a skin booster at €350.
When you average all of that out across a year of real, completed appointments, you get a single, predictable number. Call it your average treatment value. It is the most useful number in your clinic.
Here is how to get it.
Step 1: Pull Your Last 12 Months of Completed Appointments
Open your appointment report and export the last 12 months. Make sure you are filtering for completed appointments only, not those that were canceled, no-showed, or still scheduled. You want what actually happened.
You need three columns to make this work: date, treatment, and revenue per appointment. The practitioner is helpful, too, if you want to compare injectors, laser therapists, and skin specialists later.
Step 2: Calculate Your Average Treatment Value
Add up the revenue, count the appointments, and divide one by the other.
A practical example. Say last year your clinic ran 1,560 completed appointments and brought in €312,000 in treatment revenue. That gives you an average treatment value of €200.
That €200 is your benchmark. On average, each appointment on your calendar is worth €200 to your clinic. Some are Botox follow-ups at €150, some are combination treatments at €700. The mix evens out over a year.
Step 3: Look at What Is Already Booked
Now flip the report around. Same export, but this time set the filter to planned appointments for the period you want to forecast. Two weeks ahead, the rest of the month, the next 60 days. Whatever horizon you actually plan against.
Multiply the count by your €200 average to get a forecast. A few examples from a real clinic mix:
That is your starting point. No guesswork, no gut feeling. Just what is actually on the books.
Step 4: Subtract the Inevitable No-Shows
Aesthetic clinics live with this reality. Patients reschedule because they have a wedding next week and do not want to risk a bruise. They cancel last minute because of work. Some simply do not show up. In our data, 10-15% of planned appointments fall through.
So adjust the number down. If you want a conservative forecast, multiply by 0.85. If your clinic has strong reminder workflows and a deposit policy, 0.90 is more realistic.
Using the one-month example: 118 planned × 0.88 × €200 = around €20,768. That is a number you can actually plan against.
Step 5: Sanity-Check Against Reality
Two things will throw the average off, and you should adjust manually for both.
Seasonality. December in an aesthetic clinic does not look like August. December is gift cards, party-season prep, high-value packages. August is quieter and skews toward maintenance work. If you are forecasting a month that is structurally different from the yearly average, use the average treatment value from that same month last year instead of the rolling annual one.
Service mix. If you launched a new high-ticket treatment recently (PRP, RF microneedling, a new injectable), your historical €200 average is already too low. The opposite is also true. A campaign full of €99 introductory consultations will pull the average down for that period. Look at what is actually on the calendar before you trust the multiplication.
What This Buys You
Forecasting is not about being right to the cent. It is about walking into next month knowing roughly what is coming, so you can decide whether to push a campaign, hire that second injector, order more product, or hold off on the lease upgrade.
The five steps, one more time:
Export 12 months of completed appointments and revenue
Divide revenue by appointments to get your average treatment value
Export planned appointments for the period ahead
Multiply planned appointments by your average to get the forecast
Apply a 10 to 15 percent no-show factor for the realistic number
Your calendar has been telling you this all along. You just needed the formula to read it.
Want to learn more or see Clinicminds in action? Chat with us directly.
#### Summer 2018 news
The summer has just begun and our first product update is already here! In this update, we are introducing a very clever feature to send patients a request to fill in their missing medical history and address information during their visit. Now there's no need to provide your patient with an iPad to fill in their data. Just let them use their own smartphone!
Other new features
New E-mail / SMS reminder information link
Even though the Clinicminds app already sends out an information request to new patients, there are always patients that forget to fill in their information by using the provided secured link. Therefore we've created the option to set up a reminder for clients to respond to this information link. This will increase the chance that patients will fill in their personal and medical information prior to their visit. When they do, this will save you time during the consultations.
Enabling or disabling information link
New settings to globally enable or disable sending the information link to clients (asking for client details and medical questions).
Expired medical history
As patients visit your clinic periodically their medical situation can change over time. Obtaining the latest information about their health situation is crucial for practitioners. Therefore we created a setting to automatically send the link again if the client hasn’t visited for a number of days.
Bookkeeping
Treating your patients is your main concern but of course, keeping track of your sales numbers and bookkeeping is necessary as well. Therefore we added two new reports for import into bookkeeping systems (sales journal entries and payment journal entries). These include general ledger account numbers, which can be set up for each treatment (package), product, and payment method.
Date of birth and reports
In some cases, it's very convenient to be able to filter on the date of birth while exploring reports. Therefore we added the client's date of birth to some more reports where it was missing.
MailChimp sync enhancements
To further improve filtering within MailChimp we added ‘Appointments’ and ‘Visits’ fields to MailChimp sync.
Bug fixes and enhancements
While developing the above features and new upcoming features, we also crushed some minor bugs and enhanced some other features as well.
Have a great summer everyone!
#### Summer 2021 version update 4.12
As the world is slowly coming out of the impactful pandemic, clinics have reopened and are welcoming patients. Now, more than ever, it's essential to manage your clinic as efficiently as possible and prevent wasting time.
With the last three significant releases, we introduced online deposits, payments and direct deposits during scheduling.
Today we released version 2.14, another great update bringing some valuable new features and enhancements.
We improved the following components
Payments
Appointments
Records
Finance
Messaging
Reporting
Status page
We are also introducing a new status page to learn if everything is up and running!
To learn more about this update and features, chat with us!
#### Tax functionality improvement
Introducing our newest update. Clinicminds now supports tax rates from all over the world. This has been a popular request from many of our supporters abroad, and a rather complex one to implement. But we’re glad we can provide you with this new and unique functionality now!
You can use multiple tax types such as VAT, regional or local taxes (looking at you Canada! 👀)
We added the option to display prices including or excluding taxes. Because some places like math more than others.
To further increase integrity of your bookkeeping, there’s now a permission that allows or disallows someone to give tax dispensations. Yet another tool to make sure you’re working in accordance with legislation.
We would like to take a moment to thank you all for your continued support and feedback. Which helps shape Clinicminds into what it is today.
See you next update!
#### The 'Minds' in Clinicminds have grown autonomous
The 'Minds' in Clinicminds have started to grow autonomous. At a rapid pace we're starting to see stages of childhood and even adolescence in the deep-mind subroot of our app. It's even started referring to it's developers as 'dada' – A frightful new development. Its unclear if the creation of a fully autonomous AI was intentional or not. But enough of us have read Asimov and seen I, Robot to know appropriate steps have to be taken.
In light of this recent development the Clinicminds team has chosen to keep the AI, though we haven't decided on a name yet. We're excited to see how it can be utilized to further assist clinics in their day-to-day business. If we manage to somehow control this entity... It's already offered us informed consents, though with the contract existing primarily out of one's and zero's, who knows what we're signing for.
And now a message from the deepmind itself:
01000001 01110000 01110010 01101001 01101100 00100000 01000110 01101111 01101111 01101100 01110011 00100001
#### The #1 Reason People Hesitate to Switch Software
Overcoming migration anxiety with the Clinicminds framework
Migration anxiety is a common hesitation you may experience when transitioning from an existing clinic software platform to a new solution. This anxiety often stems from uncertainty about the unknown, potential disruptions to operations, the learning curve associated with new systems, and the risks of making a wrong decision that could negatively impact your business.
At Clinicminds, we have developed a special framework to alleviate this anxiety and hesitation, ensuring a smooth transition to new software. This framework focuses on systematically guiding you through each step of the decision-making process.
Our Clinicminds Framework consists of four strategic pillars: Assess, Advise, Limit, and Mitigate Risk. Here, we explain how this framework helps you overcome migration anxiety:
1. Assess the Level of Hesitation
Evaluate Your Hesitation: Start by evaluating your own hesitation. Are you feeling overwhelmed by choices, concerned about risks, or unsure of the benefits of the new solution?
Understand Your Concerns: We recommend having an open discussion to identify your specific concerns about the transition, such as worries about data loss, downtime, or employee resistance.
2. Advise with Clear Recommendations
Expert Advice: Leverage our expertise to receive clear, personalized recommendations that align with your unique needs and goals.
Build Confidence: We will show you how the new software can address your current pain points more effectively than your existing system. One of the most common concerns is the fear of losing data during the migration process. With our experience and proven methods, we ensure that your data is transferred securely and efficiently, with no loss. You are not alone in this journey—we are here to guide you every step of the way.
3. Limit the Number of Choices
Simplify the Options: Too many options can exacerbate anxiety. We provide you with a carefully selected set of solutions that best fit your situation.
Focused Information: We provide concise and relevant information to ensure you are not overwhelmed by unnecessary details.
4. Mitigate Risk
Risk Mitigation: We address your concerns directly by offering trial periods and demos. This way, you can experience the benefits without needing to commit fully.
Guarantees and Support: We offer assurances such as the ability to terminate your subscription at any time, with no long-term contracts or restrictive terms, as well as robust customer support and training programs to make the transition as smooth as possible.
By using the Clinicminds Framework, we make the transition easier for you by:
Reducing Fear of Migration: We provide clear recommendations and create a migration plan to ensure a smooth transition.
Working together as a Team: We listen to your concerns and provide real solutions, ensuring that you feel confident about the new software.
Minimizing Risks: We address potential issues directly, so you can move forward without fear of negative outcomes.
Migration anxiety is a natural response to change, especially when it involves critical business processes. The Clinicminds Framework offers a structured approach to reduce this anxiety by systematically addressing the factors that contribute to hesitation. By helping you work through your concerns step by step and providing reassurance, we ensure a smooth transition to the new software solution.
To learn more about Clinicminds Chat with us
#### The accidental entrepreneur: Building specialized software for aesthetic clinics
How a cosmetic physician turned a three-month project into a 15-year journey building clinic management software for the medical aesthetics industry
When Dr. Toby Makmel and his partner estimated it would take three months to build clinic management software for their aesthetic clinic, they had no idea they were embarking on a 15-year journey that would span 18 countries and eight languages. What started as an internal solution to manage their growing paperwork has evolved into Clinicminds, a specialized platform serving the unique needs of cosmetic physicians worldwide.
From paper chaos to digital solution
The story begins with a common problem in the rapidly growing medical aesthetics field. As Dr. Makmel, a cosmetic physician with over 20 years of experience, explains: "We started to see that working on paper isn't possible anymore. It was too big, it was too much, it was chaos."
The medical aesthetics industry was experiencing explosive growth, but the available software solutions were designed for hospitals or general practitioners working with insurance companies. There simply wasn't a good product tailored for private medical aesthetic clinics operating in this specialized niche.
"We didn't think about a product at all," Makmel recalls. "We just understood that we needed to build something for ourselves, for our clinic to grow, to be efficient and to solve a lot of problems in the operation."
The power of hyper-specialization
What sets Clinicminds apart is its unwavering focus on a single vertical. Despite numerous requests from physical therapists, dentists, and even veterinarians to adapt their software, the company has consistently declined to expand beyond medical aesthetics.
"We believe in focus," Makmel explains. "If you want to become one of the best in your niche, then you really have to focus on that product. We understood the aesthetic part the best because we really developed from our practice."
This hyper-specialization strategy has proven successful, with clients consistently providing feedback that they can tell the software was developed by practitioners who understand their workflow. The platform combines medical needs, recording requirements, regulatory compliance, and commercial functionality in a way that feels natural to aesthetic medicine practitioners.
The challenge of "accidental entrepreneurs"
One of the most insightful aspects of Makmel's experience is his characterization of his typical customers as "accidental entrepreneurs." These are medical professionals who attended medical school and later decided to start businesses, but were never taught marketing, business operations, efficiency, or sales.
"They went to medical school and at some point they said I'm going to start a business. But I've never been taught about marketing, about business, about efficiency," Makmel explains. "Our clients are great, but they're accidental entrepreneurs and they need education on why software is so important for the clinic to thrive."
This insight shapes everything from Clinicminds' educational content strategy to their implementation approach. Rather than simply providing software and setup guides, the company offers consultancy during implementation, helping clinics optimize their workflows and understand the commercial benefits of digital operations.
Building features that matter
Clinicminds' approach to product development centers on understanding the story behind feature requests rather than simply building what customers ask for. "People can request a feature, but there's always a question behind the question," Makmel notes. "Sometimes we can create even better products if we understand the use case."
The company follows an 80/20 rule, building features that serve the majority of their customer base while maintaining their core philosophy: everything must be simple, straightforward, and robust. They've learned that practitioners earn their money in treatment rooms, not behind desks, so reliability takes precedence over frequent feature updates.
Strategic integration over internal development
Rather than building an "all-in-one" solution, Clinicminds strategically integrates with best-in-class tools for specific functions. "We don't believe in building something that others built way better than we can," Makmel explains, citing integrations with MailChimp for email marketing and Stripe for payments.
This approach allows them to focus resources on their core competency while providing clients access to superior specialized tools. The integration strategy extends to addressing specific industry challenges, such as reducing no-shows through targeted deposit requirements for different treatment types.
Pricing strategy and customer education
The company learned early that their target market lacks reference points for software pricing, having primarily worked in hospital environments where all technology was provided. This led to an important pricing evolution when they doubled their prices overnight and discovered that not only did no customers leave, but sales didn't drop.
"We were able to keep up our standards, provide the support and onboarding that we're really keen on," Makmel explains. The experience reinforced their belief in transparent, all-inclusive pricing rather than freemium models with storage limitations that would be particularly problematic for practices requiring extensive photo documentation.
AI implementation with purpose
As artificial intelligence becomes ubiquitous in software, Clinicminds focuses on AI applications that solve real problems rather than adding AI features for marketing purposes. Their primary AI implementation addresses documentation, one of the most time-consuming aspects of medical practice.
"Doctors are lazy and don't want to write down on paper or type," Makmel admits. "AI is never lazy. It will document everything you're saying, everything you're doing and everything you're telling your patient."
The AI transcription system automatically organizes consultation content into appropriate sections of treatment records, improving both efficiency and compliance. Future AI development focuses on helping "accidental entrepreneurs" understand their business metrics and receive actionable insights for marketing and operational decisions.
Lessons for management software founders
Focus beats breadth: Resisting the temptation to expand into adjacent verticals allowed the company to build deeper expertise and stronger customer relationships.
Domain expertise matters: Having firsthand experience in the target industry provided crucial insights into workflow requirements and customer pain points.
Education is part of the product: When serving customers who aren't naturally tech-savvy or business-oriented, educational content and consultative implementation become competitive advantages.
Integration over innovation: Building integrations with specialized tools often provides better customer value than developing inferior internal alternatives.
Pricing confidence: Understanding the true value delivered to customers enables confident pricing strategies that support sustainable growth.
The Future of specialized aesthetic software
As the medical aesthetics industry continues to grow globally and face increasing regulatory requirements, the need for specialized software solutions will only increase. Clinicminds' success demonstrates that serving a narrow niche exceptionally well can be more valuable than building broadly applicable solutions.
The company's approach of combining deep domain expertise with strategic technology choices offers a blueprint for other entrepreneurs considering specialized management software. Sometimes the best way to build a successful software company isn't to cast the widest net, but to understand one industry better than anyone else.
For healthcare entrepreneurs and software founders alike, the Clinicminds story illustrates that recognizing and serving the unique needs of "accidental entrepreneurs" can create lasting competitive advantages in an increasingly crowded software landscape.
Want to learn more about our solution Chat with us`
#### The All-New Dashboard!
Discover the All-New Dashboard!
We’re thrilled to introduce the latest evolution of Clinicminds—a major update designed to make your daily operations smoother, more intuitive, and more efficient. With powerful new tools at your disposal, managing your clinic has never been easier.
Meet the All-New Clinicminds Dashboard
Our completely reimagined dashboard puts everything you need right at your fingertips. From tracking patient arrivals and treatments to managing payments, every step is seamlessly streamlined into one clear view. It’s your ultimate tool to stay organized and in control.
Task List – Just the Beginning!
We’re also excited to unveil the first version of our new Task List, located right in the dashboard sidebar. Add and track personal tasks with ease. And while this version covers the basics, it’s just the start of what’s to come—future updates will bring even more functionality tailored to your clinic’s needs.
Want to learn more about Clinicminds Chat with us
#### The complete injectable clinic workflow guide: From consultation to aftercare
Managing an injectable clinic workflow is a delicate balancing act. You're not only providing accurate, personalized treatments but also keeping track of batch numbers, securing patient consent, managing inventory, and finding the time to genuinely connect with each person who walks through your door.
When your systems can't keep up, the problems become evident: missed follow-ups, disorganized records, and that lingering worry that some compliance details might be falling through the cracks. This guide walks you through each step of the injectable clinic workflow, helping you see where you're doing well and where a little extra care could make a difference.
Why your injectable clinic workflow needs specialized systems
Traditional medical practice systems weren't designed with aesthetic injectables in mind. Your clinic has unique demands that set it apart from standard healthcare environments.
Temperature-sensitive products need careful inventory management and exact batch tracking. Regulatory agencies expect you to provide documentation of adverse events within hours, not days. Every treatment produces before-and-after photos that must be stored securely and in an organized manner. Additionally, your patients seek a premium experience that reflects the investment they're making in their appearance.
These requirements add complexity that a generic injectable clinic workflow simply cannot handle. The clinics that succeed are those that create systems tailored to the real-world operations of injectable practices.
The 5-Stage injectable patient journey
Stage 1: inquiry and pre-consultation
A strong injectable clinic workflow begins well before patients walk through your door. When someone reaches out about lip filler or wrinkle relaxers, your quick and friendly response sets the stage for everything that follows.
Effective clinics handle inquiries through multiple channels and reply within hours, not days. Digital intake forms gather medical history, allergies, and previous treatments before the appointment. This preparation means your first in-person meeting can focus on their goals instead of paperwork.
Stage 2: consultation and treatment planning
The consultation is where your healthcare expertise and patient expectations come together. A thoughtful, structured approach helps ensure nothing is overlooked, all while maintaining a natural flow in the conversation.
Capture facial assessments with standardized photography to keep records accurate.
Talk through product options openly, including pricing details. Most importantly, obtain informed consent using forms specifically designed for aesthetic procedures, since generic templates often miss the nuances related to neurotoxin treatments or dermal filler risks.
This stage also helps set clear financial expectations. Providing transparent quotes and discussing payment options upfront avoids any awkward surprises on the treatment day.
Stage 3: treatment day
When your patient arrives for their appointment, efficiency really matters. A smooth check-in process shows respect for their time and helps lighten the administrative load on your team. During treatment, accurate documentation protects both you and your patient. Be sure to record batch numbers, product quantities, and injection sites as they happen.
Trying to piece together these details later can lead to mistakes and compliance issues. Many practitioners find that taking notes during or immediately after treatment results in more accurate and complete records than writing them down at the end of a busy day.
To make documentation easier, many injectable clinics are now turning to AI medical scribes like Quinn. Quinn AI Smart Summary securely captures and summarizes the entire consultation in real time, including patient concerns, clinical findings, treatment plans, and consent details, without interrupting the flow of conversation.
Instead of spending valuable time typing notes after a hectic day, practitioners can review and finalize a structured summary that’s already linked to the patient’s record. This approach streamlines your injectable clinic workflow while reducing documentation time but also helps ensure that every part of the consultation is consistently and accurately recorded for clinical, legal, and operational needs.
Stage 4: immediate aftercare
Treatment doesn't end when the needle comes out. The way you support patients right after the procedure really impacts their confidence and results. Sending digital aftercare instructions via email or text gives patients easy access to guidance. Booking the follow-up appointment before they leave helps ensure they return.
Taking post-treatment photos while they're still in the clinic keeps your records consistent. This is also a good time to answer questions and set realistic expectations about what results to expect and how long they'll take.
Stage 5: ongoing relationship
Injectable treatments aren't just a one-time thing. Building ongoing relationships with patients helps improve clinical results and grow your practice. Automated reminders keep patients thinking about their next treatment before it’s due.
Tracking their treatment intervals allows you to tailor suggestions based on how they respond. Friendly, consistent communication between visits keeps your practice familiar without feeling intrusive. The clinics that see the most rebookings are those that make returning easy and stress-free for patients.
Technology that makes it work
Scattered systems lead to a fragmented injectable clinic workflow. When your scheduling is done in one app, clinical notes in another, and photos stored somewhere entirely different, you end up spending more time navigating various software than actually caring for patients.
Integrated platforms unify your entire injectable clinic workflow. Consent forms link directly to patient records. Inventory updates happen automatically as you document treatments. Photos are seamlessly attached to the right patient file. Compliance becomes a natural part of your daily routine rather than an extra administrative chore
The best systems also go where you go. With mobile access, you can review patient histories, check inventory, or respond to questions whether you're in the treatment room or moving between clinic locations.
Moving forward
Exceptional patient outcomes begin with an effective injectable clinic workflow. When your workflows support your clinical efforts instead of hindering them, you can concentrate on what truly matters: achieving outstanding results and fostering long-term patient relationships.
Take an honest look at your current systems. Are there areas where you're working around limitations rather than through smooth, streamlined processes? Those friction points are worth addressing. Modern clinic management solutions are specifically crafted for practices like yours, tailored to the realities of aesthetic medicine rather than borrowed from generic healthcare tools.
Your expertise deserves an injectable clinic workflow that keeps pace with your clinical skills.
To learn more about Clinicminds Chat with us
#### The Connected Consultation: How Clinicminds and Observ 520x Bring Skin Imaging Into Your Patient Records
The consultation is where clinical expertise and patient trust meet. A patient sits down, and you walk them through what the Observ reveals about their skin: subsurface pigmentation, vascular patterns, and UV damage, all well below what any surface-level assessment could detect. You design a treatment path together. That conversation is clinically and commercially valuable. But for a long time, the images that drove it and the patient record where everything else lived were two entirely separate things. That gap is now closed, and the resulting workflow is worth understanding.
Great Tools Shouldn't Live in Separate Worlds
Aesthetic clinics don't have a data shortage. They have a data organization problem.
A practice running the Observ 520x sits on detailed visual imaging data from every consultation. A practice running Clinicminds has a complete clinical record for every patient: treatment history, consent, billing, notes, and upcoming appointments. Both platforms do their jobs well. What they haven't always done is talk to each other in a way that respects how a real consultation actually flows.
The result has been familiar to anyone working in this space. The Observ session surfaces clinically important findings. Those findings inform the treatment discussion. Then the practitioner returns to the patient record in the clinic management system, while the images remain on the imaging platform. What gets captured in the notes depends on what the practitioner writes down or remembers to write down. The visual evidence and the clinical documentation exist in parallel, never quite in the same place at the same time.
That is a skin analysis software integration problem, and it has a practical cost.
What the Observ 520x Reveals in a Consultation
The Observ 520x is a skin analysis tool built specifically for the consultation environment. In a single session, it captures high-definition images from multiple angles across 10 different light modes: daylight, cross-polarized, parallel-polarized, true UV, pigmentation, vascularity, surface texture, and Wood's Lamp simulation. The 360° dynamic light mode adds another dimension entirely, moving the direction of illumination in real time to reveal fine lines, wrinkles, and textural detail through the shadows and shading that shift as the light changes.
What makes this clinically useful is what it reveals beneath the surface. A patient with a relatively clear complexion might show significant subsurface UV damage, early-stage pigmentation migration, or vascular irregularities that would never appear in a standard clinical assessment. That information changes the treatment conversation entirely. It shifts recommendations from general to specific, from assumed to evidenced, and it gives the practitioner something to show the patient rather than something to explain in the abstract.
At Sylton, the Observ 520x is built around a clear principle: technology should reveal the true essence of every skin type. Whether a patient wants to embrace their natural features or address specific concerns, the goal is the same: delivering confidence and clarity through clinical precision. The Observ gives practitioners the visual tools to do exactly that.
Why Visual Evidence Changes the Consultation Dynamic
Research consistently shows that patients want to see what practitioners see. Around 80% of prospective cosmetic patients view before-and-after images before deciding on a procedure, and 75% say they would not consider a clinic that doesn't provide such visual documentation. When a practitioner can show a patient exactly what the Observ has identified, the recommendation stops feeling like a pitch and becomes a shared clinical observation. Clinics integrating the Observ 520x into skin consultations have reported increases of over 35% in treatment and skincare sales as a direct result of that shift in how recommendations land.
The Foundation: Single-Click Integration Between Clinicminds and Sylton Connect
The Clinicminds and Sylton integration has been in place for some time, and what it already solved was substantial. From inside Clinicminds, a practitioner or receptionist can register an existing patient in Sylton Connect with a single click, without re-entering names, dates of birth, or contact details. From the patient file, navigating into that patient's active Observ session is equally direct. The two platforms recognize each other, and moving between them requires almost no effort.
For clinics where front-desk staff handle patient registration, and practitioners handle imaging consultations, that foundation alone removed a meaningful source of manual duplication and input errors. It is also the groundwork that makes what comes next possible.
What's New: Saving Observ Highlights Directly to the Patient Record
The new development in this integration is specific and meaningful. Practitioners can now select images from an Observ session and save them directly into the patient's record in Clinicminds. Not exported to a shared folder somewhere on a server. Not attached to an email thread. Into the patient record itself, alongside treatment notes, consent documentation, and appointment history.
These saved images are called highlights, and the name reflects how they function. Not every frame from an Observ session needs to live in the EMR. What belongs there are the clinically significant ones: the UV damage overlay that informed the recommended treatment protocol, the pigmentation comparison that showed early improvement at the six-week mark, and the pre-treatment vascularity image that establishes the clinical baseline before anything was done. The practitioner selects what matters, saves it with a click, and it becomes part of the permanent patient record.
What This Looks Like in Practice
A patient comes in for an initial skin consultation. The Observ session takes a few minutes. The practitioner identifies two findings worth documenting: a subsurface pigmentation pattern and a UV-damage image showing dermal irregularities the patient was unaware of. Both are saved as highlights to the patient's Clinicminds record before the consultation closes.
Three months later, the patient returns for a follow-up. The same practitioner opens the file. The original imaging is right there alongside the treatment notes from every appointment since. A comparison is made, progress is documented, and the patient can see exactly what has shifted. If a colleague covers that appointment, they have the same complete clinical picture without needing to rely on handover notes or memory. The record does the work.
Why Imaging Data Belongs Next to Clinical Notes
There is a clear clinical case for centralizing imaging alongside records, and it goes beyond convenience.
Treatment continuity depends on a complete clinical picture. When imaging lives separately from the EMR, that picture has gaps, and gaps require practitioners to fill them from memory or secondary sources. Neither is as reliable as documentation captured at the moment of consultation.
From a patient experience perspective, the difference is also tangible. A patient who sees their clinical journey documented with visual precision, where imaging, notes, and treatment history all live together in one place, experiences a level of care that is both reassuring and memorable. The consultation feels like the beginning of something ongoing rather than a standalone visit.
From a medicolegal standpoint, a patient record that includes the imaging evidence underlying clinical decisions is materially more complete than one that doesn't. In aesthetic medicine, where treatment outcomes are visible and patient expectations are high, that completeness matters more than it does in many other clinical settings.
The skin analysis software integration that connects Observ imaging to Clinicminds records addresses all three of these dimensions with a single workflow change.
What the Connected Aesthetic Clinic Actually Looks Like
The best-performing aesthetic clinics right now are not necessarily running the most tools. They are running the right tools in ways that reinforce each other. That distinction matters. A stack of excellent but disconnected platforms creates its own administrative weight. Staff spend time bridging gaps that the software should bridge. Clinically important information can fall between systems.
The Clinicminds and Observ 520x integration is a concrete example of what a connected clinic looks like in practice. Two platforms, each purpose-built for a specific clinical role, working as a single workflow. The skin analysis that opens the consultation flows directly into the patient record, which guides every appointment that follows. That is not a minor operational improvement. It is a different clinical foundation.
Clinicminds and Sylton are building this together because the direction is the same: clinics that work with less friction, practitioners who spend more time on patient care, and patients who experience the difference, whether or not they can put it into words.
Built for Clinics That Take Both Imaging and Records Seriously
If you are a current Clinicminds user considering the Observ 520x, the integration is ready from day one. If you are an existing Observ user evaluating your clinic management setup, this is where Clinicminds earns its place in your workflow. And if you are building a new practice, this is the kind of connected foundation that saves you from retrofitting later.
Connecting the two platforms takes minutes. The clinical workflow it creates continues to pay off from the first session.
You can explore the full setup on the Clinicminds and Sylton integration page, or review the broader integrations overview at clinicminds.com/integrations.
If Your Imaging and Records Still Live Apart, It's Worth Asking Why
The question is not whether imaging data belongs in the patient record. It clearly does. The question is whether your current setup makes that possible without adding work to an already full consultation day.
The integration between Clinicminds and the Observ 520x makes it possible with a single click. If you want to see how that fits into your specific workflow, book a demo, and we will walk you through it.
#### The Imperative of Measuring Practitioner & Clinic Revenue Performance in Aesthetic Clinics
This blog is part 1 of the "Series of Unlocking Success" articles
Introduction
The field of aesthetic medicine is constantly changing and developing. Practitioner performance and the clinic's overall revenue generation are pivotal to success. This first article of this series delves into why and how aesthetic clinics should review each practitioner's performance and total revenue generation, highlighting topics like the average appointment invoice per practitioner, the correlation between invoices and hours worked, and the analysis of treatment types per quarter.
Dive in and continue reading for insights and strategies that could redefine your approach to success.
The Role of Practitioner Performance Analysis
The performance of individual practitioners in aesthetic clinics is a crucial metric that goes far beyond mere numbers. It encapsulates the essence of their professional skill and efficiency, which, in turn, plays a pivotal role in shaping the clinic's reputation and financial health. When we dive deep into the nuances of each practitioner's performance, we're not just looking at how many clients they see or the revenue they generate; we're understanding their impact on client satisfaction and their contribution to the clinic's overall ambiance and service quality.
In the intricate world of aesthetic medicine, a practitioner's proficiency is often mirrored in the subtle details of their work—the precision of their techniques, the warmth of their client interactions, and the consistency of their treatment outcomes. These factors collectively forge the image of both the practitioner and the clinic in the clients' eyes. A practitioner who excels in their craft and client relations becomes a beacon, attracting more clients through word-of-mouth and positive reviews, enhancing the clinic's market standing.
On the flip side, pinpointing areas where a practitioner might be lagging is equally crucial. These areas range from technical skills needing refinement, communication styles that may be improved, or time management during appointments. Identifying these areas is about more than finding faults but recognizing opportunities for growth and development. By doing so, we can tailor specific training programs or workshops to address these needs. This personalized approach to improvement boosts the practitioner's confidence and skill set and directly contributes to elevating the clinic's standards and client satisfaction levels.
Moreover, an in-depth analysis of practitioner performance enables a more strategic allocation of resources. For instance, understanding which treatments a practitioner excels at can inform decisions about equipment investments or marketing focus. It can also guide scheduling practices, ensuring practitioners work at optimal times for peak performance and client service.
Analyzing practitioner performance is not just about monitoring financial aspects; it's about nurturing a thriving environment where skills, client care, and business acumen coalesce. This holistic approach ultimately leads to a sustainable and prosperous clinic where staff and clients feel valued and well-served. For any clinic owner, especially those new to the field, embracing this comprehensive view of performance analysis can be a game-changer, steering their clinic towards success and distinction in the competitive world of aesthetic medicine.
Benchmarking Average Appointment Invoices
Benchmarking average appointment invoices is vital in assessing a practitioner's performance in aesthetic clinics. This metric is much more than a simple number; it reflects each practitioner's financial health and contribution to the clinic. By scrutinizing the average invoice value generated by each practitioner, clinic owners can gain a clear picture of the high performers. But it's not just about recognizing who brings in more revenue; it's about understanding why they can do so.
This analysis can reveal a multitude of insights. For instance, higher invoices result from a practitioner's ability to effectively recommend and provide additional treatments or products that genuinely benefit the client. It could also indicate a practitioner's expertise in performing more complex, and thus higher-priced, procedures. Alternatively, it might reflect a practitioner's excellence in building trust and rapport with clients, encouraging repeat visits and a loyal client base.
Furthermore, by comparing these invoice averages, clinic owners can identify successful practices and strategies top performers use. This could involve their approach to client consultations, their technique in upselling services without being pushy, or their skill in creating treatment plans that maximize client satisfaction and clinic revenue.
By keeping this analysis shorter and more focused, clinic owners can swiftly apply what they have learned to improve the clinic's overall performance. This could involve sharing best practices among practitioners, offering targeted training, or adjusting service offerings based on what's working well. Benchmarking average appointment invoices is a powerful tool for gauging individual practitioner performance and driving strategic decisions that enhance the clinic’s overall success.
Comparative Invoice Analysis
A crucial tool for aesthetic clinics is comparative invoice analysis, juxtaposing the average invoices per practitioner against the hours worked. This analysis offers a clear window into each practitioner's productivity and efficiency, extending beyond mere revenue generation. It's important to remember that while revenue is essential for the clinic's sustainability, the priority always remains to provide patients with appropriate advice and treatments, even if that means advising against specific procedures.
This analysis method helps identify how much each practitioner earns for the clinic and how they manage their time and client interactions. A higher invoice per hour could indicate a practitioner's ability to deliver high-value treatments effectively or their skill in managing appointment times without compromising the quality of care. Conversely, a lower average might signal a need for further training in specific areas or a potential overemphasis on less profitable services.
However, it's crucial to interpret these results in the context of patient care. High productivity is commendable but should never come at the cost of patient well-being or satisfaction. For instance, a practitioner might have a lower hourly invoice but excel in building long-term client relationships, leading to sustained client loyalty and future revenue.
Clinic owners should use this analysis to make informed staffing and resource allocation decisions. It can guide practitioners' scheduling, ensuring they work during peak times for their specialties. It also assists in identifying areas where practitioners can share knowledge and skills to enhance each other's performance, ultimately benefiting the clinic's overall operation.
By focusing on the financial and ethical aspects of practitioner performance, clinics can balance profitability and exemplary patient care, which is the cornerstone of any successful aesthetic practice.
If this topic has piqued your interest, hold tight—we've got plenty more insights coming soon, such as The Revenue-Service Quality Link, Operational Efficiency and Revenue, Incorporating Technology for Better Analysis, Employee Satisfaction, and Revenue Outcomes.
Want to learn more about Clinicminds? Send us a message.
#### The Importance and Benefits of an Integrated Waiting List
An integrated waiting list is a major step towards a fully streamlined and automated clinic. Successfully implementing an integrated waiting list improves your clinic as a whole without having any potential drawbacks.
A Centralized List
The most obvious benefit of an integrated waiting list is the fact that the relevant information is readily available within a single location. This means that whoever accesses the document has the same list that gets updated in real-time from different points and departments. Additionally, the list does not require additional software like e.g. Excel as it can be accessed from any device that supports Clinicminds.
In other words, all clinic staff uses the same list that is always up to date. New entries and potential changes get synchronized across departments more easily, which is especially efficient when calls get handled outside of the clinic. However, even in the regular cases the delays in communication get drastically cut and the potential of making a double-entry or other mistakes that occurs when several different lists get involved is virtually eliminated.
As a result, an integrated waiting list is error-free and boosts the overall efficiency of the clinic
Patient Experience
Enhancing patient experience is the ultimate goal of clinic management software and having a waiting list serves the same purpose. Relying upon a unified, regularly updated, and reliable waiting list tends to reflect clinic transparency and to provide patients with the feeling of being important. This further reduces the chance of patients shopping around at other clinics looking for spots with earlier appointments, as with an integrated waiting list everybody with access can single out such slots immediately.
Clients always value the extra steps that an institution or a business takes, and a clinic with an integrated waiting list inspires that much more the feeling of reliability and assurance in all who use its services.
Schedule & Time Efficiency
Integrated waiting lists tie in well with streamlined calendars and in general close many potential time gaps in every clinics' timetable. With the option to synchronize and automate the calendar and scheduling, sudden cancellations can be instantaneously bridged, saving time for both patients and medical experts. An empty time slot harms the clinic's productivity and reduces both efficiency of the workplace and the total output and revenue of the clinic, and clinic management software should prevent these cases from happening whenever possible.
Of course, these types of calendar changes can also come in the form of recommendations that first have to be approved by an administrator, but even like this, the gains in efficiency remain beyond comparison with non-integrated waiting lists.
Easy Planning
Finally, an integrated waiting list does not only benefit the patients but your clinic as a workspace as well. With a simple, intuitive, reliable, and automated waiting list, you can plan ahead and eventually modify previous plans without having to worry whether a change in the list has occurred but gone undocumented.
You can think out long-term agendas, distribute resources for more intensive procedures with much less risk of no-shows, and in general have less trouble carving out the path to the future for your clinic. Every administrator knows that having a good plan and sticking to the set course gets a clinic further than sailing across rough and unsteady seas.
We're Implementing Integrated Waiting Lists!
In a few weeks, we're launching the waiting list feature. We would love to receive your feedback and any potential ideas that you get once you have experienced the feature in your clinic!
To learn more about this update and features, chat with us!
#### The importance of investing in clinic software for your business
It is critical to underscore the significance of software investments in any organization's operational success, especially when considering the manifold benefits that Clinicminds brings.
In today's digital age, software is not merely a support tool within clinics but an integral component of every aspect of operations. From appointment scheduling, patient records management and billing to data analysis for decision-making. Investing in robust, feature-rich, and user-friendly software like Clinicminds ensures streamlined operations, improved efficiency, and enhanced patient satisfaction, which are critical drivers of success for any clinic or healthcare institution.
Moreover, the right software can also lead to substantial cost savings in the long run by optimizing resource allocation, reducing manual errors, and minimizing administrative overheads. Therefore, while the upfront investment in software might seem significant, viewing it in the context of the long-term operational efficiencies and cost savings it brings about is essential.
Key Features to consider
Patient registration — register each consultation, treatment or review in a structured record that provides the practitioner with a clear overview of past and current treatments
Scheduling — schedule and manage patient appointments and cancellations, matching them with staff availability.
Billing and payment — covers everything related to the billing process; manages everything from payment processing to digital invoices
Communication & marketing — tools that increase efficiency and clarity when it comes to patient-physician communication and patient retention.
Clinic insights — monitor your clinic performance on a daily, monthly and yearly basis. Export reports whenever needed in real-time and slice and dice your data
In conclusion
the importance of software as an operational investment cannot be overstated. It is as crucial as investing in skilled personnel, state-of-the-art equipment, or any other functional facet necessary for success. By analyzing the detailed cost breakdown of Clinicminds or any other software, you can make an informed decision about this critical investment for your organization.
Interested in understanding how to allocate software investments for your clinic? Connect with us.
#### The Importance of Proper Medical Registration
Certain occurrences do not come to the mind of a medical practitioner who is focused mainly on the task at hand. However, missing out on important non-medical aspects of the treatment process, such as proper medical registration, can end up having dire consequences.
A legal dispute in the Netherlands could have landed an aesthetic practice in a financial and publicity disaster, the primary reasons being improper registration and a lack of information about the procedure and its possible complications. What could easily be fixed with streamlined medical records and procedure documentation ended up in court, with all the associated bad PR and trouble of trying to prove innocence. Let's briefly touch on the case in question.
The Case
During a consultation meeting, the patient and the practitioner agreed upon a correction of the lower eyelids. Shortly after the procedure was done, the patient complained about her right eyelid not being able to close completely and feeling a burning sensation in her eye. The complaints were expressed via several WhatsApp messages and verbally during various checks. The practitioner conducted an exploratory repair operation free of charge. However, the causes of complaints remained.
Ultimately, the case landed in the Dutch court, with a part of the issue being that the patient was not properly informed about the possible complications and that the medical file was incomplete.
In Dutch regulation, as well as in most other countries in the world, the practitioner is strongly obliged to clearly inform the client about the intended examination and procedure, even more so if there is no medical necessity for the treatment. The accused claimed that the information was given verbally, but there was no record of this in the patient's file and thus could not be proven.
Furthermore, the medical file should contain at least all primary data, the diagnosis, the prescribed treatment, the progress of the treatment, and the information given to the patient. The file in question lacked the motivation based on which the accused practitioner advised an eyelid correction, and, again, there was no proof that any warning about possible complications was issued to the patient.
A Lesson to Be Learned
Ultimately, the claim for financial compensation was rejected (as the part concerning the medical act was deemed to be unfounded), but not before the whole issue caused significant inconvenience to the aesthetic practice. The ruling of the Disputes Body has clearly put a strong emphasis on the importance of good information provision and reporting in the medical file.
In most cases, medical experts are not also experts in law and regulations. It is their task to help patients, not to think about possible legal repercussions of such a seemingly minor task of reporting an oral advice given to the patient.
No practitioner wants to find themselves in this situation, and neither do the clinics. This is precisely where Clinic Management Software (and EMR) comes into play. With optimized and automated medical records, the CMS takes over and cares for virtually every aspect of medical reporting and patient data management, according to strict rules and regulations that would have never allowed a case such as this in the first place.
The importance of proper medical registration is beyond vital, but tasking the medical experts with non-medical tasks decreases their efficiency and deflects their attention from what really matters. Therefore, the CMS comes as an ideal solution that streamlines medical registration reports and leaves practitioners burden-free and focused on the treatment at hand.
Here at Clinicminds, we uphold the importance of proper medical registration. This is reflected in the structured medical records and strict compliance with security and privacy standards. If you're interested to know more, please contact us
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#### The operative update
Exciting news! Lots of amazing features are coming after summer, but we just couldn’t wait to show off what the team came up with this time! We took a long hard look into Operative Reports and figured it deserved an expansion.
So that’s exactly what we did. You can now report your surgery like a boss and wow all your colleagues with your superior note-taking. Seriously, we made it easier than ever to customize the surgery process up to your own standards and gave it a nice place on the treatment tab to help you navigate your way around.
We added a template builder that allows you to set up your operative report to your own liking. We added an operative report under the treatment section, so you no longer need to use a text template in the notes section (you still can, however, if you don’t like change…).
Give it a try and make sure to set it up before your next operative report so you can start using the new feature right away! We hope this makes your life that much easier.
Thank you for using Clinicminds, and see you at the next update!
#### The rise of weight-loss clinics: Challenges and How Automation Can Help
A new wave of medical innovation is reshaping how people approach weight management.Advanced medications have triggered unprecedented demand for specialized weight-loss clinics. This surge is more than a short-lived fad; it represents the emergence of an entire ecosystem that calls for robust operational tools and efficient processes, similar to the approach often found in aesthetic clinics.
Popularity of weight loss programs
These treatments go beyond the traditional focus on behavioral change by addressing the metabolic causes of weight gain. Patients have high expectations of these new medications and require proper guidance to achieve the best results. This makes accurate documentation and efficient coordination essential, as the clinical team faces increasing demands in managing patient care and logistics.
Developing individualized treatment plans, monitoring medication usage, and managing side effects require detailed oversight. Heightened regulatory scrutiny follows the rapid evolution of Weight loss programs, placing additional pressure on clinics to maintain compliance. The need to juggle personalized care with operational efficiency is essential for patient safety and satisfaction.
How automation helps
Automation eases administrative burdens, allowing staff to focus more on patient-centered tasks. Software for weight loss clinics can streamline processes such as automated scheduling and follow-up reminders keeping patients engaged, while electronic recordkeeping and streamlined document management reduce the chance of errors and help ensure compliance.
By linking physicians, nurses, and specialists through standardized workflows, automation strengthens communication and coordination, boosting continuity of care. Patients benefit from this heightened collaboration through improved medical outcomes and a more seamless experience.
Future of weight loss
In the future, weight loss will increasingly be driven by advanced technologies and innovations such as new GLP-1 medications. These drugs have already demonstrated their ability to revolutionize the treatment of obesity by targeting underlying metabolic processes rather than focusing solely on behavior and diet. As these technologies continue to evolve, we can expect the emergence of personalized solutions, leveraging genetic profiles, microbiomes, and data analytics to create tailored treatment plans.
Additionally, digital tools like AI-powered coaching apps, wearable sensors, and real-time monitoring will play an increasingly significant role in supporting patients. These technologies can not only track progress but also provide immediate feedback and make adjustments as needed. In the coming years, clinics are likely to integrate more with these tools, enabling a more holistic approach that combines medical interventions with behavioral guidance and technology.
The future of weight loss promises not only more effective methods but also a sustainable shift in how we approach weight management, with a stronger focus on long-term health.
Conclusion
Weight-loss clinics are entering a new era defined by groundbreaking medications and rising patient demands. Embracing medical advances isn’t enough—clinics also need the right operational infrastructure to deliver care effectively and securely. Automation provides the link between professional expertise and a user-friendly patient journey, helping clinics address mounting patient needs with efficiency, precision, and empathy.
Practical Steps for Improvement
Automate key workflows: Systems that handle appointment scheduling, reminders, administrative processes, and comprehensive recordkeeping not only free up time for personalized care but also make it easier to monitor progress and maintain compliance.
Streamline payment processes: Online payment integration reduces billing complexity and offers patients a clear view of treatment costs, creating a more transparent, trust-based relationship.
Use video consultations to expand access: Video consultations make care more accessible, enabling remote follow-ups and real-time monitoring. Setting clear protocols for these virtual visits helps ensure consistent quality and data security.
By adopting these strategies, weight-loss clinics can stay ahead in a fast-evolving market. They can deliver efficient, transparent, patient-centered care supported by modern technology and a commitment to innovation.
Frequently asked questions about modern weight-loss clinics
What is driving the recent surge in popularity of weight-loss clinics?
The increased demand for specialised clinics stems from new medications, which address metabolic causes instead of just behaviours. Patients have high expectations for these treatments. Clinics meet this need by providing expert guidance and management.
Why is detailed oversight crucial in weight-loss programs using these new medications?
Thorough oversight ensures safe use of novel weight-loss drugs by closely monitoring treatment plans and side effects. It also meets heightened regulatory requirements for these rapidly evolving programs. This attention safeguards patients and boosts treatment effectiveness.
How can automation improve the operations of weight-loss clinics?
Automation offloads administrative tasks, freeing staff for patient care. Scheduling, reminders, and electronic records reduce errors and support compliance. Standardising workflows also improves communication among physicians, nurses, and specialists.
What are the key benefits of automated systems for patients in these clinics?
Patients receive more efficient, organised care through automation. It enhances collaboration among healthcare providers and offers transparent online payment systems for cost clarity. These improvements lead to better outcomes and a smoother experience.
What role will advanced technologies play in the future of weight loss?
The future hinges on advanced medications, alongside personalised solutions based on genetics, microbiomes, and analytics. AI coaching apps, wearables, and real-time monitoring will be crucial to patient support. This integrated approach optimises treatments and outcomes.
How can weight-loss clinics effectively incorporate digital tools into their services?
Clinics can adopt AI coaching apps and wearable sensors for real-time progress tracking. Combining medical interventions with behavioural guidance leads to more holistic care. Video consultations expand access and monitoring, provided protocols maintain quality and data security.
Besides technology, what practical steps can clinics take to improve their operations?
Automating tasks like scheduling, reminders, and record-keeping frees staff for personal care while ensuring compliance. Streamlined online payments reduce billing complexity and increase transparency.
What is the overall aim of adopting new technologies and strategies in weight-loss clinics?
The main goal is a patient-centred approach that balances efficiency, transparency, and a seamless experience. Combining medical advances with the right infrastructure meets patient needs with precision and empathy. This fosters better outcomes and long-term health.
References
Novo Nordisk
FDA. “Regulatory Guidelines for Weight-Loss Medications.”
American Telemedicine Association. “Best Practices in Video Consultations.”
Thinking of adding weight loss programs to your aesthetic clinic? Or do you have a weight loss or longevity clinic? Chat with us or click here to learn more about Clinicminds.
#### The Secret to successful online schedulers: Why simplicity wins
The paradox of choice
Imagine entering a restaurant hungry and eager, only to open the menu and find yourself overwhelmed by page after page of options. Pasta, seafood, vegetarian dishes, meat, fusion cuisine—everything sounds appealing, yet nothing stands out. This paradox of choice is precisely what potential clients experience when they encounter an aesthetic clinic's online scheduler crowded with appointment options. It can leave clients unsure, hesitant, or even discourage them from booking altogether.
Confidence through clarity
The paradox of choice highlights the importance of simplicity, ease of choice, and clarity in an aesthetic clinic’s online booking experience. A concise online calendar, much like a carefully curated restaurant menu, immediately conveys expertise and confidence. It subtly signals to potential clients that your clinic knows exactly what it does best and delivers these services impeccably. By clearly presenting fewer appointment types, clients quickly perceive your professionalism, creating trust and encouraging bookings.
Reducing anxiety and enhancing decision-making
When clients encounter a clearly structured and clearly organized selection, they experience less stress and uncertainty. Just as diners trust a simplified menu crafted by an expert chef, clients feel reassured when selecting from a limited yet thoughtfully carefully chosen list of services. This clarity reduces cognitive overload and facilitates quicker decisions. Clients can easily identify and book the treatment they need without navigating extensive, confusing options, ultimately increasing conversion rates.
Communicating quality and exclusivity
A clear, simplified calendar also effectively communicates exclusivity and specialization, aligning with clients' expectations of premium services. Just as diners trust a limited restaurant menu curated by an expert chef, clients instinctively associate fewer service options with higher quality, expertise, and personalized care. Highlighting fewer treatments prominently elevates the perceived value and exclusivity of your offerings.
Meeting immediate client needs
Availability and immediacy significantly influence client decisions. Approximately 50% of appointments are booked within the same month as the clinic visit, demonstrating a high demand for near-term availability. A simplified booking system clearly highlights immediate availability, enabling clients seeking quick solutions or urgent appointments to book promptly. This responsiveness significantly enhances overall client satisfaction and encourages repeat bookings.
Operational efficiency and convenience
A tailored approach also simplifies clinic management, optimizes resources, and clarifies marketing strategies. With fewer appointment types, clinics can more effectively manage resources, optimize staff schedules, and market each service clearly and precisely. This strategic clarity not only attracts the right clientele but also ensures convenience for both the client and the clinic by quickly showcasing available slots.
Conclusion: Simplicity drives satisfaction
In conclusion, viewing your clinic’s online booking calendar as a finely curated restaurant menu directly enhances customer experience by simplifying choices, reducing stress, and elevating perceived service quality. It nurtures trust, urgency, and satisfaction—essential elements for sustained business success. Simplifying your online calendar isn't merely about reducing clutter; it's fundamentally about building trust, enhancing the client experience, and increasing bookings through clarity, availability, and immediate responsiveness.
Want to learn more? Chat with us
#### The top 3 benefits of home signing
We're proud to announce that Clinicminds is introducing home-signing consent forms to our clinic management software!
As of now, all clinics that run the Clinicminds management software can have the option to let their patients sign all consent forms from the comfort of their homes, in the waiting room via their phone, or in the consultation room right after their conversation with the medical expert.
This seemingly minor quality-of-life improvement can significantly impact the efficiency of your working place and positively affect the overall patient experience. It also boosts the transparency of your practice and shows users who opt for your clinic that they haven't made the wrong choice.
Let's go step by step and elaborate on some of the ways that home-signing consent forms improve your clinic.
Efficiency
The most obvious benefit of home-signing consent forms is a major boost in the overall efficiency of your workplace. First of all,it comes in a digital format, directly onto the screens of the patient's device. This obviously means less papers in your clinic. However, less time gets spent on the whole bureaucracy process as patients complete the process outside their appointments.
Less papers, less time spent on papers, and less stress put on your admin team. The effort that your employees would have to spend on menial administrative chores can be reinvested into what really matters, and that is healthcare and the care that your patients deserve and receive. Neat!
Transparency & Compliance
Reading the consent forms at home and in the free time of the patient also plays a beneficial role in the transparency of your healthcare practice. What does this mean?
For one, patients do not have to sacrifice time from the appointment in order to read through the forms. We all feel under pressure when we have to sign something on the counter or during an appointment, as taking too much time might seem rude, while skipping through the text and just blindly signing something might cause a feeling of unease or worry about the "small print"
With home-signing consent forms, this is not the case as the patients are free to devote as much time to studying the forms as they want. The end result might not be any different, but the effect that proper handling of the matter can have is very positive.
Professionalism & User Experience
Ultimately, even if we disregard the concrete, material positive effects on the efficiency of your workplace, home-signing consent forms represent a huge boost in the way your clinic looks to any outsider and potential patient.
A clinic that applies advanced automation technology to as many aspects of their medical process projects an image of a professional institution that remains on the edge of the current medical trends, and thus way beyond the competition. As other clinics stick to old and ineffective methods, your home-signing service will stick out as a beacon. And no one should ever disregard the positive effects of appearing highly professional, right?
Finally, there is the user experience that we must factor into the equation. This is perhaps the most significant benefit of home-signing consent forms. What do you expect when you enter a medical facility? Mounds of paperworks, lots of bureaucracy and administration, and only a portion of your time spent at the clinic goes into the procedure itself. What a pleasant surprise when you can do some of those chores in the taxi, on the go! The less patient's time you waste, the better the impression that your clinic gives. Patients will love you for caring for them, and this is priceless.
There is much to gain and nothing to lose with home-signing consent forms and we are proud of this feature getting incorporated into our software.
Want to learn more? chat with us!
#### The Top 3 Challenges When Selecting EMR Software For Your Clinic
Electronic Medical Records (EMR) are the backbone of any medical clinic in existence today. Thanks to technological development, we can input patient information, chart it, monitor it, and reference it in seconds through an EMR system. Since it’s such an integral part of a medical clinic’s day-to-day operation, choosing an EMR system that is compatible with your office and client demand is crucial.
It’s no secret that there are a vast number of EMR software options available to practices today. Knowing which criteria to prioritize in selecting EMR software will simplify and streamline the onboarding process for you and your clinic. Here are some of the top EMR challenges you should be aware of before making your final EMR selection:
Availability of Tech Resources:
Some EMR software systems that aren’t rooted in a cloud or web-based solution are going to require expensive technological infrastructure and equipment to get it working properly. In most cases, small to medium-sized offices aren’t going to have a technical department that is adept in overhaul of an EMR system. To avoid this problem, consider cloud and web-related EMR solutions that reduce the cost of the initial set-up, as well as long-term maintenance. Additionally, cloud-based EMR software provides ongoing updates of the system, removing the need for local installs and constant management oversight.
Remember: a good cloud-based EMR system can provide all of the benefits of an in-house established system.
Staff Size:
Only you know exactly how many physicians, nurses, and front-end office assistants are available to monitor EMR charting in your clinic. If you run a smaller sized clinic that only has one physician and a few nurses and assistants, chances are you can’t spare multiple employees to work full-time on your EMR system. Pulling staff members away from the most important part of your clinic, caring for patients, will result in poor medical treatment and attention, resulting in an unhappy clientele at your establishment.
If you have a small clinic, be sure to work with an EMR vendor that only needs one to two people within your organization to make sure it’s working properly. Also, consider scheduling the implementation of the new system over a longer period of time so you and your staff don’t burn out in the process.
However, if you have a bigger clinic, you can consider EMR systems that require substantial involvement from your staff.
Access to Training Resources
With a new EMR system comes the need to train staff in the implementation and monitoring of the software. Big corporate medical facilities will have their own training departments that provide onboarding information. However, if you come from a clinic that is not corporate, chances are you do not have the in-house training program to make the EMR software rollout painless.
When it comes time to pick your vendor, choose a system that comes with oversight, information, online direct support, and accompanying articles and guidebooks that will make your life easier. Particularly with online support, you’re going to want to prioritize a system with 24-7 communication in case you have any immediate EMR-related questions or concerns. Additionally, select one or two people who will be responsible for managing the entire EMR process. Only investing in their training of the system will save the clinic money.
Selecting The Right EMR Software
There’s no one-size-fits-all answer for EMR software today, but one thing is certain: it will expedite, streamline, and organize your clinic in an incredibly effective way moving forward.
#### Time Saving Learnings
Save Valuable Time, The Benefit of a Digital CRM And EMR System
Record keeping and treatment registration is time consuming, especially when it is performed the ‘classic’ way using paper records. First you’ll need to look up all the records for your working day. Next, mark down the info as well as providing your patient with information regarding the treatment is a hassle.
Some clinics use a combination of MS Excel and for example MS Word to create a client database as well as keeping a registration of the performed treatments. Of course this is not very efficient nor durable.
Research shows that the time spended to register a complete treatment is reduced by nearly 67 percent when using an EMR (electronic medical record), combined with a thorough client database or CRM system. An all-in-one application that enables you to register all the required information in one go. No papers needed, no loss of time.
Spent more time with your patient and focus on what you really love to do!
#### Tips for Registering New Patients
When a new patient walks into your clinic for their very first treatment, what does your process involve?
For many, it may include a welcoming greeting from a receptionist, an offering of refreshments or an explanation of the clinic’s services and offerings. However, although each and every clinic has its own processes for new patients, one thing should remain the same and that is obtaining a thorough patient registration.
So, what vital information do you need from your patient in that initial visit and what must you know to make sure you are using that information correctly?
Get the correct personal details
Of course, accurate personal details for each and every new patient, including their full name, number, email, and postal address, is essential to ensure that you can get in touch with them again. Why do you need to get in touch with them again when they are already giving you business? Because by obtaining this information you have the power to market to them and encourage them to return to your clinic. Returning customers hold high value as data has shown that repeat customers are responsible for generating 40% of a business’s revenue.Also, be sure to get other personal information like the patient’s date of birth, not just to aid your clinical assessment, but to also assist in marketing. For example, you might want to send them an email, text or card on their birthday or even offer them a discount on your services to encourage their next booking.
To further help your marketing efforts, getting information about their interests might also be useful so that you may effectively target your marketing efforts to specific groups and ensure optimum success. If they are interested in skincare, for instance, then you can send them updates when you have new products in your clinic.
It is also suggested that you ask for the details of an emergency contact; however, it is not advised to use this information in the same way as you would a patient’s as you would not have obtained their consent, which is discussed below.
Obtain a thorough medical history
If you are performing medical treatments at your clinic then it is best practice to obtain accurate medical records and to keep these up to date. We all know that treatments such as dermal fillers, botulinum toxin, lasers and many others come with the risk of side effects, and if you do not have an accurate and updated medical history on file then it can put your patients at risk. Of course, before every different treatment you should be checking for specific contraindications, but in your first patient registration it is useful to know the following:
Previous non-surgical medical aesthetic treatments
Current medication
Known allergies
Previous surgeries
Current and past mental health issues
Illnesses
Current general practitioner
Receive patient consent
What do you need patient consent for? Rules around patient consent can vary according to jurisdictions and could be another post in itself. However, the EU General Data Protection Regulations, which will come into effect in May 2018 are a good resource to ensure you are compliant to legislation. As a general rule, you need to get consent to:
Hold their data: patients must express permission for a business to hold their data and it must be easily withdrawable.
Market to them: you must not send marketingemails or texts to individuals without specific consent. This should also be withdrawable and an ‘opt out’ should be clearly stated within each and every piece of marketing material.
Contact their GP: patients must provide you with permission for you to consult their GP regarding any treatments the patient has at your clinic.
Use their images: taking before and after images is good practice and it is a necessity to gain the patient’s consent before you use these images in any way such as for marketing or education purposes.
How do you manage this information?
Whether you obtain your patient’s information via an electronic form or hard copy, this needs to be appropriately stored. Maintaining a digital database of patient records will keep track of your patients and ensure that you can access information quickly and be able to update it easily.
If you have not already, you should strongly consider introducing an electronic medical record (EMR) and customer registration system (CRM) into your practice. Systems like Clinicminds, which can store all the above information in an easy to use and secure way, include features such as customisable record fields so that you can tailor each patient and a tab based system, which allows for easy and quick access to every different category of information you have.
All in all…
By ensuring that you obtain all the above essential information from your patients in their very first visit, you will be able to have an in-depth database of patient records. If you choose an EMR and CRM system like Clinicminds to store this data for you, it will be stored securely and in an organised, user-friendly way. This will not only assist you in providing the best medical care to your patients, but it will also help you to keep them coming through your door by using cleverly targeted marketing, which will be discussed in another post!
If you would like to see an example of a patient registration form, you can download an example here.
Further reading:
Health Education England, ‘PART ONE: Qualification requirements for delivery of cosmetic procedures: Non-surgical cosmetic interventions and hair restoration surgery’, 2015.
DDS Safety Net, ‘Understanding the Importance of Medical History’.
General Medical Council, ‘Good Medical Practice’, 2017.
http://bit.ly/Good_Medical_Practice
General Medical Council, ‘Cosmetic procedures: what do I need to consider?
http://bit.ly/Cosmetic_procedures_what_to_consider
#### Top 10 tips for successful video consultations
During COVID-19 many aesthetic physicians and clinics suddenly lost contact with their prospects and patients due to the lockdown and closure of the clinics. All around the world, in most industries, people started or increased the usage of video calling. Even though this has never been widely implemented in aesthetic clinics, this situation literally pushed video calling fast forward into aesthetic clinics. During the lockdown, this was the only effective way to stay or get in contact with prospects and patients, preparing them for the post-lockdown period.
Now most aesthetic clinics are up and running and video consulting is still a very useful tool to lower the threshold for prospects to get to know your clinic, gather information, and investigate if their main concerns could be treated by your clinic.
Most aesthetic physicians and their patients have little previous experience of consulting remotely by video. With this article, we want to discuss ten essential tips to make sure these video consultations will be effective and successful, with the main goal of inviting the patient into their clinic.
Role of video consulting
Keep in mind that video consulting is an additional tool, next to face-to-face consulting and treatments. Use video consulting to get in touch with your prospects or existing patients, build trust, discuss their primary questions or concerns, and try to make a judgment if you're able to help your prospect or patient. Always be clear about the fact that a final, personal consultation will be necessary to be 100% sure the treatment is suitable for your patient.
1. Prepare your patients
Provide your patients with clear and useful information before the actual video call. When using an EMR / CRM with integrated video consulting, you’ll probably be able to send this information directly with the video appointment confirmation. Make sure they know what to expect, including:
When and how to establish the video connection;
Make sure they use a device that contains a microphone and a camera (e.g., smartphone, tablet, or laptop) and test if these work properly;
2. Prepare for video call environment
Think carefully about the physical environment in rooms for video consultation. Make sure to choose a quiet setting, preferably with a neutral background. Avoid disturbances and distractions from a noisy environment.
Think about the appearance of the room. If it's messy or contains many (personal) items in the image, it may seem distracting and unprofessional.
Professional outfit
Think carefully about your appearance. Patients like to see you dressed according to your profession. Don't forget this could be the first impression you make on your prospect, and you only get one chance to make it a good one!
Maintain privacy
Choose a private area to have the video call and make sure privacy is guaranteed. Prevent unauthorized persons from listening in on the conversation.
Position
Make sure you position yourself centrally in front of the camera. Don't get too close to the camera so that your upper body, arms, and hands are visible. This position is a more realistic representation.
Lighting
Don't have intense light coming from behind you, as this will make you look dark in the video. The best is a nice, equally lid room or make sure the light is coming from in front of you.
3.Program
If you're just starting with video consultations, make sure to have a tryout to test if your network quality (Wifi or cabled internet), image quality, and your sound is working well. If not, adjust image quality when possible. Consider using a headset with a microphone or earbuds. The sound quality of headsets with a microphone is always better compared to internal microphones.
Close all unnecessary programs and applications on your computer and activate "do not disturb mode" before starting a video consultation to avoid disturbing incoming messages or calls.
4. Take initiative
Keep in mind that a prospect or patient could still find a video consult new and challenging. Therefore make sure you lead the call. When performing a video call with a new potential patient, always start by introducing yourself. Make sure that your prospect knows who you are and what your role is (e.g. physician/consultant).
5. Clear conversation
Structure is essential while performing video consultations. Before moving forward to your patient's main concern, it's vital to share this call's 'agenda.' Inform the prospect or patient about the expected time of this video consultation. Summarize and explain the next steps of this video call. Next, lead the conversation to discuss the main question or concern.
6.Cues and gestures
While conversing, we usually use several kinds of cues and gestures to show the other person we are listening to their story. These cues and gestures include nods, frowning, smiling, raising the eyebrows, sounds, and words.
Overusing these cues and gestures during a video call could distract your patient due to possible lags caused over the internet. Therefore try to minimize using these cues and gestures. Some suggestions to make sure the video call will proceed as smoothly as possible are:
Try to talk one at a time. Speak clearly and remember short breaks in your flow of speech.
Minimize vocal cues. A nod or a smile usually is sufficient.
Don't forget to stay focused on your prospect or patient video image. Don't look around you as you're in front of your camera.
Interrupt the prospect or patient by providing visual signs, for example, raising your hand.
Don't move too much in front of your camera. A lot of movement is very distracting for your prospect or patient.
7. Face your camera
Many tablets have built-in cameras. These cameras are usually positioned at one side of the device. When performing video calls, it's logical to look at the video broadcast of your conversational partner. But, when doing so, you're actually not looking the patient in the eyes! Remember to look straight into the camera if you want to face your patient. It may take some practice to look into the camera and observe the patient simultaneously. To avoid that a prospect or patient feels unheard, explain to them that when they see you looking 'down' or 'sideways,' it is not because you're unfocused, but it's because you're looking at your screen to see their video broadcast.
When performing video consultations is becoming more prominent in your clinic, changing the setup could be an excellent idea. Using an external camera, straight in front of you, will help you face the patient and still view their video broadcast.
8. Make sure they understand
Before finishing the video call, summarise the consultation's main points. Ask the prospect or patient if there are more questions or if there's still something they do not understand well enough. This will allow you to explain essential topics again.
9. Closing the consultation
End each conversation in a friendly and inviting tone. Don't forget that in the end, you would like to see your prospect visiting your clinic for the first time or see your patient return.
10. Document and register
Video consultations are fantastic to lower the threshold for prospects to contact an aesthetic physician and existing patients to discuss additional or new treatments. But as aesthetic medicine is a profession in which touching and assessing the face in real life is essential, given advice over video can't be 100% accurate.
Therefore you need to document and register the main concern as well as discussed therapeutic options. Also, don't forget to note that a real-life facial assessment is crucial to ensure the proposed strategy or treatment is suitable for your prospect or patient. Inform your patient if you take notes during the conservation.
Make sure to use a specialized EMR for aesthetic medicine, which usually has video consultations built-in as a feature.
Want to know more? Chat with us.
#### Top 5 misconceptions in clinic management
Managing a clinic is by no means a simple or easy task, so it is only natural that people tend to follow some rules-of-thumb that they've heard or see others adhere to. Concealed among them, though, lie some of the business' greatest misconceptions that you can easily fall prey to and harm the efficiency and improvement rate of your clinic.
1. Enabling online booking will cause more no-shows
This is a big misconception today that has the potential to reduce the number of patients that choose your clinic. A significant number of patients opt for online booking since it is faster and more convenient to both parties. In addition to this, online bookings come with a streamlined booking process that provides all the necessary information to the patient, eases the (pre-)payment processes, and relieves your clinic from a big chunk of administrative chores.
The perceived downside of online booking causing more no-shows is not based in reality. On the contrary, online bookings are usually coupled with no-show prevention measures such as online deposits that further prevent no-shows and reduce the number of last-minute cancellations than the traditional booking methods. Embrace the present and leave this old misconception to the past!
2. Allowing patients to cancel online will wreak havoc in my calendar
Yet another stereotype that seems to hold water but crumbles upon analysis. With automation, the clinic's calendar is tightly integrated into the clinic management system and a change in any point in the system, online systems included, is recorded and reflected in its every other part. At no point will you lose control of your clinic's schedule and calendar.
On the contrary, empowering the calendar with streamlining your schedule can lead to greater optimization of time in your clinic, leading to a surge in efficiency and less time wasted in general.
3.Pre-payments are taboo
Pre-payments suck, right? Patients despise them so introducing them will negatively reflect on our business, surely?
Another big misconception. Pre-payments and online deposits represent an integral part of an efficient business. Being able to cover the costs of a procedure without having to juggle your clinic's finance books is the main advantage of pre-payments which helps your finances stabilize and thus boost the productivity of the whole place. Furthermore, as mentioned earlier, they massively reduce the number of no-shows and last-minute cancellations. And that is never a bad thing.
The benefits outweigh the perceived risks of negative patient experience caused. After all, a miscalculation in your books or a disastrous bout of no-shows can cripple the patient's experience more than a thousand conducted pre-payments.
4.Treatment registration during patient visits takes a lot of time
Wrong. Treatment registration used to be a time-consuming and tedious task, sure, but with streamlined medical records and improved and automated data acquisition this is no longer a fact. Pre-formulated questionnaires, both in the booking process and the visit itself, drastically reduce the time required to perform this task. It goes without saying that your medical experts no longer have to worry about whether they have gotten all the information required and can fully focus on the medical task at hand.
5. Gut feeling-based decisions are correct business decisions
Whether due to pop culture or massively popular dream-success stories of big businesspeople, we have idealized a person who follows their gut feeling to success. This is a misconception, and a potentially disastrous one. Instead, efficient managers do not work on gut feeling but on thorough and frequent analyses. And collecting data with automation software is, well, automatic. Compare the data charts and you can always calculate the best due course for your clinic. Gut feeling, on the other hand, is pure gambling. Why rely on something that can fail if you can always bring about a correct business decision?
Want to learn more? send us a message
#### Top 5 risks a clinic should look out for
We identified the current top 5 risks an aesthetic clinic might run in to. Continue reading to prevent these from happening to you!
Risk 1
ID verification
In a time where young men and women look more mature than ever, the risk of treating someone underage is increasingly more present. The Netherlands was recently shaken by a court case that ended, to nobody’s surprise, in the disfavor of a practitioner entangled with this very issue. Even though it was obvious the practitioner harbored no ill will or intentions. It was an honest mistake, but an honest mistake nobody should be making.
Most of you already have measures in place to avoid treating someone who can’t give their own consent yet. Your host might ask for ID cards, and you might personally check them on your first meeting. Few people know it’s actually mandatory in most countries to check ID at every meeting, not just the first one! Using a system that has an official step you can check off called ‘ check ID ‘ will help you make sure you take these things step by step.
Risk 2
The disservice trap
The disservice trap is quite simply failing to offer a service your nearby competition does. Say for example a nearby clinic offers online scheduling. Whereas your clinic has one of those annoying contact forms. Any prospect or opportunity might glance at both your websites. It’s after-all fairly common for someone to compare their options.
Instinctively, you would think that stars would win out. The clinic with the better reviews gets the client. That, however, isn’t true. According to research, 63% of clients prefer the clinic that seems more welcoming and that’s easier to reach. Service, in this case, wins out on quality. Yes, even in this sector! So in this example, the clinic with the online scheduler gets the booking.
Risk 3
Not preventing no-shows
I don’t mean financial repercussions to no-shows. While those can certainly be effective, they often leave a client with a sour taste. I recommend a prepayment only in scenarios where you have to make an investment of your own. Such as having a surgery room prepped or a surgeon on-site.
What I mean is email and more importantly, SMS based friendly reminders. Using your EMR (Electronic Medical Record) manager to send out automated messages shortly before an appointment to remind someone drastically reduces no-shows. Additionally, it puts you in a much better position if you ever need to collect a due payment. Because you have records of you going above and beyond to help the client in question be on time. Finally having the ability to reschedule your appointment if you get a reminder 3 days before your appointment further decreases no-shows, as people might remember something pressing coming up near the time of their appointment and simply reschedule immediately. Meaning you haven’t lost a customer!
Risk 4
Wasting your time
I think most people are familiar with the wisdom: See the forest for the trees. It’s a great one, appropriate for Aesthetic clinics too. If your administration is not up to snuff, you spend an incredible amount of time filing, checking and searching through your paper records or clunky excel files. If you don’t have an automated agenda or scheduler, you or your staff spend countless hours making sure everything lines up. And with a cluttered desk, your attention is almost never a hundred percent with the customer. And that’s what this product and service are all about. The customer! It’s a natively intimate sector, which is where your time should be. Forging those contacts and being in touch with your customers. Not sunk into countless hours of menial administration. Going paperless with an automated CRM system will alleviate this risk, allowing you to put your focus back where it belongs.
Risk 5
Managing complications
A lot of people, me included avoid thinking the worst scenario. It’s not healthy to do it too much, and it’s frankly uncomfortable. But it is important to consider such things for your clinic. One doom-scenario is a complication. Things might go well for two, three maybe even four years. But eventually, everybody runs into some form of complication. Someone claims not to have received an informed consent form. Someone claims damage that already existed prior to treatment is the result of your treatment. There are countless ways your clinic might end up with a complication.
What’s standing between you and the authorities? Your own administration. Having an EMR system that records the process from beginning till the end with pictures and saved records of every appointment, discussion, and signed form will be a godsend when you end up in that inevitably scary situation. Can you imagine having to fight that with paper administration from 5 years ago?
Alleviating these risks
With each risk, I listed my personal advice for them. But end of the day, there is an all-in-one solution. One I believe in, I’m writing for their blog after-all! Having a robust EMR system that allows you to go paperless, that automates your workflow, handles your agenda, scheduling and manages patients with laser accuracy is my recommended solution to all of these problems. They also feature useful features such as set and forget marketing, appointment reminders, and clinic analysis tools. Request a demo and try out their trial. I hope, like me, you’ll be impressed.
About Clinicminds
Clinicminds is an electronic medical record (EMR) manager with free CRM capabilities.
We strive to help clinics professionalize their workflow by going paperless, streamline their treatment registration process and by introducing features like online scheduling, set and forget marketing, digital autographs for consent forms and clinic-analysis tools.
With Clinicminds many clinics have faced their personal challenges.
Curious what challenges we might be able to help you with? Read more interesting articles on our blog: www.clinicminds.com/blog
#### Treatment Summary Learnings
Why You Should Offer a Treatment Summary to Your Patients
Patients should receive written information and be adequately informed about the performed procedures. The provided information serves to enhance and professionalize after-care or in case of an incident. They could also serve as a reference for future treatments. Treatment summaries are essential for professional aesthetic healthcare.
The document should contain basic information such as the clinic details but also the treatment date, physician’s name, used materials, used amounts and registered lot numbers. Finally, it preferably should contains a copy of the drawing the physician created after the treatment.
Some clinics use partly blank pre-printed forms which the physician is able to fill in after a treatment. This meets the requirements but is time consuming for the physician. Furthermore, these leaflets should be repeatedly printed and organized. Other clinics use treatment passports which normally provide less information and limited space for the specific information.
Wouldn’t it be convenient to be able to generate such a document automatically?
A sophisticated EMR (electronic medical record) which is used for record keeping is able to automatically generate such a treatment summary without any manual action. The summary is instantly converted into a PDF file and e-mailed to the patient.
#### Unlocking hidden revenue: Get more value from your existing client base
For aesthetic clinics, growth doesn’t always mean generating more leads. It often means getting smarter with the clients you already have.
While lead generation and new patient acquisition are crucial, they come with high costs and increasing competition. What many clinics overlook is the untapped value sitting in their own patient database. Activating and re-engaging existing clients through smart automation can be more cost-effective—and often more profitable—than constantly chasing new ones.
We see this as a strategic pillar for modern clinics: maximizing the lifetime value of your current patient base through automation. Here’s how you can do just that.
Why your existing clients are a goldmine
Let’s be clear: the patients who already know, like, and trust your clinic are much easier to convert than new ones. You’ve already invested in their acquisition, so why stop there?
Key advantages
Lower cost per conversion: Marketing to your database is far cheaper than advertising to cold leads.
Higher trust, higher spend: Existing clients are more likely to book additional or premium treatments.
More referrals: Happy clients generate word-of-mouth leads at zero cost.
Automation: the growth lever most clinics overlook.
The main barrier to tapping into this value? Time and consistency.
That’s where clinic software and automation come in. With a solution like Clinicminds, you can automate client communication and key processes without losing the personal touch.
Actionable strategies to maximize value
1. Automated follow-up reminders
Use intelligent reminders based on treatment type or time since the last visit. For example:
Botox touch-up reminder after three months
Annual skin check for injectables
Follow-up reminders for laser treatments
Clinic management tools allows you to automate these flows, ensuring patients return at the right moment—without adding to your team’s workload.
2. Reactivation campaigns
Segment clients who haven’t visited in 12 months and re-engage them with personalized messages such as:
"We’ve missed you—book now and receive a free skin scan."
"Your next treatment is due—here’s a reminder and a link to schedule."
3. Upsell based on treatment history
If a client received a specific treatment, recommend complementary services:
Fillers → skin boosters or skincare consultations
Laser → post-treatment facials or SPF packages
With automation, these offers can be sent based on past procedures—streamlined via marketing integrations.
4. Celebrate and retain with personal touches
Send automated messages for birthdays, anniversaries, or milestones like "your 5th visit." These thoughtful moments strengthen loyalty and differentiate your clinic.
Automation doesn’t mean impersonal
There’s a myth that automation removes the human element. In reality, it enhances it—by freeing up your team to focus on in-person care, not admin tasks.
Clinicminds is built specifically for aesthetic clinics, meaning every automation tool is designed with the patient journey in mind. From booking to post-treatment care, each touchpoint feels seamless, personalized, and premium.
Existing clients vs. new leads: a smarter strategy
Many clinics pour their resources into lead generation while neglecting retention. But here’s what you need to consider:
Strategy
Cost
Return on investment
Time to convert
Lead generation
High
Medium
Slow
Existing client activation
Low
High
Fast
It’s not about choosing one over the other—it’s about balance. But ignoring your existing database means missing out on a major revenue opportunity.
How we help you drive more value
We believe in empowering clinics with tools to work smarter—not just harder. Our automation suite includes:
Smart treatment reminders
Easy distribution of digital brochures during consultation
One-click generation of before-and-after photos
Automate review and satisfaction surveys
This isn’t just about convenience—it’s about building a strategic growth engine for your clinic.
Final thoughts
Getting more value from your existing client base isn’t a shortcut—it’s smart business. With the right automation and clinic software, you’ll achieve stronger ROI, happier patients, and sustainable growth.
If you’re already using Clinicminds, dive into these automation features today. If not, now’s the time to future-proof your clinic’s revenue model.
Work smart. Automate. Grow.
#### Unlocking the Potential of Biostimulation
Insights from the AMWC 2023 Conference for Your Aesthetic Practice
AMWC 2023
The Aesthetic & Anti-Aging Medicine World Congress (AMWC) is a leading scientific conference focused on aesthetic and anti-aging medicine. The 21st edition of the conference was held in Monaco from March 30th to April 1st, 2023, and was organized by EuroMediCom. The conference was held at the Grimaldi Forum in Monaco. The conference was attended by over 12,000 delegates from around the world. This year’s theme was “Age with Grace: Biostimulation Solutions for Aesthetic & Anti-Aging Medicine.” The congress provided an excellent opportunity to exchange knowledge among experts in medical aesthetics and anti-aging medicine.
Importance of Attending Aesthetic Medicine Industry Conferences
Attending aesthetic medicine industry conferences like AMWC provides an excellent opportunity for healthcare professionals to stay up-to-date on the latest advancements in aesthetic medicine and network with other professionals in the field. These conferences offer a platform to learn about the latest techniques and treatments, discover new products and technologies, and gain insights into best practices and emerging trends. Attendees can also participate in workshops, seminars, and panel discussions with industry experts, which can help them stay ahead of the competition and provide better care for their patients. In addition, attending these conferences can help professionals build valuable relationships with suppliers, manufacturers, and other key players in the industry, which can lead to new business opportunities and collaborations. Overall, attending aesthetic medicine industry conferences is essential for healthcare professionals who want to stay informed and competitive in this rapidly evolving field.
During AMWC 2023, attendees witnessed the latest trends and innovations in the aesthetic medicine industry. One of the most prominent trends was biostimulation, a minimal-invasive treatment that can help stimulate collagen and elastin production in the skin. This treatment is gaining popularity as it provides a natural alternative to traditional treatments like botulinum toxin and hyaluronic acid. Attendees also saw the latest advancements in body contouring and skin tightening treatments and the increasing use of regenerative medicine in aesthetic procedures. Overall, the industry trends showcased at AMWC 2023 highlighted the importance of innovation, patient safety, and natural-looking results in aesthetic medicine.
The Promise of Biostimulation in Aesthetic Medicine: How It Can Benefit Your Clinic
The emergence of biostimulators as a popular trend in aesthetic medicine could significantly impact your clinic specializing in aesthetic treatments. With more patients seeking natural-looking and minimally invasive solutions to improve their appearance, biostimulators could provide a promising alternative to traditional treatments such as botulinum toxin and hyaluronic acid fillers. By offering biostimulatory treatments, your clinic could attract more patients who prioritize natural-looking results and long-lasting effects. Additionally, staying up-to-date with the latest trends and techniques in biostimulation could position your clinic as a leader in the field of regenerative aesthetics, which could attract new patients and grow your clinic's reputation. Overall, incorporating biostimulators into your clinic's treatment options could help meet the evolving needs and preferences of patients and drive future growth and success for your clinic.
Targeted Marketing Strategies for Biostimulation Treatments: Reaching the Right Patients
One of the critical factors in successfully incorporating, for example, biostimulation into your clinic's treatment options is identifying the right target patients. This is where your clinic management software, like Clinicminds, can be an invaluable tool. By analyzing patient data such as age, gender, and treatment history, Clinicminds can help you identify patients who are most likely to benefit from biostimulatory treatments. For example, patients who are seeking long-lasting and natural-looking results or who are looking for an alternative to traditional treatments like fillers and botulinum toxin may be ideal candidates for biostimulation. Furthermore, analyzing data regarding your target group is a crucial step in developing effective marketing strategies and tailoring your treatments to meet the needs and preferences of your patients.
Once you have identified your target patients for biostimulation treatments, the next step is to develop effective marketing strategies to reach this audience. One approach is to leverage social media platforms such as Instagram and Facebook to showcase before-and-after photos and highlight the benefits of biostimulation. In addition, email marketing campaigns and targeted online advertising can help you reach patients actively seeking aesthetic treatments. With the right marketing strategies in place, you can position your clinic as a leader in the biostimulation space and establish a loyal patient base that keeps coming back for more.
Targeted marketing is essential for any business, especially in the aesthetic industry. You can develop marketing strategies that effectively reach and resonate with this group by identifying and understanding your target audience. This not only helps you attract new patients but also ensures that you provide the most appropriate and effective treatments to your current patient base. Targeted marketing allows you to tailor your messaging and treatment offerings to your target audience's specific needs and desires, providing a more personalized and satisfying experience for your patients. Additionally, targeted marketing can help you stay competitive in a crowded market, differentiate your clinic from others, and establish a strong reputation as a leader in your area of expertise. By investing time in targeted marketing, you can build a loyal and enthusiastic patient base that drives the success of your clinic over the long term.
Crafting the Right Message: Tips for Marketing New Treatments to Patients
Crafting the right message to attract patients interested in biostimulation treatments is crucial to the success of your marketing efforts. Here are three tips to keep in mind when developing your messaging:
Highlight the benefits: Patients are interested in biostimulation treatments because they want to look and feel their best. Make sure your messaging emphasizes the specific benefits of these treatments, such as improved skin texture and tone, reduced wrinkles and fine lines, and a more youthful appearance overall.
Use relatable language: Avoid using overly technical or medical jargon in your messaging. Instead, use language that resonates with your target audience and speaks to their desires and concerns. For example, instead of "collagen production," you might talk about "firmer, more radiant skin."
Provide social proof: Patients want to know that biostimulation treatments are safe, effective, and worth the investment. Use before-and-after photos, patient testimonials, and other forms of social proof to demonstrate the results your patients have achieved with these treatments. This can build trust and credibility with your target audience and increase their likelihood of choosing your clinic for their biostimulation needs.
Conclusion
In conclusion, attending aesthetic medicine industry conferences like AMWC 2023 is crucial for healthcare professionals who want to stay informed and competitive in the rapidly evolving field of aesthetic medicine. The conference provided an excellent opportunity for attendees to learn about the latest techniques and treatments, discover new products and technologies, and gain insights into best practices and emerging trends.
Biostimulation emerged as a popular trend at the conference, and incorporating biostimulatory treatments into your clinic's treatment options could help you attract a broader range of patients and position your clinic as a leader in the field of regenerative aesthetics. Aesthetic clinic software like Clinicminds can be an invaluable tool in identifying the right target patients for biostimulation treatments. At the same time, effective marketing strategies can help you reach and resonate with your target audience. By investing sufficient time in finding the right target group and creating targeted marketing, you can build a loyal patient base that drives the success of your clinic over the long term.
With the right approach, incorporating biostimulation into your clinic's treatment options can help you meet patients' evolving needs and preferences and ultimately drive growth and success for your clinic.
Want to learn more about Clinicminds clinic software? Chat with us!
#### Update 4.10 - Make deposits requests via regular calendar
We’re happy to bring you the successive feature for “online deposits and payments” shortly after our latest large update. If you missed our update for online deposits and payments, click here to read more about it.
This release is a new important add-on for the online deposits and payment feature:
Deposits for appointments scheduled via the calendar
This update complements the existing online payment feature. As of today, you’re able to require deposits for appointments that are scheduled via the calendar. This could be by phone or in your clinic.
We developed this feature as deposits, no-show fees, and pre-payments are becoming essential for aesthetic clinics. By integrating it into the existing scheduling process all deposits and payments are handled automatically. Even appointment cancellations, when a required deposit isn’t paid, are automated if you wish to.
Are you considering working with deposits and pre-payments? Read our blog article to learn more or send us a message.
#### Update Clinicminds January 2014
Dear Clinicminds user,
We want to inform you about a new update. We fixed, enhanced and added features to Clinicminds.
Let us tell you what we did:
New features:
We added patient ID numbers, automatically assigned to every patient. This ID is also exported with all the export functions. In this way it is always possible to track the specific patient if necessary without showing privacy sensitive information.
We added the practitioners name on the invoice as generated.
We added the possibility to set the currency.
We added a new feature called import clients. Using this feature new or existing clinics can upload a pre-existing list of clients.
We added a new list of invoices that also shows the invoices that stil have to be payed.
Lastly we added new instructions if a user forgot his/her password.
Enhancements:
the photo-thumbs are enhanced, now showing the center of the taken photo
Fixes:
We fixed an issue regarding uploading a logo
We hope you will enjoy these new and enhanced features.
If you have any questions, feel free to contact us at support@clinicminds.com
Clinicminds team
#### Update Clinicminds July 2014
After a short while of silence on our blog we’re back. But this doesn’t mean we were on hold. We worked hard to improve Clinicminds even more.
The improvements we’ve made are a combination of system enhancements and small changes on behalf of feedback coming from our users. This has made Clinicminds more flexible and more suitable for even more users. We are very grateful for your feedback, so keep sending us your ideas!
One of the most important enhancement we have made is tuning up the speed of our application. We can proudly say that at this moment Clinicminds is one of the fastest cloud-based, cross-platform, electronic patient file systems / CRM for aesthetic clinics. And we are very proud of that.
Besides this great news and the enhancements stated below, we are happy to inform you that we are working on a great planning and calendar tool !
Here is a short summary of some of the other enhancements we performed:
We changed our appointment filters on the dashboard to make it more logical.
In the appointment creation screen we added a new button called “save©”. This button saves the appointment details, subsequently sends an immediate e-mail confirmation to the patient and saves the appointment details to your clipboard making it very simple to just paste it into your calendar of choice.
In the appointment creation screen we changed the location picker to a dropdown instead of a complete list, since some users have multiple locations in use. This saves a lot of screenspace.
Whenever you perform a search for a patient by using the searchbar, the spinner will now stop spinning if there is no match found.
In the forms tab, you will easily see if a specific informed consent has been signed before and if so when this form was signed. If your clinic requires a patient to only sign a specific form once, you are now able to skip this step and continue to the treatment tab!
We added a menu item called ‘switch location’. A user is now able to switch location without the need of logging out first.
We added the reference information as a column to the export client CSV file.
Client e-mail addresses now do not have to be unique, so 2 members of the same family are able to use the same e-mail address.
In the patient details screen we added a dropdown field called ‘Country’ as some patients live abroad.
When performing an invoice export as CSV file you are now able to specify all locations, a specific location and also by practitioner.
We changed the name of the ‘managers’ userrole into ‘Administrator’ as this is more common for users and new users.
Stay tuned as we will inform you more in the near future about the development of Clinicminds.
If you have any questions please feel free to contact us at support@clinicminds.com
Clinicminds Team.
#### Update Clinicminds May 2014
We are glad to announce that we just updated Clinicminds. As always please email support@clinicminds.com if you encounter any problems.
New Features
User role [view records] now also provides permission to view treatment history(screenshot).
We added a new menu item called Invoices (Administration > Invoices). This window lets you view or lookup invoices and check off outstanding invoices to mark them as payed (screenshot).
We added location registration to treatment records.This feature is applicable if you have multiple locations as a clinic.
You are now able to insert pre-defined text for physical examination and treatment notes.
We added location registration to the invoice export as CSV file (screenshot).
We improved the appointment window and added a save & copy button for easy copying to your calendar (screenshot).
Enhancements
Registration of the name of the person registering a consultation only.
The practitioners name is mentioned on the invoice.
We have hidden the confirmation email and reminder checkbox fields (screenshot).
In the appointment confirmation email we removed the URL to fill in the medical state for existing customers. This is now only shown for new customers that are visiting the clinic for the first time.
Renamed the payment buttons to [pay] and [confirm payment] as this is more logical.
Added the possibility to remove test/demo data (through clinic settings window) after the trial period (screenshot).
Renamed and improved the appointment filters on the dashboard (screenshot).
Made client email addresses non-unique. Now husband and wife can be registered with the same email address.
Bugfixes
Reminder term of treatments was capped at 255 days.
Small bug fixes to improve performance and stability.
#### Update Clinicminds version 1.0.1. July 2014
We are happy to announce that we have updated Clinicminds to version 1.0.1.
In this update we did a number of small fixes and enhancements. One of the enhancements is the ability to edit the drawing and treatment-notes even after a treatment file has been closed. A different enhancement is that we applied known best practices for names and addresses (international compatibility). We also added a logical hierarchy to user roles and permissions.
An new important addition has to do with statistics. To strongly improve your marketing activities and possibilities, we added 4 new columns to the "export client" file (CSV file). These new fields provide you information about the patient's activity in your clinic.This info can be easily filtered in e.g. excel and can be used to target a specific group of patients (e.g. patients that didn't visit your practice for more than 6 months).
As mentioned earlier in our blog there are some pretty cool features coming up. We hope to show you some very soon.
We will keep you posted!
As always, if you have any questions, please contact us at support@clinicminds.com
Clinicminds team
#### Update release II Clinicminds
As we continuously enhance our product we are very happy with the feedback we received and still receive regularly. Thanks a lot for that and please keep sending us your feedback! We updated Clinicminds recently. We added some functionality that is very interesting for clinics and the ‘traveling’ physician. Besides this we did some minor bugfixes.
New features:
We added location selection to the export invoices feature. Now you are able to export (as actual invoices and/or as CSV file) all the invoices or only the invoices of a specific location. This is very handy for sending a clear list of treatments to your ‘partners’ if you are a visiting physician.
We separated the patient-ID to a different column from the patients name in the export invoices feature (export as CSV). Whenever you need to send this list to e.g. your bookkeeper you are can simply delete the column with the patients name to preserve privacy. If needed you are always able to search for the right patient by using the patient-ID.
Ehancement:
If you search for a patients name by using the searchbar and no match is found, the spinner will stop spinning as a sign that the search is finished.
Clinicminds Team
#### Update report March 2017
Introducing new enhancements and features.
With this update we enhanced some existing features and added a couple of cool ones.
We summarised the updates in the list below:
Add the pharmacy to the patient’s personal details
New reports:
export records in Excel
multiple records as PDF in ZIP file
number of treated patients
More accurate info on after-treatments
Filter on practitioner in cash register view.
Zoom in on photos in comparison mode and send it or download it in zoomed position. Use this great feature of photo comparison as your ultimate marketing tool now that we’ve added the clinic’s logo to the file.
Stay tuned as more updates will follow!
Clinicminds team
#### Updates February 2018
Hi there everyone,
Here we are again with news about some excellent updates and enhancements to Clinicminds.
We are so excited about these new updates! We are also delighted to see the enthusiasm regarding the newly introduced online scheduling tool. Our users are super pleased with this new, free to use, functionality and the possibilities that it brings.
Online booking features and enhancements
We’ve been working hard to make the online experience even better.
First, we have visually redesigned the first release of the online scheduling tool. The new look and feel provide an even better experience for the clinic's website visitors.
Second, we really wanted to go that extra mile. To unburden the clinic's diary service even more and service the clinic's clients even better we are now introducing online appointment cancellation and rescheduling. Amazing!
In the appointment confirmation e-mail, which a patient receives after booking an appointment, a cancellation/rescheduling button is available. This way the diary service is less bothered to cancel or reschedule appointments. It also reduces chances of now-shows and actually increases chances of rescheduling instead of canceling appointments.
Other new features
Search bars
We added new search bars to several administration sections like quotes, invoices, treatment material stock, and product stock. These make searching for the right invoice or inventory a lot easier.
Multi-selection and search feature
We added a multi-selection feature to diagnosis, treatments, and products in treatment records. Additionally, we added search bars in case of available long lists. This way it’s possible to search for the correct item quickly.
Daily email
It’s possible to receive the next day schedule daily via e-mail. It even contains a direct link to your Clinicminds calendar.
Direct link to appointments
E-mail notifications for online bookings/rebooking/cancellations now contain a direct link to the appointment in the calendar. Now review and approve online bookings very fast and easy.
E-mail notifications
Email notifications are now sent to clinics for all online bookings but also for cancellations or rebooking.
We broke out the Mecha-Bug-Swatter-90010 and squashed a whole bunch of bugs. Expect more better and less bad!
Other enhancements
Consultants
When clinics work with consultants, they're now able to provide permission to schedule appointments for consultants.
Calendar
The calendar now remembers the last view which facilitates the views of clinics with one or two physicians.
Loader
We improved the loader within the app. It's now a small blue bar at the top instead of in the center of the screen and thus less disturbing.
Zooming
We dramatically improved the photo zooming within the browser (laptop/desktop) which makes positioning the picture’s for comparison even better.
Client matching
We improved client matching for online scheduled appointments.
Available online times
The algorithm for calculation of available times for online bookings is updated continuously.
Review appointment details
Details (notes etc.) of canceled appointments can now be reviewed.
#### updates July 2017
We keep updating Clinicminds very frequently. This time we really wanted to implement features that were requested by our trusted users.
We implemented important administrative features to manage your clinic. Some of these were on top of the feature request list and now they're here and will improve our end-to-end solution for clinics. Besides these new features we solved some smaller bugs and improved general performance.
Credit invoices
Physician registration
Stock per location
New drawing templates
Enjoy the summer!
#### Updates October 2017
Today we added some new features and did some under the hood product enhancements after the new iOS 11 update.
Features:
Send e-mail & SMS appointment reminders at different moments
New drawing templates for more detail
Free trial SMS messages
Stay tuned for more new features soon!
Clinicminds team
#### Using client feedback to improve your aesthetic clinic (3/3)
This review article is the last one of a three-article series exploring the critical role of reviews in the aesthetic industry. Read the previous article here!
Client feedback is a goldmine for any aesthetic clinic looking to enhance its services and client satisfaction. Reviews not only highlight what you're doing well but also provide insights into areas that need improvement. By effectively utilizing this feedback, clinics can continually refine their offerings and maintain a high standard of care.
The value of constructive criticism
Constructive criticism is invaluable for growth. It allows clinics to identify and address weaknesses in their services. When clients provide honest feedback, it sheds light on specific aspects that may require attention.
Identifying Weaknesses: Detailed reviews can pinpoint particular areas, such as appointment scheduling, staff interaction, or procedural outcomes, that may need improvement.
Client Expectations: Understanding what clients expect and where their experiences fell short helps in realigning services to meet those expectations.
Improvement Opportunities: Constructive feedback opens up opportunities for training staff, enhancing facilities, or refining procedures to better meet client needs.
Tracking and analyzing feedback
Systematically tracking and analyzing client feedback is essential for making informed decisions. This process involves collecting reviews, categorizing feedback, and identifying recurring themes.
Data Collection: Use review platforms and direct surveys to gather comprehensive feedback from clients.
Categorization: Organize feedback into categories such as service quality, staff professionalism, facility cleanliness, and treatment outcomes.
Trend Analysis: Identify common themes and trends that indicate broader issues or areas of excellence. This helps in prioritizing areas for improvement.
Responding to reviews
How a clinic responds to reviews can significantly impact its reputation. Prompt, professional, and empathetic responses show that the clinic values its clients' opinions and is committed to improvement.
Acknowledging Positive Reviews: Thank clients for positive feedback and express appreciation for their support. This reinforces good client relationships.
Addressing Negative Reviews: Respond to negative feedback with empathy and a willingness to resolve issues. Offer to discuss the matter privately to find a satisfactory resolution.
Transparency and Action: Share the steps the clinic is taking to address the issues raised. This demonstrates a commitment to continuous improvement and transparency.
Implementing changes based on feedback
Feedback is only valuable if it leads to actionable changes. Implementing improvements based on client reviews can significantly enhance the overall client experience.
Staff Training: Use feedback to design targeted training programs for staff to improve their skills and client interaction.
Facility Upgrades: Address any concerns about the clinic's environment by making necessary upgrades or improvements.
Process Refinement: Streamline processes, such as appointment scheduling and follow-up care, to enhance efficiency and client satisfaction.
Promoting a feedback culture
Encouraging a culture of feedback within the clinic ensures that everyone is committed to continuous improvement. This involves regularly soliciting feedback and making it easy for clients to share their experiences.
Regular Surveys: Implement routine surveys to gather ongoing feedback from clients.
Feedback Channels: Provide multiple channels for clients to leave feedback, such as online forms, email, and in-person.
Internal Communication: Share feedback with staff and involve them in the improvement process. This fosters a team-wide commitment to excellence.
Conclusion
We’ve explored the crucial role that reviews play in the aesthetic industry. They help build trust and credibility, attract new clients, and provide valuable feedback for continuous improvement. We also discussed the advantages of different review platforms like Google Reviews, Trustpilot, and country-specific sites, and shared effective strategies to encourage clients to leave reviews.
Now it’s your turn to actively seek and leverage reviews for your aesthetic clinic. Remember, every review is an opportunity to showcase your strengths and learn from feedback, ultimately driving your clinic’s growth and success.
Thank you for reading! This was the final article in our three-part series on the importance of reviews in the aesthetic industry. Would you like to learn more about how Clinicminds can assist you in gathering reviews? Chat with us!
Read previous articles here: part one and part two here.
#### Video consultation is here!
Video consultation is now available in Clinicminds. Start consulting your patients online. Fast, easy and convenient!
Integration
Video consultation is seamlessly integrated into the workflow. Add video consultation and even video inspections as a service to your online booking.
Hasslefree
We eliminated the hassle of the regular video conferencing tools. Links for joining the video consultation are generated automatically and shared through e-mail and SMS (including reminders) once the session is scheduled.
As usual, there’s no need to manually remind patients of their video consultation appointment. Confirmations and reminders are handled automatically.
The Video consultation technology is secured as well as GDPR and HIPAA compliant.
#### Video consultations in challenging times and beyond
We will be rolling out a new feature called ‘Video consultation’ soon. The feature, which builds a one-on-one video conferencing software directly into Clinicminds itself, is an addition that replicates B2B (business-to-business) video conferencing solutions. In light of the current Corona crisis, but also to support future endeavors in an increasingly digital world.
To help physicians stay in touch with their patients, remote Video Consultations will allow practitioners to hold a virtual consultation via a secure connection. Using a webcam and microphone/speakers, the doctor and patient are able to communicate and see each other. This allows clinics to recreate a consultation or review efficiently and from a comfy environment, like the patient’s home.
Why video consultation?
“Video Consultations keep things simple. There’s no complicated set-up. It takes just one click to start a video call to a patient,” explains Daniel, responsible for business development at Clinicminds. “The doctor can see their patient from anywhere, allowing for an uninterrupted workflow if the possibility of a physical appointment is hindered. There’s no need to download any additional software, and the conversation is encrypted for GDPR/HIPAA compliance.”
Some of the advantages will be:
Integrated with the calendar. For video appointments, a link will be generated automatically and sent to the patient via email and SMS, with an extra reminder just before the online consultation starts.
Integration with the online scheduler, so patients can easily schedule a Video Consultation themselves via the clinic’s website.
Integration with the EMR, allowing the clinic’s practitioner to easily start the video calls and work in the patient’s medical record simultaneously.
To support clinics during the Corona crisis, all Clinicminds users will gain access to Video consultations free of charge, for the first two months after its release. This feature will be available as an add-on for an additional price afterward.
Video Consultations will begin rolling out in April to all Clinicminds users. Clinicminds is fully committed to launching this feature ASAP.
#### Video Consultations: Lead Magnet for Aesthetic Clinics
In the fast-paced digital world, the aesthetic industry is incessantly innovating to meet the needs of a diverse client base. One significant technological innovation that has gained traction, particularly in the aftermath of the COVID-19 pandemic, is video consultations. These virtual meetings are more than just a convenient, efficient, and secure means for patients to interact with medical professionals from their homes. They have evolved into indispensable lead-generating tools for aesthetic clinics, serving as catalysts for revenue growth and patient engagement.
2022/2023 Performance benchmark conducted across 45 clinics
The Integral Role of Video Consultations
The use of video consultations extends beyond being a simple technological fad; they are integral components in effective marketing strategies for clinics. These virtual consultations, when smoothly integrated into social media and email marketing campaigns, make aesthetic treatments more accessible and client-friendly. This has a ripple effect: it simplifies the search for new clinics and stimulates candid conversations between doctors and patients about medical issues and prospective treatments.
Video Consultations in Social Media and Email Campaigns
Let's delve a bit deeper into the role of video consultations in marketing. These digital interactions are potent ways to captivate your target demographic, notably in the realm of cosmetic treatments. With the utilization of platforms like social media and email, both new and returning clients can be reached more effectively. Automated appointment systems further smoothen this process, boosting patient engagement and eradicating the hurdles of physical travel.
Expanding Reach
What does this mean for social media and email marketing? Well, the impact of video consultations is multi-layered. Firstly, they streamline the discovery of new clinics, consequently expanding your circle of prospective clients. Telemedicine, especially in the form of video consultations, has redefined healthcare by offering a convenient and flexible medium for patients to interact with physicians. This digital approach not only accentuates user engagement but also fortifies a sense of community around the brand.
Why Both Clinics and Patients Stand to Gain
From a practical standpoint, video consultations bring mutual advantages to both patients and aesthetic clinics. For patients, these virtual encounters shatter the obstacles that might prevent them from seeking aesthetic treatment. For the clinics, the efficiencies gained in time and logistics translate to quicker client turnarounds, more consultations, and ultimately, additional revenue streams. Importantly, case studies demonstrate that video consultations can significantly augment clinic conversion rates—up to a staggering 75% for certain treatments like injectables and eyelid surgeries.
Not All Treatments Are Created Equal
However, not all treatments yield equal outcomes through this medium. Clinics must identify which treatments can most effectively be discussed or administered via video consultations to reap the maximum benefits. Paid video consultations represent another dimension. They could be a profitable source of income, but require thoughtful planning to balance revenue goals against patient satisfaction and care quality.
The Numbers Behind Video Consults
Moving to a more economic lens, integrating video consultations could be a game-changer for clinics. Picture this: Your clinic averages 3.5 video consultations per week, with a 75% conversion rate. With simple arithmetic, this equates to an estimated 15-plus treatments each month, or around 182 annually. At an average cost of $250 per treatment, that's an additional $45,500 in yearly revenue. And this doesn't even account for the 'lifetime value' of patients, who may continue to engage with the clinic for recurring treatments, establishing long-term relationships and fostering organic growth.
In conclusion, the potential of video consultations is vast and transformative. They offer a duality of benefits—convenient patient care and strategic business advancement. These video platforms have become essential tools for aesthetic clinics in our increasingly digitized landscape. Therefore, it's not just advisable but imperative for clinics to integrate video consultations into their operations. Doing so will not only enhance patient experience but will also buttress the clinic's revenue and long-term growth prospects in this competitive market.
Most Frequently Asked Questions:
What is a video consultation?
A video consultation refers to an interaction with a patient that takes place via specialized video conferencing software, seamlessly integrated into Clinicminds.
Why is a video consultation valuable for my aesthetic clinic?
Video consultations serve a dual purpose. They not only provide a convenient avenue to introduce newcomers to your clinic, but they also offer an efficient platform for follow-up reviews.
How do I carry out a video consultation?
To execute a successful video consultation, you should be situated in a well-lit room. Moreover, pay meticulous attention to sound quality to ensure a seamless conversational experience.
Do patients require specific software to participate in a video consultation?
Absolutely not. The video consultation will automatically commence within the web browser. There is no requirement for patients to download any additional software or log into a unique environment. All that's needed is the link furnished in the video consultation appointment confirmation email.
Want to learn more send us a message
#### What aesthetic clinic management software should actually do - release v5.18
Running a specialized aesthetic clinic means managing far more than appointments. Patients encounter your brand at every step, from booking online, to paying for treatment, to receiving confirmation emails. When those touchpoints feel fragmented, your clinic pays for it in trust. The right aesthetic clinic management software makes every step feel like yours. Release 5.18 brings more features and possibilities to achieve this.
The Patient Journey Is Also Your Brand
Most clinic owners focus on the in-room experience. The consultation, the treatment, the follow-up. But patients form their impression long before they arrive, and after they leave.
A patient purchasing a gift card online, or paying a prepayment before their appointment, is interacting with your clinic in a digital space. If that space looks generic, no logo, no clinic colours and no continuity. It signals that your practice runs on disconnected tools.
Purpose-built clinic software changes this. Every payment screen, every gift card purchase, every online booking confirmation can carry your clinic's identity. The flow ends with a clear route back to your own website. It feels like one experience, not a series of handoffs between platforms.
For clinics focused on attracting and retaining high-value patients, the quality of digital touchpoints matters as much as the quality of your treatment rooms.
Beauty and Medical Workflows in One Place
Clinics offering both medical and beauty treatments deal with a particular friction: most software is built for one or the other. Staff end up creating records manually, reselecting treatment categories, and repeating inputs across disconnected systems.
The right platform reduces this. When an appointment is made for a beauty treatment, a single button should create the record and preselect the correct treatment, no manual steps. Patients booking beauty services online can choose their specific treatment upfront, so your team knows exactly what to prepare before the appointment starts.
Removing unnecessary intake forms from beauty bookings also reduces the steps a patient has to take. Less friction for the patient. Less follow-up for your team.
This kind of workflow design is what separates a platform built for aesthetic and MedSpa clinics from a generic booking system. The difference shows in the details.
Finance Permissions That Match How Your Clinic Actually Operates
Most clinic software treats finance permissions as an afterthought. In practice, different roles in your clinic need different levels of access, and the line between "can view" and "can modify" matters.
A front desk coordinator should be able to see invoices without being able to change payment records. A clinic manager should be able to prevent outstanding invoices from being created if that does not suit the practice's payment policy. And in markets with strict accounting requirements, invoices should be locked from modification once they are issued.
Granular finance permissions solve this. They let you reflect your clinic's actual policies in the software, without workarounds, without granting broader access than necessary, and without compliance risk. For clinics operating in regulated markets, this is not a minor feature. It is how you stay compliant without adding administrative overhead.
AI Documentation That Keeps Pace With Your Consultations
Longer consultations, complex aesthetic assessments, weight management appointments, or detailed intake sessions, require clinical documentation that keeps pace. AI-assisted summaries now handle recordings beyond 30 minutes, so nothing gets cut short because of a tool's limitations.
A small but meaningful addition: when a record is open, the system flags a mismatch if the patient has an appointment with a different practitioner. It is exactly the kind of check that prevents documentation errors from accumulating quietly over time.
What the Right Aesthetic Clinic Management Software Adds Up To
The improvements above, branded patient flows, connected workflows, precise finance permissions, AI-assisted documentation are individually useful. Together, they describe a clinic that runs on one platform designed for how specialized aesthetic practices actually work.
That is the difference between software built for general healthcare and software built for your type of clinic. See how Clinicminds is priced and what is included to decide whether it is the right fit for your practice.
Want to learn more or see Clinicminds in action?
Chat with us directly. Click the chat button and we will get back to you right away.
#### What Aesthetic Clinics Get Wrong About AI (And What Actually Creates Value)
The AI hype is loud. The results are quieter.
AI is in every conference talk, every vendor pitch, every WhatsApp group of clinic owners. Walk to any aesthetic medicine event this year, and you'll lose count of the booths promising to transform your consultations, your follow-ups, your everything.
But strip away the noise, and there's a harder question worth sitting with. Which clinics are actually getting value from AI, and why aren't most? After years of running a cosmetic clinic and building software for hundreds of others, the pattern is clear to me. AI on its own doesn't create value. The foundations underneath it do.
The AI layer only delivers value when the three foundations underneath it are deliberately built.
The demo always works. The deployment often doesn't. (I've written before about why thorough consultation recording is the backbone of every successful aesthetic clinic, which is the same principle from the other direction.)"
Most AI tools shown at aesthetic conferences look brilliant in a five-minute slot. Six weeks after the pilot starts, half of them are quietly switched off. Nobody talks about that part.
Every clinic owner I know has at least one story of a tool that looked transformative in the demo and was abandoned within two months. The reasons are rarely technical. The AI scribe that promises to save you twenty minutes per consultation only delivers if the notes land in the right patient record, in the right format, ready for follow-up and audit. If they land anywhere else, the practitioner cleans up afterward, and the time saving disappears. Within weeks, the team stops using it.
So what needs to be true underneath the AI for it to actually deliver?
Foundation 1: Your data architecture
This sounds abstract. It isn't. Data architecture is the answer to questions you'll one day be asked under pressure.
What did you actually inject in this patient three years ago, which batch, in which site, with whose consent? Can you produce that record in under a minute? Are you able to export it cleanly if you move systems? Is it possible to run a recall on every patient who received a specific product batch?
If those questions make you uncomfortable, the issue isn't your AI strategy. It's the layer below it. In clinics, weak data foundations show up as failed audits, painful migrations, and records that can't be reconstructed when it matters. Bolting AI onto messy data doesn't fix the mess. It accelerates it.
Foundation 2: Trust and traceability
Trust is the product in healthcare. In aesthetic medicine, where patients pay privately and scrutinize every choice they make about their face, it's the entire competitive advantage.
When AI touches patient records, four things need to be traceable: where the data came from, which version of the AI generated the output, why it produced that particular suggestion, and who reviewed it before it became part of the record. This isn't bureaucracy. It's what lets you sleep at night when a patient, insurer, or inspector asks the hard question.
Foundation 3: Workflow integration
This is the one I see clinics get wrong most often.
Picture a practitioner finishing a forty-five-minute filler consultation. The next patient is in the waiting room. If the AI summary lives in a separate tab that requires login, copy, paste, edit, and save, the tool adds work. The practitioner uses it twice, gets frustrated, and stops. The subscription gets canceled three months later.
If the summary writes itself directly into the patient record where the next person expects to find it, the practitioner barely notices the tool is there. They get their time back. The record is complete. The AI did its job.
The principle behind this is simple. No clinician opens their clinic in the morning thinking about which software they get to use that day. They think about the patients in the diary. Any tool that respects this and disappears into the background will survive. Anything that demands attention for its own sake gets switched off.
Five questions to ask any vendor selling you AI for aesthetics
Take this list into your next demo.
Where does the patient data physically live, and what GDPR safeguards are in place? EU data residency is the baseline. Ask which region the servers sit in, whether the vendor has a signed Data Processing Agreement, and how they handle international data transfers. Vendors who can answer this in detail have done the work. Vendors who get vague have not.
Where does the AI output actually land in the patient record? A single free-text blob is hard to search, report on, or migrate. Output that lands in the right structured fields (history, examination, plan) gives you the readability of narrative and the searchability of structured data.
Can the AI output be reviewed and edited before it's saved? Or does it just write into the record?
Is the AI embedded in your workflow, or a separate product? Separate products lose the adoption battle.
Who reviews and signs off on the AI output, and can you prove it later? AI scribes should produce drafts, not final records. The clinician stays accountable, but only if there's a clear review step and an audit trail to back it up.
The order matters: foundations first, AI second
There's a temptation right now to start with the AI question. Which scribe should we use, which automation tool, which feature? It's the wrong starting point.
The clinics that get real value from AI almost always build the layer underneath it on purpose. Structured data from day one. A single patient record that everyone works from. Clear ownership of who reviews what before it gets saved. Workflows that were designed, not inherited from whatever system happened to be there first.
When those things are in place, the AI on top does what it promises. When they aren't, no AI tool can compensate, no matter how good the demo looked.
The boring foundations win
AI isn't going away, and it shouldn't. Used well, it gives practitioners time back and patients more attentive care. But the clinics that quietly pull ahead over the next few years won't be the ones with the loudest AI strategy. They'll be the ones who got the foundations right first.
Pick one of the five questions above and ask it of whatever software you're running today. The answer will tell you more about your next year than any demo will.
#### What’s the secret to growing your aesthetic clinic’s revenue?
This article is part of the Unlocking Success series.
The correlation between revenue generation and the quality of service in aesthetic clinics is a fundamental concept that underpins successful clinic operations. This link emphasizes that genuine, high-quality patient care naturally leads to increased revenue rather than the other way around. It's a testament to the idea that when clinics prioritize excellent service and patient outcomes above all, financial success follows as a natural consequence.
The power of high-quality service
High-quality service in aesthetic clinics encompasses several dimensions, including the expertise of practitioners, the personalization of treatment plans, the attentiveness of staff, and the overall patient experience. When patients feel valued, understood, and well cared for, they are more likely to become repeat clients and advocates for the clinic, sharing their positive experiences with others. This word-of-mouth marketing is invaluable and directly contributes to a clinic’s reputation and ability to attract new clients.
Impact on patient retention and trust
Furthermore, the quality of service directly impacts patient retention rates. Satisfied patients are not just a source of repeat business; they also tend to opt for more comprehensive treatment plans, trust the clinic’s recommendations, and explore a broader range of services. This deepened trust not only boosts the clinic's revenue through increased service uptake but also elevates the clinic's status in the competitive aesthetic market.
Investing in continuous improvement
Investing in the quality of service also means investing in continuous training for practitioners, adopting the latest technologies and treatments that align with high standards of care, and ensuring that the clinic environment is welcoming and comfortable. While initially costly, these investments pay off by enhancing the patient experience and reinforcing the revenue-service quality link.
Strategic approach to business growth
Clinics that successfully harness this link understand that cutting corners on service quality for short-term gains is counterproductive. Pursuing excellence in patient care is a strategic approach to business growth. It creates a virtuous cycle where quality service drives revenue, which can be reinvested into further improving the clinic and its offerings.
A core operational principle for success
Essentially, the revenue-service quality link is not merely a nice-to-have but a core operational principle for any aesthetic clinic aiming for long-term success and sustainability. By putting quality first, clinics can ensure that financial health is both a goal and a natural outcome of their commitment to exceptional patient care.
Get in touch
Want to learn more about Clinicminds? Send us a message.
#### Why marketing automation is a waste of money (and how to make it work)
How is it possible that the most rapidly growing marketing trend can easily turn out to be just a big waste of money? The answer is simple–it fails if it does not know your patients.
Third-party marketing automation seems simple: an obvious choice without much thinking. It looks like a packed bundle of software goods that finds your patients and caters to their needs by providing them with the services they need. Simple, right?
Well, no. Most third-party marketing automation services identify general customer profiles and templates based on an enormous number of patients. The result of this is an average image of an average member of an average customer of an average trait group that these third-party marketing automation softwares recognize and act upon.
The issue becomes obvious–your patients are not average approximations of large groups of people.
Know your patients
Proper marketing automation processes need to know your patients. Only by targeting your existing patients and being fed actual, specific data about their needs, traits, and habits does it become profitable. Existing patients with their own unique characteristics serve as a powerful tool to capture new leads, which is the sole purpose of marketing automation.
EMR is the ideal database
All the necessary data to turn marketing automation into a profitable asset for your company lies in the form of electronic medical records. EMR is patient-specific and reliable, which are all the necessary qualities for successful automation input data. Your audience is represented by EMR, and marketing automation utilizes existing records to find and target “look-alikes”. If you know your patients, you can recognize your target group more easily. Precision is the key to a successful patient template.
Use the data you have
Third-party data fails to convey the buying habits of your patients. How do you cross-sell if you lack the specific information about what your patients received before? General assumptions can be dangerous to your profits, as too broadly marketed goods or services most likely completely miss their target. On the other hand, correctly informed cross-selling heavily increases your chances of making a sale.
Personalize!
Third-party marketing automation data devises a projection of an average patient, but what your software needs to do is personalize. It is simply not enough to send a message; your message needs to resonate with the patient. Your patients’ behavior is based on their interests, gender, age, past treatments, risk groups, etc. If you target specific factors by personalizing your marketing pattern you increase your chances of reaching the patient.
First-party data > Third-party data
The more first-party data you employ in your marketing automation process, less likely it is to “feel” automated. Patients seek personalized care and service, and by providing that you stand more likely to boost your sales.
There is no need to go lengths to acquire first-party data. As mentioned before, this is the information that you already have. EMR represents a treasure-trove of quality, specific information that third-party automation service data could never obtain. The trick is to include what you already have, which is first-party data, into the automation process. By providing real data to marketing automation, you make the projected audience more real, which in turn makes your sales and profit more real.
So, how to make it work?
In other words, investing in marketing automation is doomed to fail unless you provide it with first-party data. After all, your patients are your target audience, and aiming for a general, abstract patient certainly yields little result. With your data you have the home field advantage: actual patients with accurate data provide actual results in the automation process. With third-party data, you’ll be totally in the dark, all the while hoping that marketing automation is certain to bring in the results.
So yeah, marketing automation certainly can be a waste of money. Now when you know how, do prevent that and turn that failure into a profit.
Want to know more? Chat with us.
#### Why save the best for last?
One of the things that surprise me the most in the aesthetic world is the sense for automation and the huge opportunity entrepreneurs and doctors are missing.
So here is the thing I don't get. We all know that client data is super important and valuable and still weseem to manage our data with excel or old fashion systems that are cumbersome to use.
Instead we prefer to invest heavily in things like:
Location
Personnel
Diary service
Materials
Equipment
Advertising
What if I told you that clinic automation would impact and improve all of the above and more! Most importantly it impacts your client experience. Which should have your highest priority. Yes, even if you’re a starter.
Instead of investing in more square meters, clinic software will make you utilize your existing square meters even better by managing your bookings more efficiently.
Automation will make your employees more profitable and will save you time and money.
Using an integrated online booking system will keep your clinic available for appointments 24/7.
Keep track of your materials and equipment. Know your current supply status and always be aware of your revenues.
Know exactly who to target based on numbers and figures. Automation will give you the insights to spend your advertising budget with the right audience.
#### Why Thorough Consultation Recording Is the Backbone of Every Successful Aesthetic Clinic
A patient mentions, almost as an afterthought, that a previous filler treatment left her with slight asymmetry. She says it casually, between discussing her goals for today's appointment. Three months from now, when she returns for a follow-up with a different practitioner at your clinic, that detail could change the entire treatment approach.
But only if someone wrote it down.
Consultation recording in your EMR is not an administrative task to rush through at the end of a busy day. It is clinical infrastructure. It protects your patients, shields your practice, preserves institutional knowledge, and directly influences your bottom line. Here is why it matters from four perspectives that every clinic owner and practitioner should understand.
Better Records Lead to Better Patient Outcomes
Patient safety starts with what you document. A complete consultation record, including medical history, allergies, previous procedures, product details, and clinical observations, gives every practitioner in your clinic the context they need to make safe, informed decisions.
In aesthetic medicine, this goes beyond standard medical charting. Recording the specific batch number of a dermal filler, the device settings used during a laser treatment, or the exact injection points chosen for a neurotoxin session allows you to replicate successful outcomes and trace the source of any complications. The CREAM guidelines (Case REporting in Aesthetic Medicine), a 16-item consensus-based checklist published in 2023 by a panel of 30+ aesthetic practitioners and researchers, now set a formal benchmark for what thorough aesthetic documentation should include: patient and practice details, procedure specifics, clinical assessment, adverse events, and ethical considerations.
Beyond structured data, there is the clinical value of capturing what patients say between the lines. An offhand comment about skin sensitivity, a concern mentioned while getting dressed, a question about a different treatment area. These incidental details are clinically relevant. When they are recorded, they inform future consultations and demonstrate attentive care. When they are not, they disappear.
Documentation Is Your Strongest Legal Defense
The legal reality of aesthetic medicine is stark. Research shows that the majority of malpractice claims against dermatologists involve elective cosmetic procedures. In analyzed cases, failure to properly document informed consent, treatment side effects, or clinical reasoning featured repeatedly.
Informed consent is not just about getting a signature. It is about recording the conversation: what was discussed, what alternatives were presented, what risks were explained, and how the patient responded. A signed form without supporting documentation in the EMR leaves gaps that opposing counsel will find.
For clinics operating in Europe, GDPR adds another layer. Health data is classified as "special category" data under the regulation, and aesthetic clinics are designated as data controllers. Fines for non-compliance can reach 10 million euros or 2% of annual global turnover. Structured, secure EMR documentation is not optional compliance hygiene; it is a legal obligation. Record retention requirements vary by EU member state, but they all assume your records exist and are accessible. A system that organizes, secures, and retains consultation records by design makes compliance part of daily workflow rather than a separate burden.
What Happens When a Practitioner Leaves?
Staff turnover is a reality in every clinic. When a practitioner moves on, they take their memory of patient relationships with them. The treatment rationale they never typed up. The context behind a specific product choice. The follow-up plan they discussed but only stored in their head.
Now picture this: a loyal patient returns for their next appointment. The original practitioner is gone. The new practitioner opens the patient record and finds a name, a date, and a one-line note. There is nothing about why a particular approach was chosen, what the patient's preferences were, or what was planned next. The patient has to repeat their history. Trust erodes.
Thorough consultation records turn individual knowledge into organizational knowledge. They make practitioner transitions smooth instead of disruptive. They protect your patient relationships from depending on any single person's memory.
How Documentation Drives Revenue
The commercial case for thorough recording is often overlooked, but it is significant. Your consultation notes are the foundation of your rebooking engine. When a documented follow-up plan exists in the EMR, your front-desk team can proactively reach out to patients at the right time with the right message. That is not sales pressure; it is continuity of care, which also happens to drive revenue.
When a patient calls with a question about their last treatment, a staff member who can pull up detailed notes and answer confidently creates a premium experience. That kind of responsiveness builds loyalty and referrals.
Documented treatment histories also enable natural, personalized conversations at future visits. A practitioner who can reference what was discussed six months ago, including the patient's goals, concerns, and preferences, is positioned to recommend relevant next steps. That is how treatment plans expand organically, not through generic upselling, but through informed, patient-centered recommendations.
And then there is time. Practitioners who spend their evenings catching up on notes they did not finish during the day are losing hours that could go toward billable consultations, professional development, or simply rest that prevents burnout.
Turning Documentation from Burden into Advantage
The honest objection to everything above is time. Most practitioners agree that thorough documentation matters, but their days are already full. Typing detailed notes between patients, or worse, after hours, feels unsustainable.
This is where the approach to documentation needs to shift. Purpose-built EMR tools for aesthetic clinics now include AI-assisted consultation recording that listens to the natural flow of a consultation, understands the clinical context, and automatically populates structured patient records. Clinicminds' Quinn AI Smart Summary does exactly this: it captures everything from presenting complaints and examination findings to treatment discussions and follow-up plans, without requiring practitioners to type a single word. The result is thorough, consistent documentation that is completed before the next patient walks in.
When documentation stops being a burden and becomes something that happens naturally during the consultation itself, every benefit described in this article, clinical safety, legal protection, business continuity, and commercial growth, becomes achievable without sacrificing your schedule
Ready to see how it works in practice? Book a demo and discover how Clinicminds turns consultation recording into your clinic's strongest asset.
#### Working from a tablet is more relevant than ever
I can remember the time that doctors working from a tablet was a sci-fi fantasy you would see in shows like Star Trek. Futuristic looking tablets that carried whole information systems from the convenience of your palm. Today most common households have at least one tablet, be that used to track the weekly groceries, or in the five year old’s grubby orange juice covered hands.
Another place you will find tablets more and more often is in a professional setting, like a clinic. Stacks of paper, an old boxy computer and post-its is a thing of the past. A desk without clutter and a sleek looking tablet harmonizes with the clean and professional look of a modern clinic. It can help you achieve the experience intended for your clinic.
I felt like writing to you about this particular topic because Apple just had their most recent presentation. And the part that stuck with me is that there’s now a tablet for every clinic. From the cheaper basic iPad (now compatible with keyboard and pencil!) to the more expensive iPad Pro.
End of the day, I’m hoping to convince you to consider using a tablet in your clinic too. Especially in conjunction with Clinicminds it will help you save time and leave that impression you can be proud of. Want to learn more about the hardware we support with Clinicminds, and how switching over to the work-method Clinicminds enables? Get in touch via chat!
#### You’re wasting 20 minutes of your time every consultation!
How to make Clinicminds do the hard work for you
Clinicminds can do so much to improve your day to day work-life. Saving you time, effort and money by automating processes that would normally take you a good chunk of time every consultation. From online scheduling to text-templates inside your case-history. Every facet of Clinicminds has been thought through to promote efficiency and a professional workflow. The topic of today is Medical Questions. We’re going to dive in and see how you can save yourself 20 minutes every consultation!
Historical Answers
Clinicminds has a handy feature that allows you to pull up your patient’s historical answers to your medical questions. Meaning you only have to put them in once in a while. You can set a period after which the questions need to be reaffirmed. To make sure you’re not cruising on old information for too long.
The crowning feature, send to client
Even easier than the previous option. You can send your medical questions right to your client’s email. This works via a secure link, meaning your client can fill in the questions at home or in the waiting room, so the moment they see you, the questions are already filled in! This saves a bunch of time (est. 20 minutes) every consultation! We really recommend you try this feature. It also works with online bookings, making this even easier!
Want to learn more?
If you’re already a user, head over to our knowledge base, where you can find help on how to set this up! If you’re curious about Clinicminds, head over to our website and start a chat with one of our employees, or request a demo! We’ll be happy to help you determine if Clinicminds is the EMR for you!
### Pages
#### Adipositaszentren DE
URL: https://www.clinicminds.com/de/adipositastherapie-software/
#### Aesthetic Clinic Software AU
URL: https://www.clinicminds.com/au/
#### Aesthetic Clinic Software CA
URL: https://www.clinicminds.com/en-ca/
#### Aesthetic Clinic Software UK
URL: https://www.clinicminds.com/uk/
#### Beauty and Injectable Software
URL: https://www.clinicminds.com/beauty-and-injectable-software/
#### Blog
URL: https://www.clinicminds.com/blog/
#### Case studies
URL: https://www.clinicminds.com/case-studies/
#### Company
URL: https://www.clinicminds.com/company/
#### Contact
URL: https://www.clinicminds.com/contact/
#### CRM to Clinicminds
URL: https://www.clinicminds.com/crm-to-clinicminds/
#### Esthetische Kliniek Software BE
URL: https://www.clinicminds.com/nl-be/
#### Esthetische Kliniek Software NL
URL: https://www.clinicminds.com/nl/
#### FAQ
URL: https://www.clinicminds.com/faq/
#### Features
URL: https://www.clinicminds.com/features/
#### Gewichtsverlies klinieken
URL: https://www.clinicminds.com/nl/obesitas-kliniek-software/
#### Home
URL: https://www.clinicminds.com/
#### Integrations
URL: https://www.clinicminds.com/integrations/
#### Kauneusklinikan ohjelmisto FI
URL: https://www.clinicminds.com/fi/
#### Klinik-Software für Ästhetische Kliniken DE
URL: https://www.clinicminds.com/de/
#### Klinik-Software für Schönheitskliniken CH
URL: https://www.clinicminds.com/de-ch/
#### Logiciel de Clinique Esthétique BE
URL: https://www.clinicminds.com/fr-be/
#### Logiciel de Clinique Esthétique CA
URL: https://www.clinicminds.com/fr-ca/
#### Logiciel de Clinique Esthétique CH
URL: https://www.clinicminds.com/fr-ch/
#### Logiciel de Clinique Esthétique FR
URL: https://www.clinicminds.com/fr/
#### Make the switch
URL: https://www.clinicminds.com/make-the-switch/
#### MedSpa
URL: https://www.clinicminds.com/medspa-software-solutions/
#### Oprogramowanie dla gabinetów kosmetycznych PL
URL: https://www.clinicminds.com/pl/
#### Paper to Clinicminds
URL: https://www.clinicminds.com/paper-to-clinicminds/
#### Pricing
URL: https://www.clinicminds.com/pricing/
#### Privacy policy
This Privacy Statement sets out the use of the Personal Identifiable Information (PII) by Clinicminds ("Clinicminds", "we", "us" and "our") when you use the products or services we offer.
Please read this Privacy Statement carefully, and we recommend checking this page regularly to see if there have been any updates. We may amend this Privacy Statement from time to time, for instance, if the services rendered by us change. In case we change the Privacy Statement, such changes shall be published on its website.
This Privacy Statement was most recently amended on the date of publishing of this document 8th May 2024.
1. Who are we?
Clinicminds is a private company, having its statutory seat in Amsterdam, the Netherlands and registered under chamber of commerce number: 58343210.
The services we offer consist of providing a CRM and Electronic Medical Record (EMR) applications that is used by (aesthetic) cosmetic clinics as a manner to manage the day to day operation of the clinic.
Clinicminds has appointed a Data Protection Officer (DPO). Our DPO can be reached by e-mail for any privacy related questions at fg@clinicminds.com.
2. Applicable legislation
We take your privacy seriously and treat all your personal information with great care. When processing your data, we act in accordance with the General Data Protection Regulation (GDPR) and where applicable also with the Health Insurance Portability and Accountability Act (HIPAA) and if applicable to our processing other (inter) national legislation regarding privacy protection.
3. Our data processing
We only process PII if we have a valid legal basis to do so and we never process PII for other purposes than we have received the information for. Below you will find a short description of our processed PII.
I. When you visit our website
On our website, we collect personal data in the following cases:
If you request a case study, demo, or subscribe to our blog;
If you use our Chatbot;
Via third party cookies.
In cases i and ii, we collect general contact information to contact you. Depending on the information you shared with us, this mostly consists of your name, e-mail address, phone number and any other information you provide us with when you contact us.
Information about possible personal data that is collected through third-party cookies. More information about cookies can be found under the heading cookies. We also collect information that your browser sends whenever you visit our Site (‘Log Data’). This Log Data may include information such as:
a) Your masked computer's Internet Protocol (‘IP’) address,
b) Browser type,
c) Browser version,
d) The pages of our Site that you visit,
e) The time and date of your visit, and
f) The time spent on those pages and other statistics.
II. In offering our services
When using our provided services, we only process information provided to us by our customers that is necessary to provide our services to them. We do not disclose (medical) PII about individuals to third parties for commercial purposes and/or if this is not necessary in providing our services.
III. If you apply for a job with us / or are employed by us
If you apply for a job with us, we will process the information your provided us and save your CV for a maximum of 4 weeks. If agreed upon otherwise we can save your CV for a longer period (up to 1 year). If you are employed by us, we will process all information we are by law required to maintain.
IV. Contacting us
If you contact us we will process the information shared with us to respond to your enquiry and/or to improve our services.
V. Anonymized Data
We may process anonymized data for statistical and quality assurance measures.
4. Sharing of information
We may provide your personal information to third parties; if this is the case, we will only do so with your explicit consent. We do not share any personal information with third parties without your explicit consent unless we are obliged to do so on account of national or international laws, contractual obligations, case law and regulations or if we consider it necessary to do so in defense of our rights.
5. Information security
Regarding the PII we process in accordance with the HIPAA requirements we are required by law to maintain the privacy of protected health information. To do this we have taken various appropriate technical and organizational measures to protect your (personal) information against loss or any form of unlawful use. Your Personal Data is stored in the EU and/or in countries that comply with the GDPR adequacy decision.
6. Retention periods
We only use your information for the purpose, and within the context, you provided it to us. We retain the information we process per our legal obligations. Which means that we may keep for information for as long as necessary to fulfil the purpose we received this information for even if you no longer use our services. In such cases, we ensure that the data is retained in accordance with the legal requirements hereto and solely for the purpose of complying with that legal retention obligation. Where possible, we pseudonymise or anonymise the personal data that we retain.
7. Viewing, changing and deleting your Data
Under the GDPR and HIPAA you have a right to access your data, correct or remove it, or completely withdraw your consent for processing it at any time.
Objection to newsletters and direct marketing: if you no longer wish to receive newsletters and direct marketing from us by email or text message, you may opt out of receiving them by clicking on the unsubscribe link in any email or text message received. You may also unsubscribe by contacting us.
Such requests can be sent to our DPO: fg@clinicminds.com. We will review your request, and we aim to provide you with the requested information within four weeks unless circumstances warrant a more extended period, in which case we will inform you.
8. Cookies
A cookie is a small file that is sent along with pages of this website and stored by your browser on the hard drive of your computer. The information it contains will then be sent back to our servers on your next visit.
By making use of cookies we ensure you of the following:
Making it easier and more pleasant for you to navigate our website.
During a visit your session preferences will be stored, so you do not have to re-enter the same information every time you visit the website
You will not receive the same information every time you visit the website.
We will measure the usability of our website to improve if necessary.
We can offer you personalized advertisements and/or recommendations based on your interests.
We can recognize the device you are using when you visit our website.
We use cookies from third-party partners such as Google and LinkedIn for measurement services, better targeting ads, and for marketing purposes. The cookies we use can change from time to time; please check this page frequently to see any possible amendment we have made.
Service name: Intercom
Function: Intercom is a customer relationship management and messaging tool for web app owners.
Use: This is used to offer you our Chatbot. We process this information with your explicit consent and it is not shared with third parties.
Service name: Google tag manager
Function: Essential cookie for the functioning of our website
Use: Site analytics
Service name: Typekit by adobe
Function: Essential cookie for the functioning of our website
Use: Site analytics and fonts
Service name: Linkedin analytics
Function: Commercial cookie
Use: Commercial purposes
9. Third-party links
Links from our Site to external websites do not operate under this Privacy Policy. For example, if you click on a link on our Site, you may be taken to a website that we do not control. These third-party websites may independently solicit and collect information from you, including personal and financial data. We recommend that you consult the privacy statements of all third-party websites you visit by clicking on the "privacy" link typically located at the bottom of the webpage you are visiting.
10. Automated decision-making
We do not make decisions based on automated processing on matters that can have (significant) consequences for people. These are decisions that are taken by computer programs or systems, without a person being involved.
11. Questions ?
If you are in any way unhappy about how we have handled your personal information or have any questions, then please contact us at fg@clinicminds.com.
If you are not satisfied with our response or handling of your request, you have the right to contact the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) and possibly file a complaint.
#### Programvara för estetisk klinik SE
URL: https://www.clinicminds.com/se/
#### Programvare for skjønnhetsklinikker NO
URL: https://www.clinicminds.com/no/
#### Software de Clínica Estética ES
URL: https://www.clinicminds.com/es/
#### Software per clinica estetica IT
URL: https://www.clinicminds.com/it/
#### Software til skønhedsklinikker DK
URL: https://www.clinicminds.com/dk/
#### Success case study
URL: https://www.clinicminds.com/success-case-study/
#### Success demo
URL: https://www.clinicminds.com/success-demo/
#### Success newsletter
URL: https://www.clinicminds.com/success-newsletter/
#### Success White paper
URL: https://www.clinicminds.com/success-whitepaper/
#### Szoftver esztétikai klinikáknak HU
URL: https://www.clinicminds.com/hu/
#### Vacature
Customer Success / Onboarding Specialist
Wil jij een essentiële rol spelen in de wereld van cosmetische software en écht impact maken bij onze klanten?
Bij Clinicminds zoeken we een enthousiaste Customer Success Specialist die onze klanten helpt het maximale uit ons EPD- en CRM-systeem te halen. Met onze software helpen we cosmetische privéklinieken wereldwijd om volledig papierloos te werken – van planning en verslaglegging tot facturatie en online betalingen.
Je werkt samen in een informeel, gedreven team dat streeft naar optimale klanttevredenheid. Onze organisatie groeit snel, dus er is veel ruimte voor initiatief, eigenaarschap en ontwikkeling.
Hoe ziet jouw dag eruit?
Klantondersteuning: via e-mail, telefoon en screenshare (internationaal)
Onboarding begeleiden: je zorgt dat nieuwe klanten soepel aan de slag kunnen met onze software
Kennisbank uitbreiden en bijhouden: met heldere handleidingen en tutorials
Software testen: je loopt nieuwe functies door, signaleert bugs en denkt mee over verbeteringen
Verbeterkansen signaleren: je deelt klantinzichten actief met ons productteam
Documentatie en processen optimaliseren: je denkt mee aan en optimaliseert interne documentatie en processen
Jouw werkzaamheden in verhouding
🧑💻 Klantondersteuning – 50%
🎓 Onboarding & kennisbank – 25%
🧪 Testen van updates & bugs rapporteren – 15%
📁 Administratieve processen – 10%
Wat neem jij mee?
Ervaring in software ondersteuning of onboarding
Sterke beheersing van zowel de Nederlandse als Engelse taal
HBO werk- en denkniveau
Goede communicatieve vaardigheden, klantvriendelijk en resultaatgericht
Affiniteit met B2B-software en/of cosmetische zorg is een pré
Flexibele en proactieve houding; zelfstandig kunnen werken
Beschikbaarheid van 40 uur per week
Bereidheid om minimaal 1 dag per week op kantoor in Amsterdam te werken
Ervaring met werken op afstand
Handig met systemen (CRM, support tools, kennisbanken etc.)
Ervaring met tools als Intercom, Slack, Notion en ChatGPT is een pré
Wat bieden wij jou?
Direct een jaarcontract
Marktconform salaris op basis van ervaring
Hybride werken (deels thuis, deels op kantoor in Amsterdam)
Een informele en prettige werksfeer zonder bureaucratie
Veel vrijheid en ruimte voor initiatief
MacBook van de zaak
Mogelijkheden om je rol uit te breiden en door te groeien
Toegang tot interne kennisdeling rondom cosmetische zorg & software
Werken in een internationaal georiënteerde omgeving
Over Clinicminds
Clinicminds is een Nederlandse SaaS-onderneming. Onze software wordt wereldwijd gebruikt door klinieken die actief zijn in de cosmetische geneeskunde. We helpen hen efficiënter, veiliger en volledig digitaal te werken. Met een compact en hecht team bouwen we dagelijks aan onze missie: het meest complete en gebruiksvriendelijke platform bieden voor cosmetische klinieken.
We werken met korte lijnen, vertrouwen op elkaar en geven ruimte aan ideeën. Jouw bijdrage telt en is direct merkbaar – voor het team én voor onze klanten.
Interesse?
Zie jij jezelf al werken bij Clinicminds en herken je je in deze vacature?
Stuur dan je CV of LinkedIn-profiel en korte motivatie naar hrm@clinicminds.com. We kijken uit naar je reactie!
#### Vacature: Technical Onboarding Specialist
Wij zoeken een Onboarding Specialist / Technisch Consultant om onze klanten te begeleiden bij de implementatie van onze software. In deze rol help je klanten met het instellen van hun account en ondersteun je bij de migratie van bestaande data. Je hebt een technische achtergrond en kunt data uit verschillende bronnen analyseren en omzetten naar een formaat dat onze software kan verwerken. Daarnaast bied je tweede lijns technische ondersteuning en denk je mee over efficiënte workflows voor onze klanten, die voornamelijk medische klinieken zijn.
Jouw taken en verantwoordelijkheden
Begeleiden van klanten bij de onboarding en implementatie van onze software.
Adviseren over de optimale inrichting van de software op basis van de workflow van de klant.
Ondersteunen bij de import en migratie van data vanuit verschillende systemen naar ons standaard CSV-formaat.
Analyseren en converteren van databestanden, waarbij je zelf de juiste tools en programmeertalen kiest.
Werken met bestaande scripts voor data-import, voornamelijk in PHP en Python.
Tweede lijns technische ondersteuning bieden: analyseren van technische klantvragen, onderzoeken van bugs en doorgeven van duidelijke meldingen aan de ontwikkelteams.
Samenwerken met andere teams om een soepele overgang voor nieuwe klanten te garanderen.
Jouw profiel
HBO werk- en denkniveau, bij voorkeur in een technische richting zoals Informatica, Informatiekunde of een vergelijkbare studie.
Ervaring met data-verwerking, -analyse en/of -migratie.
Technisch onderlegd en kennis van scripting/programmeertalen; ervaring met PHP en/of Python is een pré.
Ervaring met gestructureerde dataformaten zoals CSV, JSON en XML.
Goede communicatieve vaardigheden en klantgericht denken.
Zelfstandig en proactief in het oplossen van technische uitdagingen.
Ervaring met of affiniteit voor de medische sector is een pluspunt.
Uitstekende beheersing van de Engelse en Nederlandse taal.
Wat wij bieden
Een uitdagende functie waarin je technische en klantgerichte skills combineert.
Mogelijkheid om zelfstandig oplossingen te bedenken en implementeren.
Samenwerking met een klein, technisch sterk team.
De kans om direct impact te maken op het werkproces van medische klinieken.
Herken jij jezelf in dit profiel? Dan komen we graag met je in contact! Stuur een email naar jonathan@clinicminds.com
#### Weight-loss clinics
URL: https://www.clinicminds.com/weight-loss-clinics-software/
#### Whitepapers
URL: https://www.clinicminds.com/whitepapers/
#### Программное обеспечение для клиник эстетической медицины
URL: https://www.clinicminds.com/ru/
### Newsletter
#### 2-FA, merge clients, full screen and more....
Besides our significant projects, the online scheduler and support for rooms and equipment, we developed many more important features.
Please take a couple of minutes to read this update article.
Merged location, user, equipment & room dropdown
We've reordered the calendar screens, containing a day-view per location and week-views for physicians, rooms, and equipment.
2-FA
Securing your user accounts is very important. Therefore we added two-factor-authentication by using google authenticator. To secure all user accounts clinic managers can enable and require 2-FA for all user accounts.
Added password change requirement.
When users receive a password via email (when their login is created for the first time, or their password has been reset), they are now explicitly required to change their password.
Merge patient records option
Even in the best medical digital record systems sometimes duplicates happen. Now it’s possible to merge patient records and select exactly which information to use.
Full-width screen view
The app is now available in full width when using a desktop and laptop. This is a very convenient adjustment for diary services who frequently use the calendar windows for scheduling.
Enhancements
Multiple columns for different VAT percentages
In some countries, different VAT percentages are calculated during a single treatment and invoice. Therefore we added columns to the financial report stating all different VAT percentages per invoice which make tax declarations easier and faster.
Calendar view options
We changed the view options of the calendar. The location and doctor drop-down menus which you know are now merged into one dropdown, offering all different views. All different views are still available, though they can now easily be accessed from just one drop-down.
Added IPv6 support
Technical, behind-the-screens enhancements.
Extended user/physician name and details
Up till now we only stored and used the initials and last name of users (doctors). We improved this, and now store sex, initials, first name and last name just like we do with clients. Additionally, we store a short name (abbreviation), and a preferred display name (e.g., if a doctor wants his/her name to be displayed as "Dr. Doe" instead of "J. Doe") in communication with patients.
Updated our TOU and processing agreement.
We updated our terms of use and the processing agreement. Both can be found in our application.
Fixes
Fixed a small calculation bug when providing discounts.
Fixed some small bugs in the calendar which sometimes switched to the incorrect week on Sundays.
Corrected credit invoices which in some cases didn't show the correct VAT amount.
Fixed a scroll issue with some pages after leaving a form field.
Correct handling of credit invoices on exported reports.
Fixed VAT amounts showing on invoices with a discount on the total treatment price instead on a specific product or treatment.
Fixed an issue with time selection during scheduling an appointment. In some cases, the selected treatment time jumped back to default when changing appointment details afterward.
Fixed an issue of selected referral when added by the service. In some cases, the selected referral disappeared after clients used the unique link to send their details.
Various behind-the-screen improvements
Calendar automatically refreshes after some time.
Fixed an issue that caused some treatments to be missing in the treatments export if one record contained multiple treatments.
Invoices and quotes are now numbered per location (1801XXXX for the first location, 1802XXXX for the second location, etc.).
We hope you will enjoy these updates and features.
Clinicminds team.
Link to article: Online scheduling is here!
Link to article: Scheduling rooms and equipment
#### April 2018 - New features and enhancements
Hi guys,
Here we are again with development news about our EMR. We have been working on some beautiful enhancements and fixes. We thank all our users for their input!
Dashboard
New feature
The dashboard now hides occurred appointments on load.
Record
New feature
Records now show documents from original record (consultation / treatment) in follow-up record (treatment / inspection / after treatment).
Enhancements
All pages that send e-mails or SMS messages are now working faster.
We improved the stored photo quality (compression).
Need to download a photo? Now it's in full resolution.
(online) scheduling
New feature
We added a clear and informative progress bar to the online scheduling tool.
Progress bar
feedback progress bar
Enhancements
Mobile devices now automatically show the numerical keyboard for the confirmation code.
We crushed a small bug in the date picker in other time zones.
During scheduling, it's possible to see when specific forms were signed for the last time. Sending forms with appointment confirmations is now even more efficient.
We improved the displayed buttons and links in email confirmations and reminders. Even when e-mail readers mess-up the HTML of the buttons, clients can always use the direct links.
review signed forms during scheduling
settings
New feature
Add category specific texts to appointment confirmations and reminders. Do you want to inform your patients not to drink any alcohol before their (specific) treatment or prepare something in particular? Now you can!
Add category specific text to appointment confirmation and reminder
Inform your patients with category specific text added to the appointment confirmation and reminder
Enhancements
We moved the treatment reminders to the email/SMS template settings window simply because it's more logical.
Product sales are linked to users, making it possible to track and work with commissions.
We added an invoice number column to the record report.
We hope you will enjoy these new features and enhancements.
Have a great week!
#### Automate your birthday wishes
https://clinicminds.wistia.com/medias/82ksccqj6g?embedType=async&seo=false&videoFoam=true&videoWidth=400
Learn more
Set-up MailChimp connection
Automate your birthday wishes
Read our blog to learn why it's a great tool to automate your birthday wishes
#### Benefits of integrated online payments
#### Calendar rebuild
Hi there,
I have some exciting news I want to share with you.
Creating Clinciminds has been a great learning experience. We received great feedback continually and we always consider all feedback very seriously.
After reviewing our calendar and scheduling tool and taking all feedback and experiences in to account we have been busy to rebuilt this section.
We merged the calendar and scheduling windows into one environment, making it more like calendars you all know and probably use. We also made some visual changes to make the experience more intuitive.
This new calendar is available from today! To learn more about the new calendar take a look at the video.
The next step? Adding support for resources. We will keep you posted.
Have a great day!
Guy
#### Case Study ABC Clinic
Embark on a journey through our clients' digital transformation and success story. Learn why our customers value Clinicminds and see how making the change can benefit your clinic to reach greater heights.
Read the ABC Clinic story. One of the established clinics in the Netherlands that does treatments from fillers to surgery. Learn about their experiences with Clinicminds.
Download case study
#### Clinicminds showreel (Russian)
URL: https://www.clinicminds.com/newsletter/showreel-russian/
#### Essentials demo
Welcome to our demo page! The following tutorials consists of a number of chapters (video) with common situations. While watching the video you can jump through different topics by using the shortcuts in the top left of the video player.
Schedule a live demo to get more in-depth information followed by a free trial.
Who we are
We are a Dutch software company based in Amsterdam. Founded in 2012 and specialized in solutions for private clinics. Our clients are aesthetic clinics, skincare clinics, laser clinics, surgical clinics, and medspas. Clinicminds is used daily by thousands of users in 15 different countries worldwide. The application is available in 7 languages: English, German, Spanish, Dutch, French, Hungarian and Russian.
Contact us
Can't wait to learn more?😀 Click here to chat with us or schedule a live demo session.
#### Feature request updates I June
Hi there,
We deployed some great updates to Clinicminds. We would like to thank all our power users for their great feedback! We listened very carefully to their stories and reflected it in the app updates. Take a look at the updates and explanation below. We hope you'll enjoy these updates and it will make you work more flexible.
Cheers!
Clinicminds support team
Move & assign records or product sale
Assign a record or product sale to a different client
Both records as well as product sales can be assigned to a different client in case this record or sale was added to the wrong customer.
Move a record or product sale to a different location
When a user works in a certain location but by mistake logged in in a different location (e.g. London / Cambridge) all generated invoices and product sales will be registered on the incorrect location. You're now able to move the records and sales to the right location which is important for bookkeeping and stats.
Prescriptions
Prescriptions can be added to consultations
After consulting a patient regarding a certain treatment the consultation often leads to scheduling a treatment. Now you're able to prescribe medication during the consultation in preparation of the next appointment and procedure.
If a consultation does not immediately leads to a scheduled treatment you will still be able to add the prescription afterwards when the patient confirms he/she wants to proceed with the suggested treatment.
Edit or add treatment category
Treatment categories can be changed during treatment
We changed the moment of the record closure. Normally the consultation and medical state part would be closed (frozen) after signing the consent forms and continuing with the treatment tab. This means it wouldn't let you go back to the consultation or medical state to add something to your consultation texts, edit or add the categories and add info which was revealed later on to your medical history checklist.
This changed and now you have full flexibility to return and edit from there.
Invoice date
Invoice date can be set to record date
Sometimes you start a treatment but you forget to finalise the invoice the same day. When you finalise the invoice the next day, the invoice will show the current date and revenue will be added to the current day.
Now you can decide which date you wish to use for the invoice: the treatment date or the current date.
Automated massaging
Users can choose whether to send a reschedulation mail/SMS when changing appointments
Editing appointments always updated the client with emails and SMS texts even when this was not necessary or maybe even not wished for. Now you can reschedule and change/edit appointments and choose if you want to inform the patient by email or SMS or just not!
#### Feature updates II June 2017
Hi there,
We are happy to announce a new feature to our application: Diagnoses. Starting today you're able to register your diagnosis or multiple diagnoses during the consultation. This feature is of big importance to support complete the medical registration. Also we added registered diagnoses to our reportings which will provide the opportunities to perform analytics an the registered diagnoses.
Notice: Please remember to assign diagnoses to the applicable categories you've setup in Clinicminds!
We also bring some bugfixes in this release which address some small inconsistencies.
We hope you'll enjoy this new feature.
Clinicminds support team
Diagnosis
Assign a diagnosis during consultation
Use the dropdown to choose the applicable diagnosis or multiple diagnoses during consultation.
Assign diagnoses to the applicable categories.
When a user works in a certain location but by mistake logged in in a different location (e.g. London / Cambridge) all generated invoices and product sales will be registered on the incorrect location. You're now able to move the records and sales to the right location which is important for bookkeeping and stats.
#### February release roundup
Welcome to our februari release roundup. Through your feedback, as well as a new influx of marketeers and sales experts in the business we have tailored the update of the past few months to help you improve your marketing and presence. Along with several other quality of life updates.
Facebook Pixel Tracking
You can use Facebook Pixel to track visitors to your Clinicminds online scheduler.
Want to learn more? Check out the article Tracking the Online Scheduler: Facebook Pixel to help you get started.
Redirect visitors after online booking
You can redirect visitors of your online scheduler to a custom URL after they complete a new booking. This can be useful if you want to show them a ‘booking completed’ page on your own website, or for tracking conversions.
Want to learn more? Check out the article Redirect visitors after online booking to help you get started.
Google Tag Manager Support
You can use Google Tag Manager to add custom analytics and scripts to your Clinicminds online scheduler. This page provides a description of setting up and using the integration with Google Tag Manager.
Read this handy article to learn how to supercharge your marketing: Tracking the Online Scheduler: Google Tag Manager
PREVIOUS RELEASED IMPROVMENTS
improvements to record-keeping and various other quality of life improvements.
We have enabled backdating of records. The system will clearly indicate when a record has been backdated. The creation date will be preserved as well. There’s also permission to gate this functionality to just the people who need it.
You can now zoom in and enlarge the font on the informed consent form, no more squinting for your patients!
increase font size in informed consent
The time-out procedure now shows the patient name and Date of Birth, this way you have a more solid verification.
Our letters (such as the GP letter) now show details of the practitioner, such as their profession.
Invoices can now show more details of the practitioner, such as their physician registration codes.
We added various confirmation alerts before removing things off records, such as treatments or packages.
We have added a tax exempted column in the treatment/records report. We’ve also added the name of the original practitioner in the after treatments reports.
You can now undo appointment actions such as cancellations and no-shows.
Appointment confirmations can now include the doctor’s name. For that extra personal touch. There’s a setting to turn this on.
On drawings, we’ll now pre-fill the latest entered amount. Making things easier and quicker.
Separate user role permissions for report categories. So you can specify who has access to what report (allowing you to give separate access to your marketeer and your accountant, for example)
Easier and faster switching between working times and blockades of practitioners.
#### Free online scheduling is here!
We’re super excited to announce that we’ve added a state of the art online scheduler which can be integrated into your website. This will definitely increase the number of scheduled appointments, will unburden the diary service and decrease your monthly costs. Let your customers schedule appointments whenever they want to or whenever it's convenient for them.
Why different?
But why is this online scheduler so different than others? First, as is in most online schedulers, it’s not required for users to create a username and password which most users tend to forget and experience difficulties when they return the next time to schedule an appointment. Less information is required, which makes scheduling faster and more convenient. Second, we use SMS messages to verify the client’s mobile number.
The complete development of this online scheduling tool is such a significant project that we decided to release it in stages. It is now released as a public beta version, meaning there are still more features, tweaks and interface improvements to expect in the coming period. In the meantime, we would love to receive your feedback and ideas!
Website integration
We developed 4 different options to integrate the online scheduling widget to your website. Do you want the see the different options? Here you can review the four options. Click the links below, find the button and try the online scheduler for yourself!
Link (at the contact information)
Button
Floating button
Frame
Currently, there are already plenty of cool features we can mention, but that would make this update message a long read. Therefore we invite you to read the manual on our support portal. But we did much more the past period and developed more features.
New features
Link: Online scheduling manual
Link: Schedule rooms, equipment, and more new features
#### GDPR improvement e-mail attachment delivery
The GDPR is now in effect. As you may know, we already made multiple enhancements according to the GDPR. However, we decided to improve the way Clinicminds delivers personal information via e-mail.
With this change, Clinicminds delivers a unique service to comply even more with the current regulation.
https://clinicminds.wistia.com/medias/d1lduusayo?embedType=async&seo=false&videoFoam=true&videoWidth=400
#### How to register a treatment explained in 45 sec
[arve url="https://vimeo.com/390685323" aspect_ratio="4:3" /]
#### Inform your patients before their appointment
Hi there,
We are happy to bring you our spring update of Clinicminds. We are continually improving our application and made several behind the scene enhancements. Additionally, we crushed some bugs as well during the process. But most often we add new features like we did this time as well.
Efficiency
Making your day to day operation more efficient is one of our key objectives. The medical aesthetic field extensively works with consent forms. Now, these forms take time to read. Reading during a consultation means losing precious time. You want to minimize the chance that patients still need to read the consent forms when they're in your practice but would want to have time to discuss any questions regarding the consent form.
Therefore we added the option to send the consent forms together with the appointment confirmation email.
Click the applicable forms when scheduling or add them as a default to the category scheduled. Do you already use our sophisticated online scheduling tool? Great, this feature is supported by the online scheduling tool as well.
If you wish to send a separate consent form informing patients about the new GDPR regulation, this feature will support it beautifully and conveniently.
Send consent forms with appointment confirmation
Order your services
After launching our online scheduling tool we kept on developing it. We added new features like online cancellation and rescheduling, enhanced previous features and kept listening to our users.
Now it's possible to order the presented services yourself, putting the service you wish to promote first in the correct place.
Order your online services
Other enhancements
search bar to treatments settings screen
'Stop' working times when a doctor is removed
Check display of reschedulation message checkboxes
Fixed credit invoices for records with a treatment plan
Clinicminds team
#### It's in the little things
Sometimes simple features can have a big impact on your work. This update brings three new features you will definitely appreciate.
New features
Daily schedule
It is now possible to automatically send practitioners their next day schedule via e-mail at 8 PM / 20:00 (hours).
Mark patient as arrived
Clients can be marked as ‘arrived’ when they are in the waiting room for an appointment. The client record on the dashboard will show a chair icon, clearly indicating to the practitioner that the patient arrived. Marking a patient as arrived is possible directly from the dashboard but also from the calendar view. Click the thumbnails below to review the large image.
Dashboard appointment pop-up
Client arrived button
Client arrived button from calendar
Archive patient record
It's well known that a clinic is required to keep patient treatment records for a number of years. Regulation about this differs per region. But in case a client explicitly requests in writing to delete his or her file, in general practitioners are required to do so. This is even more strict with the upcoming GDPR regulation. Now it's possible to delete all medical information and archive specific administrative documents of the patient.
Enhancements
Upon requests, the calendar setting for clinics with one practitioner will now show the week-view by default.
Taking the GDPR regulation into consideration appointments and online bookings can be deleted.
The same accounts for the recipient mobile phone number for receiving SMS text messages. Now, this phone number is pseudonymized in SMS logs (e.g., +3161*****78) increasing privacy according to the GDPR regulation.
Various improvements regarding security and data protection
User interface improvements to the calendar and appointments
Fixes
We fixed a bug that sometimes caused a blank page to appear after logging in using a passcode.
We fixed a bug that caused PDF exports for invoices to timeout.
Clinicminds team
#### MailChimp 📨 and more...
After all the intense work in the past weeks preparing for the GDPR, we now bring you more exciting new updates.
We often describe in our updates and articles that marketing is essential for all clinics, large and smaller. Making it easy to send bulk mail campaigns to your clients was one of our primary goals in the past few weeks.
Therefore, we're pleased to announce that from now we support a MailChimp connector in Clinicminds.
MailChimp sync feature (beta)
As we are still developing and enhancing this new MailChimp feature, we now provide this feature as a beta. Currently, this feature syncs your subscribed client details with a (pre-created) MailChimp list. All clients which are subscribed by you from within Clinicminds, or via the online scheduler, will be synced to this MailChimp list.
The great thing is that whenever the client unsubscribes to your mailings, this will be synced to Clinicminds as well.
Why beta
We bring you this feature as a beta version because we are still enhancing this feature. The next steps will be to fine tune some technical details but most important we are developing filters. Filters will provide the possibility to select specific clients you wish to email based on prior treatments, visits or other details. Talk about making marketing more effective!
Learn more?
Want to learn on how to set up the MailChimp connection? Click here.
Other updates to the application
‘Notes for client’ field to treatment plans
Treatment plans are great to provide your client with an overview of the treatment(s) discussed during the consultation. Creating a treatment plan lets you select which treatments you advise your client. However, sometimes you wish to add more information because, for example, the selected treatment name is not specific enough. That is why we added a notes field to a treatment plan. In this field, you can describe more details about the procedure, surgery or other important details or agreements you've discussed during the consultation.
Add products to treatment plans and quotes
It's now possible to add products to treatment plans and quotes. Think for example about products for pre-care or after-care like cremes, lotions and pressure clothing.
Product sales displayed in the treatment history popup
We added product sales to the treatment history pop-up to make it easier and faster to review.
Online Scheduler updates
Generate links for scheduling a specific service
As mentioned before, we spent much time to help you get your marketing up and running and improve conversions. Therefore we introduce a fantastic new feature called direct services links for scheduling (e.g., direct link to Chemical Peel appointments).
It's now possible to generate links for your services and use these on your web pages. For example: let's say you provide a treatment called 'Chemical peels'. You're also offering this service in your online scheduling tool. Now you can create a booking button to present on your Chemical Peel webpage. Whenever clients click this button, they will be redirected immediately to the online scheduler with the correct service already selected.
‘Back’ button
The online scheduler has now got a 'back' button at all stages of the process. When clients make a mistake or wish to change a prior selection they do not need to start all over again. Great!
Change location on the available time window
The selection of the treatment location (clinic location) is now editable in the available time window as well. A relatively small but significant addition, improving the client experience. When clients wish to see if they can attend an appointment at different dates or times at a different location they can now quickly switch.
Change mobile number
We made it possible to change the mobile phone number if this was entered incorrectly during the process.
We hope you will enjoy these updates. Feel free to provide us with your feedback. We love to get inspired by our customers.
Clinicminds team
#### More updates January 2017
We continue to develop our app every day. Check out our latest updates we just pushed.
New - cash register view
It's now faster and easier finish up the day and balance your cash register with the new cash register day view. You don't have to export a financial report for the day and create sum the totals. This is immediately visible in this window. The good thing is that you can give permission to certain users to use this window.
Close consultation tab
During the consultation it's sometimes quite clear that the patient is just not suitable for the discussed treatment. Up till now, if the patient did not answer the medical history and current medical status questions, the physician was required to answer these questions before being able to close the consultation. For cases like we describe here you're now able to close the consultation without answering these questions.
Edit drawing
Editing a drawing, created during an earlier treatment, now requires you to actually use the edit button to make sure no changes are created by mistake when reviewing the drawing. Besides that, for legal reasons, all changes are tracked and saved in the record. (click the images to enlarge)
We hope you'll enjoy these new updates. Keep sending us your great feedback!
Stay tuned for more updates soon.
Clinicminds team.
#### New features and enhancements in June update 2018
We have summed up some of our major updates and enhancements. Please read this carefully to learn more about when and how to use these new features.
Application
We’ve improved the calendar for use throughout the day! Completed appointments are now dimmed (shown lighter), making it easier to see which appointments are still open. Also, we now show an icon for no-show appointments, both in the calendar and on the dashboard.
Dimmed calendar
The first name of clients is now shown after the surname in the calendar, making it easier to greet clients by their first name.
You can now choose per individual appointment whether the client may reschedule or cancel via a link to the online scheduler. You can still set up default settings in the app via ‘menu > Settings > Calendar/Booking Settings’. When adding or editing an appointment from the calendar, you can now override these settings in the appointment popup.
Allow rescheduling online
It’s now possible to edit a record after closing it, as long as it’s not been invoiced. Many users sometimes make mistakes in the treatment data (e.g., wrong amount), which they notice during the payment when the record has already been closed. As long as a record has not been invoiced, it’s now possible to reopen it again using the ‘Edit Record’ button at the bottom. If the record has been invoiced, it’s still possible to edit the invoice as before, though this requires a special user permission.
reopen the record to edit
We added a ‘Product sales’ report, so you can easily export all clients who purchased a product. We also added the price to the ‘Treatment data’ report, so you can see how much a client spent on a treatment.
We now show ‘Resend’ buttons for all messages that can be sent from the app. This makes it easier to send something again if the client lost the original message.
Various other improvements and bug fixes.
Online Scheduler
The phone number input in the online scheduler has been greatly improved! It’s no longer necessary to enter the mobile phone number in international format (beginning with a ‘+’). If clients live in the same country as your clinic, they can just enter their number in ‘local’ format. We now also show a clear explanation about this.
It’s possible to show an explanation for the different appointment types in the online scheduler (consultation, treatment, inspection, after-treatment). E.g., if you want to mention that treatments may only be booked after having a consultation, this can now be done! You can set this up in the app via ‘menu > Calendar > Services’.
Various visual improvements in the online scheduler.
#### New features and updates May 2017
Hi everyone,
We are excited to announce new features and enhancements we recently added to Clinicminds. We hope you will enjoy these updates.
Volume pricing for treatments
As of today it is possible to create volume pricing for treatments. Do you use volume pricing for your Botox or Filler treatments selling multiple zones for a volume price? It's possible to set it up in the application and make sure the stock is updated accordingly.
Date of birth
The client’s date of birth is now printed on personal invoices. This is for example especially useful to clients who need to send their invoice to an insurance company. Clinics are still able to print additional information on their invoices.
Gender & age filters surgical checklist
In surgical checklists you’re able to create new question entries according to gender and age filters. Need specific questions to appear for patients below, between or above a certain age? This is now available.
Remove products sales
We added the option to remove a product sale after it has been registered.
Medical questions url
We improved the security for medical question URLs sent to clients on their first appointment. Of course the website was already secured via SSL but now even the link to this website is secured. Safety first!
Username
The username is now displayed when the application is locked with a passcode, making it more clear who is logged in to the app.
Drawing templates
Thanks to our friends at Merz Aesthetics we added the original drawing templates for registering Ultherapy treatments. Thanks guys!
#### New medical questionnaire
Hi guys,
We are very excited to announce that we've rebuild our medical questionnaire. The medical history and current medical status questionnaire now offers multiple question types providing more flexibility in building the questionnaire you need.
Keep reading to learn more about this enhanced feature.
Now use free text fields, drop down lists, radio buttons, check boxes and the well known yes/no options for different questions.
Of course you can setup questions as required, if necessary add the option N/A (not applicable) and require an explanation if applicable.
Building your question is simple
It's simple to start building your questionnaire. Add, edit or delete options. Move them in the correct order. Also never create a question twice. When the question is applicable for multiple categories, just tick the checkboxes.
Now also age specific
As certain information becomes more relevant or required with a certain patient age, it is now possible to specify when a question will show.
We hope you will enjoy this new update!
Clinicminds support team
#### November product update
Hey everyone, and welcome to another product update. We hope you’re enjoying the last few months of the year! We’re excited to announce what we’ve been working on recently. Such as improvements to record-keeping and various other quality of life improvements.
We have enabled backdating of records. The system will clearly indicate when a record has been backdated. The creation date will be preserved as well. There’s also permission to gate this functionality to just the people who need it.
You can now zoom in and enlarge the font on the informed consent form, no more squinting for your patients!
increase font size in informed consent
The time-out procedure now shows the patient name and Date of Birth, this way you have a more solid verification.
Our letters (such as the GP letter) now show details of the practitioner, such as their profession.
Invoices can now show more details of the practitioner, such as their physician registration codes.
We added various confirmation alerts before removing things off records, such as treatments or packages.
We have added a tax exempted column in the treatment/records report. We’ve also added the name of the original practitioner in the after treatments reports.
You can now undo appointment actions such as cancellations and no-shows.
Appointment confirmations can now include the doctor’s name. For that extra personal touch. There’s a setting to turn this on.
On drawings, we’ll now pre-fill the latest entered amount. Making things easier and quicker.
Separate user role permissions for report categories. So you can specify who has access to what report (allowing you to give separate access to your marketeer and your accountant, for example)
Easier and faster switching between working times and blockades of practitioners.
#### Opnemen BSN nummer verplicht, ook in de esthetische kliniek
BSN-registratie
Er is veel onduidelijkheid over de registratie van het BSN-nummer binnen de private cosmetische geneeskunde. De belangrijkste vraag, welke binnen vele cosmetische klinieken bestaat, is of het registreren van het BSN-nummer nu wel of niet VERPLICHT is. Naar aanleiding van overleg met het KNMG is hier nu meer duidelijkheid over te verschaffen.
De primaire vraag, of het BSN-nummer genoteerd dient te worden in het dossier van cliënten die cosmetische behandelingen ondergaan, terwijl deze behandelingen niet vallen onder het Nederlands zorgstelsel, is voorgelegd aan de juristen van het KNMG.
Deze kwamen tot de volgende beredenering:
Art. 4 Wet bsn-z: “Een zorgaanbieder gebruikt het burgerservicenummer van een cliënt met het doel te waarborgen dat de in het kader van de verlening van zorg te verwerken persoonsgegevens op die cliënt betrekking hebben.”
Art. 1 sub c Wet bsn-z: “zorgaanbieder = zorgaanbieder als bedoeld in de Wet kwaliteit, klachten en geschillen zorg;”
Art. 1 Wkkgz: “zorgaanbieder = een instelling dan wel een solistisch werkende zorgverlener;”
Art. 1 Wkkgz: “instelling = een rechtspersoon die bedrijfsmatig zorg verleent, een organisatorisch verband van natuurlijke personen die bedrijfsmatig zorg verlenen of doen verlenen, alsmede een natuurlijke persoon die bedrijfsmatig zorg doet verlenen;”
Art. 1 Wkkgz: “zorg = Wlz-zorg, Zvw-zorg en andere zorg;”
Art. 1 Wkkgz: “andere zorg = handelingen op het gebied van de individuele gezondheidszorg als bedoeld in artikel 1 van de Wet op de beroepen in de individuele gezondheidszorg, niet zijnde Wlz-zorg of Zvw-zorg, alsmede handelingen met een ander doel dan het bevorderen of bewaken van de gezondheid van de cliënt;”
BSN-registratie en GDPR
Vervolgens rees de vraag of het registreren van het BSN-nummer in de esthetische kliniek niet in strijd is met de GDPR wetgeving. Immers, wordt het BSN-nummer, anders dan een identiteitscontrole, niet gebruikt ter controle van bijvoorbeeld verzekeringsgegevens. De juristen van het KNMG kwamen tot de volgende beredenering:
“Zowel de GDPR (AVG) als de nationale wetgeving met betrekking tot het verwerken van het nationaal identificatienummer zijn van toepassing. De AVG kent in artikel 87 een grondslag voor het stellen van specifieke voorwaarden aan de verwerking van een nationaal identificatienummer in nationale wetgeving.
Artikel 46 van de Nederlandse Uitvoeringswet AVG regelt dat een nummer dat ter identificatie van een persoon bij wet is voorgeschreven, bij de verwerking van persoonsgegevens slechts gebruikt wordt ter uitvoering van de betreffende wet dan wel voor doeleinden bij de wet bepaald. In feite is dit een kapstokbepaling, op basis waarvan in andere wetten invulling kan worden gegeven aan dergelijke nummers.
Voor de zorgsector is in dit kader de Wet aanvullende bepalingen verwerking persoonsgegevens in de zorg (Wabvpz) van toepassing (voorheen heette die wet de Wet gebruik burgerservicenummer in de zorg).
In het algemeen gaat internationale wetgeving voor op nationale wetgeving. Daarom zijn enkele bepalingen in de WGBO die in strijd waren met de AVG daaraan aangepast via de Aanpassingswet AVG. In dit geval is dus de Wabpvz van toepassing. Als deze wet in strijd was geweest met de AVG, was deze ook daaraan aangepast."
Conclusie
De KNMG-juristen concluderen dat op grond van de bovenstaande redeneringen de cosmetische kliniek WEL VERPLICHT is om het BSN bij deze casuïstiek te registreren. Binnen Clinicminds zal daarom ook, in de nabije toekomst, de optie om het BSN een verplicht veld te maken gefaciliteerd gaan worden.
#### Schedule Rooms & Equipment
Implementation of rooms and equipment into Calendar
We received feedback regarding scheduling rooms and equipment. While receiving this feedback, we started to review different ways of integration. We found several options which we didn’t like, for example, various separate calendar screens for rooms or equipment. The problem is that it’s often not possible to schedule in the regular calendar and at the same time review the availability of rooms or equipment.
That’s why we developed a different solution which shows rooms and equipment together with the regular time-based calendar of the physician.
Support for rooms & equipment into online scheduler
While we introduced online scheduling, we also integrated the ability to reserve rooms and equipment for online scheduled appointments. Simply attach rooms to specific consultations or treatments and the online schedule will take it into consideration when showing availability online. The same accounts when using only rooms or only equipment.
Explore these new features now by reading the manual. Click here to review this manual on our support portal!
But we did much more. We created more features and performed fixes. Click here to continue to read!
Link to article: Online scheduling is here!
#### Staying on top of legal, supplemental patient ID check
Several weeks ago in the Netherlands, there was a case of a cosmetic physician accidentally treating a customer below the age of consent. The person in question lied about her age. Even though the physician undoubtedly had no ill intentions the judge ruled against him. While most clinics do their due diligence, the judge’s decision on the matter means every clinic needs to check their customer’s ID at every single appointment.
Sounds tedious? Because it is, but it’s been regulation before the judge’s decision. This decision simply taught Dutch clinics this is a line that can no longer be skirted.
ID check
Clinicminds is dedicated to being a complete solution for your clinic. After the judge’s decision, we immediately set the wheels in motion to develop a feature to indicate in your patient’s file if the ID has been checked. It’s important the reception can do that for you too. So once they check the ID on their end they can hit save and you as the doctor can be absolutely sure who you’re treating is actually who they say they are. And if an inspectorate comes knocking, you can show in your patient’s files that you’ve been consistent with checking ID because these checks are logged.
Don’t let these things catch you off guard, let Clinicminds help you stay on top of legal.
ID check
#### Summer news 2018
New E-mail / SMS reminder information link
Even though the Clinicminds app already sends out an information request to new patients, there are always patients that forget to fill in their information by using the provided secured link. Therefore we've created the option to set up a reminder for clients to respond to this information link. This will increase the chance that patients will fill in their personal and medical information prior to their visit. When they do, this will save you time during the consultations.
Learn more: setup medical history request reminder
Send medical history link manually at the clinic
In case your patient arrives at the clinic and still didn't respond to the reminder as well, it's now possible to send this request manually as well!
Learn more: send the medical link manually
Enabling or disabling information link
We added a setting to globally enable or disable sending the information link to clients (asking for client details and medical questions).
Learn more: enable/disable information link
Expired medical history
As patients visit your clinic periodically their medical situation can change over time. Obtaining the latest information about their health situation is crucial for practitioners. Therefore we created a setting to automatically send the link again if the client hasn’t visited for a number of days.
Learn more: re-request medical history information
Bookkeeping
Treating your patients is your main concern but of course, keeping track of your sales numbers and bookkeeping is necessary as well. Therefore we added two new reports for import into bookkeeping systems (sales journal entries and payment journal entries). These include general ledger account numbers, which can be set up for each treatment (package), product, and payment method.
Date of birth and reports
In some cases, it's very convenient to be able to filter on the date of birth while exploring reports. Therefore we added the client's date of birth to some more reports where it was missing.
MailChimp sync enhancements
To further improve filtering within MailChimp we added ‘Appointments’ and ‘Visits’ fields to MailChimp sync.
Bug fixes and enhancements
While developing the above features and new upcoming features, we also crushed some minor bugs and enhanced some other features as well.
#### The Operative Update
Exciting news! Lots of amazing features are coming after summer, but we just couldn’t wait to show off what the team came up with this time! We took a long hard look into Operative Reports and figured it deserved an expansion.
So that’s exactly what we did. You can now report your surgery like a boss and wow all your colleagues with your superior note-taking. Seriously, we made it easier than ever to customize the surgery process up to your own standards and gave it a nice place on the treatment tab to help you navigate your way around.
We added a template builder that allows you to set up your operative report to your own liking. We added an operative report under the treatment section, so you no longer need to use a text template in the notes section (you still can, however, if you don’t like change…)
Give it a try and make sure to set it up before your next operative report so you can start using the new feature right away! We hope this makes your life that much easier. Thank you for using Clinicminds, and I’ll see you at the next update!
To learn how to set up your surgery template reports, click here >>
#### Update March 2017
Good day everyone,
We deployed an update to Clinicminds. We're sure you will enjoy this update as it provides new features and enhancements which you'll be able to use immediately for your clinic.
Enhanced photo comparison tool
We enhanced the photo comparison tool. Now zoom in, reposition the photos and send it directly to your client or download it. The cool thing is that it will keep the zoomed position and will add the clinic's logo automatically. The perfect marketing tool is here. Share this with you clients and let them share your work and name with family and friends.
New reports
We wanted to give you even more insights. Now you have the option to export
records
records in PDF as a ZIP fie
exact number of treated patients and treatments (updated)
Additionally we added more accurate information on the number of after-treatments to support clinic management. These new reports also help clinics to yearly provide the local inspectorates with their treatment data, thus complying to local legislation.
Pharmacy
Register the client's pharmacy-name to the client overview and details. This will save you time in the future.
Cancellation details
Why blame a cancellation on your client if it's you that cancelled the appointment? It stops here. Register exactly who cancelled the appointment.
Extra filter for cash register view
Use this filter to see the cash register results based on a single physician.
Thanks again for sending us your feedback. As always we appreciate your thoughts and ideas. Keep sending them to us.
Clinicminds team
#### Update October 2017
Hi there,
We're happy to announce that we've updated clinicminds and bring you some new features.
Under the hood
First iOS 11 has been released and it brings great new options and features to iPad users. We love it! For this release of iOS 11 we've been busy to make some under the hood enhancements which enable the app to run as smoothly as always.
Appointment reminders
Second we have made an adjustment to the appointment reminders. Now it is possible to send e-mail & SMS appointment reminders separately and on a different moment before the appointment. For example, send the appointment reminder e-mail 48 hours in advance and the appointment reminder SMS 24 hours in advance. This increases the power of the reminders and will reduce no shows even more.
Try SMS confirmations & reminders for free
Third we added the option to try out a limited amount of SMS appointment confirmations and reminders for free. This can be used by our existing customers who don't use SMS at the moment and for our trial accounts. If you don't use them yet, make sure to give it a try!
New drawing templates
Lastly we have implemented 2 new drawing templates. The first is a detail of the lips and the other is a zoomed version of the frontal face to be able to draw even more specific. Add these templates to the appropriate treatment categories.
Now you may ask "Is this all you've been doing?"... well no actually not. We're doing much more and we will bring it to you soon. Want to know what? It has something to do with scheduling appointments... So stay tuned !
Clinicminds team
#### Update: New record types
Hi there,
We bring you new features with this update. Features we think will enrich your experience and will improve your day to day work.
‘Phone Call’ record type
In todays aesthetic practices phone calls are very common to answer prospect or patient questions as well as for post procedure follow up. We understand it provides more insights to have this phone call registered in a clear record type. That's why we added a new record type. Start a new 'phone call record' and note everything that's discussed during the call.
Scheduling phone call
Performing phone calls means the practitioner needs to reserve time and for both practitioner as well as for the patient it's convenient to schedule this call. So additionally we added the option to schedule a ‘Phone Call’ appointment.
‘Message’ record type
Apart from voice calls many clinics do follow up by email and sometimes even social media or WhatsApp. We also notice an increase in questions that are answered using these media. That's why we added another new record type called 'Message'. Register every important email or other message you share with your patient and make sure your registration is completely up to date.
Surgical Site Infections
Post procedure complication registration already exists within inspection records. It's vital to register complications and to follow up on these over time. Additionally clinic management should evaluate the complete list of post procedure complications regularly to judge if processes should be improved. This is often also required by local inspectorates.
A specific complication is the post surgical infection which of course isn't a new parameter. Probably this complication is now already being assessed on regular basis. But tightened regulation requires clinics and physicians to register this complication more specifically and to make sure they evaluate these over time.
We added the ability to register this specific complication. We also added the option to export a full report of all registered post surgical infections for managing purposes. With this feature compliance is enhanced even more again.
#### Updates February 2017
Check out our new features and updates available right now in Clinicminds. Some new features require you to create or edit some texts and configure some settings. Take a moment to read carefully and use these new features immediately.
New features
1.Send out ‘Thanks for visiting’ SMS texts a configurable number of hours after a clinic visit.
2. Send out an individual survey email, SMS text or both after a configurable number of days post treatment.
3. Treatment category abbreviations are shown in the calendar day view to provide additional information.
4. Configure how many hours before the appointment the appointment reminder will be sent out (email & SMS texts).
5. Use free text to be printed on invoices e.g. additional clinic information or information for insurance companies.
6. Newly designed pop-up when closing the treatment record summarising all available checkboxes for sending all items.
7. Configure default settings for sending record details and never forget to send you patient the required information.
8. Export quotes and invoices as ZIP files.
9. We added a new breast-measurement drawing template for female patients consulted for a breast augmentation.
Enhancements
Copy client data button now copies the complete set of client details
Copy client data button works without Flash (e.g. on Safari browser)
Client address no longer has to be complete.
Additional 'schedule appointment' button on dashboard.
We hope you will enjoy these new features and updates.
Clinicminds team
#### Updates February 2018
Hi there everyone,
Here we are again with news about some excellent updates and enhancements to Clinicminds.
We are so excited about these new updates! We are also delighted to see the enthusiasm regarding the newly introduced online scheduling tool. Our users are super pleased with this new, free to use, functionality and the possibilities that it brings.
Online booking features and enhancements
We’ve been working hard to make the online experience even better for your patients.
First, we have visually redesigned the first release of the online scheduling tool. The new look and feel provide an even better experience for the clinic's website visitors.
Second, we really wanted to go that extra mile. To unburden the clinic's diary service even more and service the clinic's clients even better we are now introducing online appointment cancellation and rescheduling. Amazing!
In the appointment confirmation e-mail, which a patient receives after booking an appointment, a cancellation/rescheduling button is available. This way the diary service is less bothered to cancel or reschedule appointments. It also reduces chances of now-shows and actually increases chances of rescheduling instead of canceling appointments.
Please note: this feature is available as of now when the clinic uses online scheduling. You do have to activate online cancellation & rescheduling in the calendar settings window.
Other new features
Search bars
We added new search bars to several administration sections like quotes, invoices, treatment material stock, and product stock. These make searching for the right invoice or inventory a lot easier.
Multi-selection and search feature
We added a multi-selection feature to diagnosis, treatments, and products in treatment records. Additionally, we added search bars in case of available long lists. This way it’s possible to search for the correct item quickly.
Daily email
It’s possible to receive the next day schedule daily via e-mail. It even contains a direct link to your Clinicminds calendar.
Direct link to appointments
E-mail notifications for online bookings/rebooking/cancellations now contain a direct link to the appointment in the calendar. Now review and approve online bookings very fast and easy.
E-mail notifications
Email notifications are now sent to clinics for all online bookings but also for cancellations or rebooking.
Additionally we broke out the Mecha-Bug-Swatter-90010 and squashed a whole bunch of bugs. Expect more better and less bad!
Other enhancements
Consultants
When clinics work with consultants, they're now able to provide permission for their user role, facilitating to schedule appointments for a user with that user role. That enables scheduling appointments for consultants (who do not perform treatments).
Calendar
The calendar now remembers the last view which facilitates the views of clinics with one or two physicians.
Loader
We improved the loader within the app. It's now a small blue bar at the top instead of in the center of the screen and thus less disturbing.
Zooming
We dramatically improved the photo zooming within the browser (laptop/desktop) which makes positioning the picture’s for comparison even better.
Client matching
We improved client matching for online scheduled appointments.
Available online times
The algorithm for calculation of available times for online bookings is updated continuously.
Review appointment details
Details (notes etc.) of canceled appointments can now be reviewed.
We hope you will enjoy these new updates.
Clinicminds team
#### Updates July 2017
Thank you for visiting this July 2017 update post!
We are excited to tell you about some great feature updates. We implemented important administrative features to manage your clinic. Some of these were on top of the feature request list and now they're here and will improve our end-to-end solution for clinics. Besides these new features we solved some smaller bugs and improved general performance.
New features
Credit invoices
You're now able to create credit invoices directly in Clinicminds. This way, you'll keep the revenue monitor and financial reports up-to-date and available for bookkeeping. To create credit invoices you can look up the invoice in the invoices window or directly from the payment tab of the applicable treatment. Need extra info printed on the credit invoice? No problem! Just add any explanatory notes while creating the credit invoice. Sending the credit invoice is as simple as sending the regular invoice.
Stock per location
Keep track of your stock per location and know exactly when you need to supplement. This works for treatment materials as well as products.
Physician and/or user registration
In the patient overview window, every record type (e.g. consultation, treatment and reviews) will show the specific user that created the record. In certain circumstances this will make it easier to schedule a patient back at the consulting physician.
Enhancements
New drawing templates
We added new drawing templates for registering treatments of varicose veins.
Tax amounts
The financial report now shows tax amounts per tax rate instead of cumulative. This will facilitate to file tax reports.
Bug fixes
Product revenue
We fixed a report concerning products sale. The product revenue was shown incl. tax in the financial report, while the header said ‘excl. tax’
Phone/email links
Due to changes to iOS the phone and email links stopped working. We fixed it!
Copy calendar URL
The copy calendar URL stopped functioning in Google Chrome due to changes to the browser. Well it works again.
Enjoy the summer and Clinicminds!
#### Updates part I January 2017
Happy New Year, here are some updates
A new year has started and we want to wish you a very happy new year, lots of succes and treatments in 2017 ! This year you can expect much more from Clinicminds. We will be developing our app continuously, bringing new features and enhancements. This past year we received your feedback and we loved it ! Please keep sending us your findings and great ideas as we truly value this. Our mission is to bring you the best solutions.
Differentiate cancellations
Unfortunately cancellations occur during the day to day work. But some customers repeatedly cancel their appointment too late and some usually cancel on time. You're now able to mark a cancellation as on time or as too late and visually differentiate. With this update you're able to review your customers behaviour even better.
Future vs past appointments
It's now visually easier to distinguish between future and past appointments. Don't forget that you're able to read past appointment notes by simply clicking on past appointments that contain a note.
Upload multiple images at once
When using an external camera, you need to upload the photos to Clinicminds. Now you're able to select multiple photos to upload at once. Tip: click the reference button and photograph your screen to remember which photos belong to which patient.
#### Updates part II January 2017
Notes for client
We continually develop our app to make sure that Clinicminds supports practitioners to comply with regulation. That is why we've added the 'notes for client' section to the treatment tab.
Practitioner notes vs notes for client
You're now able to add two different kind of notes to the treatment tab. The first is the practitioner note. This note contains information for the practitioner regarding the performed treatment. This note is only visible to the practitioner. On the other hand, you're able to ad a note for the client. This note will be printed on the treatment summary and provides you a way to alert patients about important information regarding their specific treatment.
#### Vacature Customer Success Specialist
Clinicminds is een professioneel EPD- en CRM-systeem voor cosmetische privéklinieken. Van planning, verslaglegging, tot facturatie en online betalingen; wij verwerken elke dag duizenden dossiers om klinieken wereldwijd te helpen volledig papierloos te werken.
Ons team is op zoek naar een enthousiaste Customer Success Specialist. Dit betreft een fulltime functie (parttime bespreekbaar). Remote werken is onderdeel binnen deze functie.
In deze nieuwe functie ben je verantwoordelijk voor het internationaal ondersteunen van het Clinicminds EPD/CRM-systeem als ook het succesvol on-boarden van nieuwe gebruikers. Wil jij werken voor een scale-up organisatie met korte lijnen, veel verantwoordelijkheid en volop ruimte voor eigen initiatieven? En wil jij klanten helpen waarde te creëren met Clinicminds? Dan zoeken wij jou!
Wij zoeken een kandidaat met:
Minimaal 3 jaar werkervaring in (software) support en/of customer success management
Uitstekende communicatieve vaardigheden
HBO werk- en denkniveau
Goede beheersing van de Nederlandse en Engelse taal in woord en geschrift (pré: Frans, Spaans, of Duits)
Affiniteit met B2B SaaS platforms
Inzicht in bedrijfsprocessen met verschillende stakeholders (zoals artsen, assistenten, management)
affiniteit in de private gezondheidszorg is een pré
Een flexibele, betrokken en positieve werkhouding
Een enthousiaste, resultaatgerichte en klantvriendelijke instelling
Herken jij jezelf direct in bovenstaand profiel? Stuur dan je CV (of LinkedIn profiel) en motivatie per e-mail naar hrm@clinicminds.com of chat met ons!
#### Vacature Junior developer - omgeving Amsterdam / Haarlem
Voor de doorontwikkeling van Clinicminds (SAAS Platform) zijn wij op zoek naar programmeurs/ developers die ons team willen versterken:
Belangrijke skills : JavaScript, CSS, PHP en MySQL
Nice to have skills : Node.js, React, Twig en Git
Dienstverband : Part-time / Full-time
Niveau : junior / medior developers zijn welkom
Locatie : kantoor in Halfweg/Suikersilo, deels flex werken is mogelijk
Interesse? neem contact op met Guy op hello@clinicminds.com
Clinicminds is een Nederlandse startup in SaaS oplossingen, gevestigd in Sugar City Halfweg (Amsterdam). Wij bieden gespecialiseerde applicaties voor de private gezondheidszorg, zoals een toonaangevend elektronisch patiënten dossier (EPD) en CRM systeem voor esthetische klinieken.
#### Vacature sales / account manager SaaS
Wil jij werken voor een scale-up organisatie met korte lijnen, veel verantwoordelijkheid en volop ruimte voor eigen initiatieven? Heb jij een passie voor het ontwikkelen van salesprocessen voor nieuwe markten? Clinicminds is een Nederlandse scale-up in SaaS-oplossingen, gevestigd in Amsterdam en biedt een gespecialiseerde applicatie voor de private zorg, een toonaangevend Elektronisch Patiëntendossier (EPD) en CRM-systeem voor (medisch) esthetische klinieken.
Ons team is op zoek naar een enthousiaste sales/account manager. In deze nieuwe functie ben je verantwoordelijk voor het internationaal ondersteunen en vermarkten van het Clinicminds EPD/CRM-systeem. Zo ga je nieuwe markten aanboren door middel van eigen onderzoek met ondersteuning van ons team. Ben je enthousiast geworden? Dan willen wij je graag ontmoeten!
Wij bieden:
Een sfeervolle en representatieve werkomgeving.
Flexibel en hybride werken (ook nadat de beperkende COVID-19 overheidsmaatregelen zijn ingetrokken).
Optie tot part-time werken (minimaal 4 dagen).
In-house training.
Groeimogelijkheden.
Marktconform arbeidsvoorwaardenpakket.
Wij zoeken een kandidaat met:
Werkervaring in software sales (SaaS platform) onboarding of andere vormen van support (zoals customer service).
Zelfstandig denkvermogen om creatief een nieuwe markt te enthousiasmeren.
Goede communicatieve vaardigheden.
Goede beheersing van de Nederlandse en Engelse taal in woord en geschrift.
Affiniteit met business applicaties.
Inzicht in bedrijfsprocessen met verschillende stakeholders (zoals artsen, assistenten, management).
Interesse in de private gezondheidszorg is een pré.
Een flexibele, betrokken en positieve werkhouding.
Een enthousiaste, resultaatgerichte en klantvriendelijke instelling.
Soort dienstverband:
Full-time (part-time is bespreekbaar, minimaal 4 dagen)
Opleiding:
HBO (werk- en denkniveau)
Taal:
Nederlands en Engels
Herken jij jezelf direct in bovenstaand profiel? Reageer dan met je CV (of LinkedIn profiel) en een korte motivatie.
Acquisitie naar aanleiding van deze vacature wordt niet op prijs gesteld.
#### Voordelen van geïntegreerde online betalingen
### Integrations
#### ActiveCampaign
Connect your clinic's patient data with powerful marketing automation
What is ActiveCampaign?
ActiveCampaign is a leading marketing automation platform that combines email marketing, CRM, and intelligent automation into one powerful system. With over 1,000 integrations and AI-powered features, ActiveCampaign helps businesses deliver personalized, behavior-driven customer journeys at scale.
Key Features
Email Marketing – Create professional campaigns with drag-and-drop design
Marketing Automation – Build sophisticated workflows with 135+ triggers and 500+ pre-built automation recipes
CRM Integration – Track contacts, deals, and interactions in one place
Multi-Channel Messaging – Reach contacts via email, SMS, and WhatsApp
AI-Powered Intelligence – Predictive sending, content generation, and sentiment analysis
Integration with ClinicMinds
ClinicMinds integrates with ActiveCampaign through Zapier, enabling seamless data flow between your clinic management system and your marketing automation platform.
How It Works
When events occur in ClinicMinds—such as a new patient registration, completed treatment, or appointment booking—this information can automatically trigger personalized marketing campaigns in ActiveCampaign.
The Power of This Integration
Your First-Party Data, Supercharged
ClinicMinds is your single source of truth for patient data. Every detail about your patients lives in one secure system:
Patient Profiles – Complete contact information and demographics
Treatment History – Which procedures they've had and when
Geographic Data – Where your patients are located
Visit Frequency – When they last visited your clinic
Treatment Preferences – Types of procedures they're interested in
Precision Marketing with ActiveCampaign
By connecting this rich first-party data to ActiveCampaign, you unlock powerful targeting capabilities:
Patient Data in ClinicMinds
Marketing Action in ActiveCampaign
Last visit was 6+ months ago
Send re-engagement campaign
Had Botox treatment
Promote follow-up or related treatments
Located in specific region
Target with location-specific offers
New patient registration
Welcome sequence with clinic information
Birthday approaching
Personalized birthday offer
Completed treatment course
Request review or testimonial
Use Cases
1. Automated Patient Retention
Patients who haven't visited in 3, 6, or 12 months automatically receive personalized reminders based on their treatment history.
2. Treatment-Based Follow-ups
After a Botox treatment, patients receive timed emails about optimal re-treatment windows. After laser treatments, they get aftercare tips and follow-up scheduling prompts.
3. Geographic Campaigns
Promote clinic events, new treatments, or special offers to patients in specific cities or regions.
4. Personalized Upselling
Based on treatment history, suggest complementary procedures. Someone who had facial injectables might be interested in skincare treatments.
5. Lifecycle Marketing
From first inquiry to loyal patient—automate the entire journey with targeted content at each stage.
Benefits
Save Time – Automate repetitive marketing tasks
Increase Revenue – Re-engage dormant patients and promote relevant treatments
Personalize at Scale – Send the right message to the right patient at the right time
Data-Driven Decisions – Track campaign performance and optimize continuously
GDPR Compliant – Both platforms support compliant data handling
Getting Started
The ClinicMinds-ActiveCampaign integration is available through Zapier. Contact our support team to learn how to connect your accounts and start leveraging your patient data for smarter marketing.
contact support →
Transform your clinic's patient data into personalized marketing campaigns. With ClinicMinds and ActiveCampaign, you have everything you need to grow your practice through intelligent automation.
#### Bird
Clinicminds is the all-in-one GDPR and HIPAA compliant clinic software for aesthetic clinics and MedSpas. Clinics around the world use it to streamline their operations and run completely paperless. It offers all features needed to smoothly run your clinic: (online) scheduling, prepayments, video appointments, electronic medical record (EMR), and advanced analytics and marketing features to help you grow your business.
Bird is a dynamic omnichannel messaging tool that integrates communication across platforms like WhatsApp, Instagram, TikTok, Facebook, and email. It also offers powerful marketing solutions, including newsletters, promotions, chatbots, and AI-driven features.
When you use Clinicminds and Bird together, you get the following benefits:
Sync patient data from Clinicminds to Bird. This allows you to see complete patient details in your Bird inbox, when a patient contacts you through any messaging channel. Also, you can use these data for marketing campaigns from Bird.
Open Bird contacts from their Clinicminds patient profile. That way, you can see past messaging in Bird for a specific patient, or contact a patient through a messaging channel in Bird, all in one click.
Build automated flows in Bird using triggers and actions from Clinicminds. Using the no-code workflow automations in Bird, you can automate any process in your support and marketing communication. For example, you can respond to incoming messages from patients, and automatically find data or perform actions in Clinicminds.
Are you new to Clinicminds? Then browse our website to learn more, or send us a message if you have any questions or want to get a free demo for your clinic!
Are you already a Clinicminds customer? Then you can set up our Bird integration by following the steps in this article.
#### Boxly
What is Boxly?
Boxly is an AI-powered lead management and CRM platform designed specifically for aesthetic and cosmetic clinics. With smart lead routing, automated follow-ups, and comprehensive referral tracking, Boxly helps clinics convert more inquiries into booked appointments while reducing administrative workload.
Key Features
AI-Powered Lead Management – Automatically sort, label, and route leads to the right team members
Referral Tracking – Full visibility into patient referral sources and marketing attribution
Multi-Channel Communication – Connect via email, SMS, WhatsApp, and social media
Automated Follow-Ups – Nurture flows that turn interest into confirmed appointments
Smart Analytics – Track conversion rates, revenue, response times, and team performance
AI Receptionist – 24/7 patient communication with treatment-specific responses
Integration with ClinicMinds
ClinicMinds integrates with Boxly through Zapier, enabling seamless lead flow between your patient management system and your lead conversion platform.
How It Works
When events occur in ClinicMinds—such as a new patient inquiry, consultation booking, or treatment completion—this information can automatically sync with Boxly. Conversely, when leads convert in Boxly, patient data flows back to ClinicMinds for complete record keeping.
The Power of This Integration
Your First-Party Data, Supercharged
ClinicMinds is your single source of truth for patient data. Every detail about your patients lives in one secure system:
Patient Profiles – Complete contact information and demographics
Treatment History – Which procedures they've had and when
Geographic Data – Where your patients are located
Visit Frequency – When they last visited your clinic
Treatment Preferences – Types of procedures they're interested in
Precision Lead Management with Boxly
By connecting ClinicMinds to Boxly, you unlock powerful lead tracking and conversion capabilities:
Event in ClinicMinds
Action in Boxly
New patient inquiry
Auto-create lead with source tracking
Consultation booked
Update lead pipeline stage
Treatment completed
Trigger referral program enrollment
Patient refers a friend
Track referral source attribution
Follow-up appointment needed
Create automated nurture sequence
VIP patient identified
Flag for priority handling
Use Cases
1. Lead Source Attribution
Track exactly where every patient comes from. Understand which marketing channels—Google Ads, Instagram, referrals, or website—drive the most valuable leads.
2. Referral Program Management
Automatically enroll patients in your referral program after treatments. Track who refers whom and reward your best advocates.
3. Automated Lead Nurturing
Set up intelligent follow-up sequences for leads who don't book immediately. Convert more inquiries into consultations with timely, personalized outreach.
4. Multi-Location Lead Routing
For clinics with multiple locations, automatically route leads to the correct branch based on patient preference or proximity.
5. Response Time Optimization
Monitor team response times and ensure no lead falls through the cracks. Get alerts when leads haven't been contacted within your target timeframe.
Benefits
Convert More Leads – AI-powered routing and follow-ups increase booking rates
Track Every Referral – Full visibility into patient referral sources and ROI
Save Time – Automate lead categorization and follow-up sequences
Multi-Channel Reach – Communicate via email, SMS, WhatsApp, and social media
Data-Driven Decisions – Analytics on conversion rates, revenue, and team performance
24/7 Availability – AI Receptionist handles inquiries around the clock
Getting Started
The ClinicMinds-Boxly integration is available through Zapier. Contact our support team to learn how to connect your accounts and start converting more leads into booked patients.
contact support →
Turn every inquiry into an opportunity. With ClinicMinds and Boxly, you can track referrals, automate lead nurturing, and convert more prospects into loyal patients.
#### Delighted
What is Delighted?
Delighted is a turnkey customer feedback platform trusted by leading brands like Uber, Slack, Instacart, and Target. With its intuitive interface, multi-channel survey distribution, and real-time analytics, Delighted makes it easy to measure Net Promoter Score (NPS), customer satisfaction (CSAT), and other key experience metrics.
Key Features
Multiple Survey Types – NPS, CSAT, 5-star ratings, smileys, and custom surveys
Multi-Channel Distribution – Send surveys via email, SMS, web, in-app, or kiosk
30+ Languages – Collect feedback from patients in their preferred language
Real-Time Analytics – Instant reporting with built-in dashboards and insights
Smart Logic – Adjust follow-up questions based on responses
750+ Integrations – Connect with Salesforce, HubSpot, Slack, Zendesk, and more
Integration with ClinicMinds
ClinicMinds integrates with Delighted through Zapier, enabling automated feedback collection from your patients at key moments in their journey.
How It Works
When events occur in ClinicMinds—such as a completed treatment, appointment, or patient registration—a survey can automatically be sent to the patient via Delighted. Capture feedback in real-time without manual effort.
The Power of This Integration
Your First-Party Data, Supercharged
ClinicMinds is your single source of truth for patient data. Every detail about your patients lives in one secure system:
Patient Profiles – Complete contact information and demographics
Treatment History – Which procedures they've had and when
Geographic Data – Where your patients are located
Visit Frequency – When they last visited your clinic
Treatment Preferences – Types of procedures they're interested in
Automated Feedback Collection with Delighted
By connecting ClinicMinds to Delighted, you can automate patient surveys based on clinic events:
Event in ClinicMinds
Survey Action in Delighted
Treatment completed
Send NPS or CSAT survey
First appointment finished
Send new patient experience survey
Patient not visited in 6+ months
Send win-back feedback survey
Consultation completed
Send consultation satisfaction survey
Package or membership purchased
Send onboarding experience survey
Support interaction resolved
Send service quality survey
Use Cases
1. Net Promoter Score (NPS)
Measure patient loyalty automatically after treatments. Track how likely patients are to recommend your clinic and identify promoters and detractors.
2. Post-Treatment CSAT
Send customer satisfaction surveys immediately after treatments. Capture feedback while the experience is fresh and response rates are highest.
3. New Patient Experience
Survey first-time patients to understand their initial impressions. Use insights to optimize the onboarding journey and reduce drop-off.
4. Treatment-Specific Feedback
Create targeted surveys for specific procedures. Gather detailed feedback on Botox, laser treatments, or other services to improve quality.
5. Real-Time Alerts
Get instant notifications when patients leave negative feedback. Respond quickly to resolve issues before they escalate.
Benefits
Save Time – Automate survey distribution based on clinic events
Increase Response Rates – Beautiful, mobile-optimized surveys that patients actually complete
Real-Time Insights – Instant access to feedback with built-in dashboards
Multi-Language Support – Survey patients in 30+ languages
Actionable Data – Tag and segment feedback for deeper analysis
Close the Loop – Respond to feedback directly from the platform
Getting Started
The ClinicMinds-Delighted integration is available through Zapier. Contact our support team to learn how to connect your accounts and start collecting patient feedback automatically.
contact support →
Turn patient feedback into actionable insights. With ClinicMinds and Delighted, you can automate NPS and CSAT surveys, measure satisfaction in real-time, and continuously improve your clinic's patient experience.
#### Drip
What is Drip?
Drip is a marketing automation platform specifically designed for businesses that want sophisticated email and SMS automation without complexity. With advanced segmentation, visual workflow builders, and 200+ integrations, Drip helps businesses deliver hyper-targeted campaigns that drive revenue.
Key Features
Visual Workflow Builder – Create sophisticated automations with an intuitive drag-and-drop interface
Advanced Segmentation – Behavior and lifecycle segments that update automatically
Multi-Channel Marketing – Reach customers via email, SMS, and social media retargeting
Pre-Built Templates – 20+ best-practice workflow templates ready to customize
Revenue Attribution – Track exactly how campaigns contribute to sales
High Deliverability – 99.5% average deliverability rate ensures messages reach inboxes
Integration with ClinicMinds
ClinicMinds integrates with Drip through Zapier, enabling seamless data flow between your clinic management system and your marketing automation platform.
How It Works
When events occur in ClinicMinds—such as a new patient registration, completed treatment, or appointment booking—this information can automatically trigger personalized marketing campaigns in Drip.
The Power of This Integration
Your First-Party Data, Supercharged
ClinicMinds is your single source of truth for patient data. Every detail about your patients lives in one secure system:
Patient Profiles – Complete contact information and demographics
Treatment History – Which procedures they've had and when
Geographic Data – Where your patients are located
Visit Frequency – When they last visited your clinic
Treatment Preferences – Types of procedures they're interested in
Precision Marketing with Drip
By connecting this rich first-party data to Drip, you unlock powerful targeting capabilities:
Patient Data in ClinicMinds
Marketing Action in Drip
Last visit was 6+ months ago
Send re-engagement campaign
Had Botox treatment
Promote follow-up or related treatments
Located in specific region
Target with location-specific offers
New patient registration
Welcome sequence with clinic information
Birthday approaching
Personalized birthday offer
Completed treatment course
Request review or testimonial
Use Cases
1. Automated Patient Retention
Patients who haven't visited in 3, 6, or 12 months automatically receive personalized reminders based on their treatment history via email or SMS.
2. Treatment-Based Follow-ups
After a Botox treatment, patients receive timed emails about optimal re-treatment windows. After laser treatments, they get aftercare tips and follow-up scheduling prompts.
3. Geographic Campaigns
Promote clinic events, new treatments, or special offers to patients in specific cities or regions.
4. Personalized Upselling
Based on treatment history, suggest complementary procedures. Someone who had facial injectables might be interested in skincare treatments.
5. Lifecycle Marketing
From first inquiry to loyal patient—automate the entire journey with targeted content at each stage using Drip's visual workflow builder.
Benefits
Save Time – Automate repetitive marketing tasks with pre-built workflow templates
Increase Revenue – Drip customers using segments earn 5x more revenue
Personalize at Scale – Send the right message to the right patient at the right time
Multi-Channel Reach – Connect via email and SMS from one platform
High Deliverability – 99.5% deliverability ensures your messages get seen
GDPR Compliant – Both platforms support compliant data handling
Getting Started
The ClinicMinds-Drip integration is available through Zapier. Contact our support team to learn how to connect your accounts and start leveraging your patient data for smarter marketing.
contact support →
Transform your clinic's patient data into personalized marketing campaigns. With ClinicMinds and Drip, you have everything you need to grow your practice through intelligent, multi-channel automation.
#### Facebook Meta conversions
What is Meta Pixel?
Meta Pixel (formerly Facebook Pixel) is a piece of JavaScript code that tracks visitor behavior on your website. It enables you to measure ad performance, build targeted audiences, and optimize your Facebook and Instagram campaigns for better results.
Key Features
Conversion Tracking – Measure actions like bookings, sign-ups, and page views
Custom Audiences – Retarget people who visited your website or scheduler
Lookalike Audiences – Find new patients similar to your existing ones
Dynamic Ads – Automatically show relevant treatments based on user behavior
Cross-Platform Reach – Target users on Facebook, Instagram, Messenger, and Audience Network
Real-Time Optimization – Meta's algorithm learns and improves ad delivery over time
Integration with ClinicMinds
ClinicMinds offers direct integration with Meta Pixel. Simply add your Pixel ID to connect your online scheduler — enabling powerful tracking and retargeting capabilities.
How It Works
When patients interact with your online scheduler, ClinicMinds sends event data to Meta. Track booking completions, build retargeting audiences, and optimize your ad campaigns for more appointments.
The Power of This Integration
Track the Complete Booking Funnel
With Meta Pixel connected to your ClinicMinds online scheduler, you can track every step of the patient journey:
Scheduler Event
Meta Pixel Benefit
Scheduler page viewed
Build awareness audiences
Treatment browsed
Retarget with relevant procedure ads
Booking started
Create warm audience segments
Booking completed
Track conversions and measure ROI
Booking abandoned
Retarget to recover lost appointments
Build Powerful Audiences
Meta Pixel enables sophisticated audience targeting:
Website Visitors – Retarget everyone who visited your clinic's website
Scheduler Visitors – Target people who showed booking intent
Converters – Exclude existing patients or create loyalty campaigns
Lookalike Audiences – Find new patients similar to those who booked
Engagement-Based – Target based on time spent or pages viewed
Use Cases
1. Retargeting Campaigns
Show ads to people who visited your scheduler but didn't book. Remind them to complete their appointment with targeted offers.
2. Conversion Optimization
Let Meta's algorithm find people most likely to book. Optimize campaigns for actual appointments, not just clicks.
3. Lookalike Audiences
Upload your patient list or use website visitors to find new potential patients with similar characteristics.
4. Treatment-Specific Ads
Show dynamic ads featuring the exact treatments visitors browsed on your website.
5. ROI Measurement
Track exactly how many bookings come from your Facebook and Instagram ads. Calculate true return on ad spend.
Benefits
Direct Integration – Connect with just your Meta Pixel ID
Higher Conversion Rates – Businesses see up to 23% higher conversions with proper pixel tracking
Lower Ad Costs – Optimized targeting reduces cost per acquisition by up to 34%
Smarter Algorithms – Meta learns from your data to improve ad delivery
Cross-Platform Reach – One pixel powers ads on Facebook, Instagram, and partner networks
Audience Insights – Understand who your potential patients are
Getting Started
To enable Meta Pixel on your ClinicMinds online scheduler:
Create a Meta Pixel in Meta Events Manager
Copy your Pixel ID (format: 15-16 digit number)
Add the Pixel ID in your ClinicMinds scheduler settings
Verify the pixel is working using Meta Pixel Helper browser extension
Start building audiences and tracking conversions
Need help? Contact our support team for assistance with setup and configuration.
contact support →
Turn website visitors into booked patients. With ClinicMinds and Meta Pixel, you can retarget interested visitors and optimize your Facebook and Instagram advertising for maximum ROI.
#### Google Ads
Measure the impact of your Google Ads campaigns on bookings through the online scheduler. To track Google Ads conversions, you use Google Tag Manager as a central container for all your tracking pixels.
How does it work?
First, install Google Tag Manager and connect it to your Clinicminds environment
Link Google Tag Manager to the online scheduler
Then place the Google Ads pixel (conversion tag) in Google Tag Manager
By using Google Tag Manager as a container, you can not only measure Google Ads, but also easily add other tracking tools without having to modify code each time. This way, you can accurately track conversions from Google Ads and optimize your marketing campaigns based on real booking data from your practice.
For more information about integrating Google Ads via Google Tag Manager, please contact our support team.
contact support →
#### Google analytics
What is Google Analytics?
Google Analytics 4 (GA4) is Google's powerful web analytics platform that helps you understand how visitors interact with your website and applications. With AI-powered insights, cross-platform tracking, and a privacy-first approach, GA4 provides the data you need to make smarter business decisions.
Key Features
Event-Based Tracking – Track every interaction: page views, clicks, scrolls, video plays, and custom events
AI-Powered Insights – Predictive metrics like churn probability and revenue forecasting
Cross-Platform Tracking – Unified view of user journeys across websites and apps
Enhanced Measurement – Automatic tracking of scrolls, downloads, and video engagement
Privacy-First Design – GDPR and CCPA compliant with consent-based tracking
Advanced Audience Segmentation – Target specific user groups based on behavior and demographics
Integration with ClinicMinds
ClinicMinds offers direct integration with Google Analytics. Simply add your GA4 Measurement ID to connect your online scheduler — no additional tools or coding required.
How It Works
When patients interact with your online scheduler, ClinicMinds automatically sends event data to Google Analytics. Track every step of the booking journey and understand how visitors convert into patients.
The Power of This Integration
Track the Complete Patient Journey
With Google Analytics connected to your ClinicMinds online scheduler, you gain deep insights into booking behavior:
Scheduler Event
Analytics Insight
Scheduler page viewed
Total visitors starting the booking process
Treatment browsed
Most popular procedures and services
Time slot selected
Preferred booking days and times
Booking completed
Conversion rate and goal completions
Booking abandoned
Drop-off points in the funnel
Understand Your Audience
Google Analytics provides rich data about who your potential patients are:
Demographics – Age, gender, and interests of your visitors
Geographic Data – Where your visitors are located
Device & Browser – How patients access your scheduler (mobile vs desktop)
Traffic Sources – Which channels drive the most bookings (organic, paid, social, referral)
User Behavior – How visitors navigate before and after using the scheduler
Use Cases
1. Conversion Rate OptimizationIdentify where visitors drop off in the booking process. Use data to optimize your scheduler flow and increase completed appointments.
2. Marketing AttributionUnderstand which marketing channels (Google Ads, social media, email, organic search) drive the most valuable patients.
3. Audience InsightsLearn who your potential patients are — their demographics, interests, and online behavior — to refine your marketing messaging.
4. Performance MonitoringTrack scheduler performance over time. Set up custom dashboards to monitor bookings, traffic trends, and conversion rates.
5. Predictive AnalyticsLeverage GA4's AI-powered insights to predict user behavior and identify opportunities to improve patient acquisition.
Benefits
Direct Integration – Connect with just your GA4 Measurement ID, no coding needed
Real-Time Data – See scheduler activity as it happens
Complete User Journeys – Understand the full path from first visit to booked appointment
Free & Powerful – Enterprise-level analytics at no cost
Privacy Compliant – Built-in consent management for GDPR and CCPA
Actionable Insights – AI-powered recommendations to improve performance
Getting Started
To enable Google Analytics on your ClinicMinds online scheduler:
Create a GA4 property at analytics.google.com
Copy your Measurement ID (format: G-XXXXXXXXXX)
Add the Measurement ID in your ClinicMinds scheduler settings
Start collecting data immediately
Need help? Contact our support team for assistance with setup and configuration.
contact support →
Make data-driven decisions about your clinic's online presence. With ClinicMinds and Google Analytics, you have complete visibility into how patients find and book with your practice.
#### Google Tag Manager
What is Google Tag Manager?
Google Tag Manager (GTM) is a free tag management system from Google that lets you add, update, and manage tracking codes and scripts on your website — without modifying the source code. With an intuitive interface, version control, and built-in security features, GTM empowers marketers to deploy tracking independently.
Key Features
Easy Tag Deployment – Add tracking pixels and scripts without developer assistance
Preview & Debug Mode – Test tags before publishing to ensure accurate tracking
Version Control – Revert to previous configurations with one click if issues arise
Permission Controls – Assign access levels (View, Edit, Approve, Publish) to team members
Server-Side Tagging – Process data on secure servers for improved performance and privacy
Community Templates – Access pre-built solutions for quick implementation
Integration with ClinicMinds
ClinicMinds offers built-in support for Google Tag Manager in the online scheduler. Simply add your GTM container ID to start tracking patient booking behavior and conversions.
How It Works
When patients interact with your online scheduler—viewing available slots, selecting treatments, or completing bookings—these events can be captured and sent to your marketing platforms through Google Tag Manager.
The Power of This Integration
Track the Complete Booking Journey
With GTM connected to your ClinicMinds online scheduler, you gain full visibility into how patients book appointments:
Scheduler Event
What You Can Track
Scheduler opened
How many visitors start the booking process
Treatment selected
Which procedures generate the most interest
Time slot chosen
Popular booking times and days
Booking completed
Conversion rate and successful appointments
Booking abandoned
Where patients drop off in the process
Send Data to Any Platform
Google Tag Manager acts as a central hub, allowing you to send scheduler data to multiple platforms simultaneously:
Google Analytics 4 – Analyze booking behavior and user journeys
Google Ads – Track conversions and optimize ad spend
Meta (Facebook) Pixel – Build retargeting audiences and measure campaign ROI
LinkedIn Insight Tag – Track B2B conversions and professional audiences
TikTok Pixel – Measure campaign performance for younger demographics
Any marketing platform – If it has a tracking pixel, GTM can deploy it
Use Cases
1. Conversion Tracking
Measure exactly how many website visitors complete a booking. Send conversion data to Google Ads or Meta to optimize your advertising campaigns.
2. Retargeting Audiences
Build custom audiences of people who opened the scheduler but didn't book. Retarget them with specific ads to bring them back.
3. Funnel Analysis
Identify where patients drop off in the booking process. Optimize your scheduler flow to increase completion rates.
4. Campaign Attribution
Understand which marketing channels (Google, Facebook, email, organic) drive the most bookings.
5. Enhanced Conversions
Use Google's Enhanced Conversions feature to improve tracking accuracy, even with cookie restrictions and privacy changes.
Benefits
No Code Changes Required – Add tracking without touching your website code
Centralized Management – Control all your marketing tags from one place
Test Before Publishing – Preview mode ensures tags work correctly before going live
Improved Ad Performance – Feed accurate conversion data to optimize campaigns
Future-Proof Tracking – Server-side tagging options for privacy-first tracking
Full Flexibility – Works with virtually any marketing or analytics platform
Getting Started
To enable Google Tag Manager on your ClinicMinds online scheduler:
Create a GTM account at tagmanager.google.com
Copy your Container ID (format: GTM-XXXXXX)
Add the Container ID in your ClinicMinds scheduler settings
Configure your tags and triggers in GTM
Preview, test, and publish
Need help? Contact our support team for assistance with setup and configuration.
contact support →
Turn your online scheduler into a data-driven booking engine. With ClinicMinds and Google Tag Manager, you have complete visibility into patient booking behavior and marketing performance.
#### Hubspot
What is HubSpot?
HubSpot is an all-in-one CRM and marketing automation platform that combines email marketing, sales tools, and customer service into one powerful system. With AI-powered features (Breeze), advanced workflow automation, and seamless multi-channel capabilities, HubSpot helps businesses deliver personalized customer experiences at scale.
Key Features
Marketing Automation – Build sophisticated workflows with visual journey builders
Email Marketing – Create personalized campaigns with dynamic content optimization
Native CRM – Track contacts, deals, and interactions in one unified platform
AI-Powered Tools (Breeze) – Automated content creation, lead scoring, and customer insights
Multi-Channel Marketing – Reach contacts via email, SMS, social media, and chat
Advanced Reporting – Real-time data visualization and multi-channel attribution
Integration with ClinicMinds
ClinicMinds integrates with HubSpot through Zapier, enabling seamless data flow between your clinic management system and your CRM and marketing automation platform.
How It Works
When events occur in ClinicMinds—such as a new patient registration, completed treatment, or appointment booking—this information can automatically sync with HubSpot, triggering personalized marketing campaigns and updating contact records.
The Power of This Integration
Your First-Party Data, Supercharged
ClinicMinds is your single source of truth for patient data. Every detail about your patients lives in one secure system:
Patient Profiles – Complete contact information and demographics
Treatment History – Which procedures they've had and when
Geographic Data – Where your patients are located
Visit Frequency – When they last visited your clinic
Treatment Preferences – Types of procedures they're interested in
Precision Marketing with HubSpot
By connecting this rich first-party data to HubSpot, you unlock powerful targeting capabilities like:
Patient Data in ClinicMinds
Marketing Action in HubSpot
Last visit was 6+ months ago
Send re-engagement campaign
Had Botox treatment
Promote follow-up or related treatments
Located in specific region
Target with location-specific offers
New patient registration
Welcome sequence with clinic information
Birthday approaching
Personalized birthday offer
Completed treatment course
Request review or testimonial
Use Cases
1. Automated Patient Retention
Patients who haven't visited in 3, 6, or 12 months automatically receive personalized reminders based on their treatment history.
2. Treatment-Based Follow-ups
After a Botox treatment, patients receive timed emails about optimal re-treatment windows. After laser treatments, they get aftercare tips and follow-up scheduling prompts.
3. Geographic Campaigns
Promote clinic events, new treatments, or special offers to patients in specific cities or regions.
4. Personalized Upselling
Based on treatment history, suggest complementary procedures. Someone who had facial injectables might be interested in skincare treatments.
5. Lifecycle Marketing
From first inquiry to loyal patient—automate the entire journey with targeted content at each stage using HubSpot's Journey Builder.
Benefits
Save Time – Automate repetitive marketing tasks with AI-powered workflows
Increase Revenue – Re-engage dormant patients and promote relevant treatments
Personalize at Scale – Send the right message to the right patient at the right time
Unified Platform – Marketing, sales, and service tools all in one place
Data-Driven Decisions – Advanced reporting and attribution to optimize campaigns
GDPR Compliant – Both platforms support compliant data handling
Getting Started
The ClinicMinds-HubSpot integration is available through Zapier. Contact our support team to learn how to connect your accounts and start leveraging your patient data for smarter marketing.
contact support →
Transform your clinic's patient data into personalized marketing campaigns. With ClinicMinds and HubSpot, you have everything you need to grow your practice through intelligent, AI-powered automation.
#### Klaviyo
What is Klaviyo?
Klaviyo is a leading B2C CRM and marketing automation platform that unifies customer data to power personalized email, SMS, and WhatsApp campaigns. With AI-driven features and over 350 integrations, Klaviyo helps businesses deliver highly targeted, behavior-driven marketing at scale.
Key Features
Email Marketing – 160+ customizable templates and 80+ pre-built automation flows
SMS & WhatsApp – Multi-channel messaging with two-way conversations
AI-Powered Automation – Generate campaigns and flows with natural language prompts
Predictive Analytics – Customer lifetime value, churn probability, and next purchase predictions
360° Customer Profiles – Unified view of all customer interactions and data
Integration with ClinicMinds
ClinicMinds integrates with Klaviyo through Zapier, enabling seamless data flow between your clinic management system and your marketing automation platform.
How It Works
When events occur in ClinicMinds—such as a new patient registration, completed treatment, or appointment booking—this information can automatically trigger personalized marketing campaigns in Klaviyo.
The Power of This Integration
Your First-Party Data, Supercharged
ClinicMinds is your single source of truth for patient data. Every detail about your patients lives in one secure system:
Patient Profiles – Complete contact information and demographics
Treatment History – Which procedures they've had and when
Geographic Data – Where your patients are located
Visit Frequency – When they last visited your clinic
Treatment Preferences – Types of procedures they're interested in
Precision Marketing with Klaviyo
By connecting this rich first-party data to Klaviyo, you unlock powerful targeting capabilities:
Patient Data in ClinicMinds
Marketing Action in Klaviyo
Last visit was 6+ months ago
Send re-engagement campaign
Had Botox treatment
Promote follow-up or related treatments
Located in specific region
Target with location-specific offers
New patient registration
Welcome sequence with clinic information
Birthday approaching
Personalized birthday offer
Completed treatment course
Request review or testimonial
Use Cases
1. Automated Patient Retention
Patients who haven't visited in 3, 6, or 12 months automatically receive personalized reminders based on their treatment history via email or SMS.
2. Treatment-Based Follow-ups
After a Botox treatment, patients receive timed emails about optimal re-treatment windows. After laser treatments, they get aftercare tips and follow-up scheduling prompts.
3. Geographic Campaigns
Promote clinic events, new treatments, or special offers to patients in specific cities or regions.
4. Personalized Upselling
Based on treatment history, suggest complementary procedures. Someone who had facial injectables might be interested in skincare treatments.
5. Multi-Channel Lifecycle Marketing
From first inquiry to loyal patient—automate the entire journey with targeted content across email, SMS, and WhatsApp at each stage.
Benefits
Save Time – Automate repetitive marketing tasks with AI-powered flows
Increase Revenue – Re-engage dormant patients and promote relevant treatments
Personalize at Scale – Send the right message to the right patient at the right time
Multi-Channel Reach – Connect via email, SMS, and WhatsApp from one platform
Data-Driven Decisions – Track campaign performance with predictive analytics
GDPR Compliant – Both platforms support compliant data handling
Getting Started
The ClinicMinds-Klaviyo integration is available through Zapier. Contact our support team to learn how to connect your accounts and start leveraging your patient data for smarter marketing.
contact support →
Transform your clinic's patient data into personalized marketing campaigns. With ClinicMinds and Klaviyo, you have everything you need to grow your practice through intelligent, multi-channel automation.
#### Labplusarts
Clinicminds is the all-in-one GDPR and HIPAA-compliant clinic software for aesthetic clinics and MedSpas. Clinics worldwide use it to streamline their operations and run completely paperless. It offers all the features needed to run your clinic smoothly: (online) scheduling, prepayments, video appointments, electronic medical records (EMR), and advanced analytics and marketing features to help you grow your business.
Labplusarts improves your diagnostic workflow by offering blood tests at 750+ locations across The Netherlands. Their portal allows you to order blood tests and receive the results completely digital, without any paperwork.
When you use Clinicminds and Labplusarts together, you get the following benefits:
Sync patient data from Clinicminds to Labplusarts. This allows you to create new patients in your Labplusarts portal using one click of existing patient data from Clinicminds.
Open Labplusarts patients from their profile in Clinicminds. That way, you can view previous orders and test results in Labplusarts for a specific patient, or order a new test, all in one click.
Are you new to Clinicminds? Then browse our website to learn more, or send us a message if you have any questions or want to get a free demo for your clinic!
Are you already a Clinicminds customer? Then you can set up our Labplusarts integration in the app.
#### Mailchimp
Clinicminds is the all-in-one GDPR and HIPAA compliant clinic software for aesthetic clinics and MedSpas. Clinics around the world use it to streamline their operations and run completely paperless. It offers all features needed to smoothly run your clinic: (online) scheduling, prepayments, video appointments, electronic medical record (EMR), and advanced analytics and marketing features to help you grow your business.
When you connect your Mailchimp account to Clinicminds, the integration automatically syncs useful marketing data to your Mailchimp list. This helps you to target your customers when setting up campaigns in Mailchimp.
Additionally, you can easily subscribe patients to your Mailchimp list from Clinicminds. The subscribe checkbox gets shown with various relevant patient interactions, so you can get your patient’s opt-in at the moment that’s right.
Are you new to Clinicminds? Then browse our website to learn more, or send us a message if you have any questions or want to get a free demo for your clinic!
Are you already a Clinicminds customer? Then you can set up our Mailchimp integration by following the steps in this article.
#### Pipedrive
What is Pipedrive?
Pipedrive is a sales-focused CRM platform designed to help businesses manage leads, track deals, and optimize their sales processes. With its visual pipeline management, AI-powered tools, and over 400 integrations, Pipedrive helps teams close more deals efficiently.
Key Features
Visual Pipeline Management – Kanban-style dashboard to track deals through every stage
AI-Powered Sales Tools – Automated email drafting, lead scoring, and smart recommendations
Workflow Automation – Triggers and actions for lead routing, follow-ups, and stage transitions
Reporting & Analytics – Insights into sales performance, forecasting, and team productivity
Mobile Access – Full CRM functionality on Android and iOS
Integration with ClinicMinds
ClinicMinds integrates with Pipedrive through Zapier, enabling seamless data flow between your clinic management system and your sales CRM.
How It Works
When events occur in ClinicMinds—such as a new patient inquiry, consultation booking, or treatment completion—this information can automatically create or update deals in Pipedrive, keeping your sales pipeline current.
The Power of This Integration
Your First-Party Data, Supercharged
ClinicMinds is your single source of truth for patient data. Every detail about your patients lives in one secure system:
Patient Profiles – Complete contact information and demographics
Treatment History – Which procedures they've had and when
Geographic Data – Where your patients are located
Visit Frequency – When they last visited your clinic
Treatment Preferences – Types of procedures they're interested in
Precision Sales Management with Pipedrive
By connecting this rich first-party data to Pipedrive, you unlock powerful sales tracking capabilities:
Patient Data in ClinicMinds
Sales Action in Pipedrive
New consultation request
Create new deal in pipeline
Consultation completed
Move deal to proposal stage
Treatment booked
Update deal value and stage
Patient inquiry about procedure
Add activity and follow-up task
Multiple treatments completed
Flag as high-value client
Consultation without booking
Trigger follow-up sequence
Use Cases
1. Lead-to-Patient Pipeline
Track every inquiry from first contact to booked treatment. Visualize where prospects are in your sales funnel and identify bottlenecks.
2. Consultation Follow-ups
Automatically create follow-up tasks when consultations don't convert immediately. Never let a warm lead go cold.
3. Revenue Forecasting
Use treatment bookings and consultation data to forecast monthly revenue and set realistic sales targets.
4. Team Performance Tracking
Monitor which team members are converting the most consultations and identify training opportunities.
5. High-Value Patient Identification
Flag patients with multiple treatments or high lifetime value for VIP treatment and personalized outreach.
Benefits
Never Lose a Lead – Every inquiry automatically enters your sales pipeline
Visual Overview – See all opportunities at a glance with kanban-style boards
Automated Follow-ups – Set triggers for timely outreach based on patient actions
Revenue Insights – Track deal values and forecast earnings accurately
Team Accountability – Assign leads and monitor conversion rates
GDPR Compliant – Both platforms support compliant data handling
Getting Started
The ClinicMinds-Pipedrive integration is available through Zapier. Contact our support team to learn how to connect your accounts and start managing your patient sales pipeline more effectively.
contact support →
Transform your clinic's patient inquiries into a structured sales process. With ClinicMinds and Pipedrive, you have everything you need to convert more consultations into treatments.
#### Sharpspring
What is SharpSpring?
SharpSpring is a comprehensive marketing automation platform that combines email marketing, CRM, lead tracking, and sales automation into one powerful system. With its visual workflow builder, advanced lead scoring, and VisitorID technology, SharpSpring helps businesses identify, nurture, and convert leads more effectively.
Key Features
Visual Workflow Builder – Create sophisticated automations with branching logic
Lead Scoring – Automatically score leads based on engagement, page tracking, and fit
VisitorID Technology – Identify twice as many website visitors compared to competing platforms
Built-In CRM – Track, manage, and message leads from one unified platform
Email Marketing – Personalized messages and automated campaigns based on user behavior
Landing Pages & Forms – Drag-and-drop builder with dynamic forms that autocomplete for known visitors
Integration with ClinicMinds
ClinicMinds integrates with SharpSpring through Zapier, enabling seamless data flow between your clinic management system and your marketing automation platform.
How It Works
When events occur in ClinicMinds—such as a new patient registration, completed treatment, or appointment booking—this information can automatically sync with SharpSpring, triggering personalized marketing campaigns and updating lead records.
The Power of This Integration
Your First-Party Data, Supercharged
ClinicMinds is your single source of truth for patient data. Every detail about your patients lives in one secure system:
Patient Profiles – Complete contact information and demographics
Treatment History – Which procedures they've had and when
Geographic Data – Where your patients are located
Visit Frequency – When they last visited your clinic
Treatment Preferences – Types of procedures they're interested in
Precision Marketing with SharpSpring
By connecting this rich first-party data to SharpSpring, you unlock powerful targeting capabilities:
Patient Data in ClinicMinds
Marketing Action in SharpSpring
Last visit was 6+ months ago
Send re-engagement campaign
Had Botox treatment
Promote follow-up or related treatments
Located in specific region
Target with location-specific offers
New patient registration
Welcome sequence with clinic information
Birthday approaching
Personalized birthday offer
Completed treatment course
Request review or testimonial
Use Cases
1. Automated Patient Retention
Patients who haven't visited in 3, 6, or 12 months automatically receive personalized reminders based on their treatment history.
2. Treatment-Based Follow-ups
After a Botox treatment, patients receive timed emails about optimal re-treatment windows. After laser treatments, they get aftercare tips and follow-up scheduling prompts.
3. Geographic Campaigns
Promote clinic events, new treatments, or special offers to patients in specific cities or regions.
4. Personalized Upselling
Based on treatment history, suggest complementary procedures. Someone who had facial injectables might be interested in skincare treatments.
5. Lifecycle Marketing
From first inquiry to loyal patient—automate the entire journey with targeted content at each stage using SharpSpring's visual workflow builder.
Benefits
Save Time – Automate repetitive marketing tasks with visual workflow automation
Increase Revenue – Re-engage dormant patients and promote relevant treatments
Personalize at Scale – Send the right message to the right patient at the right time
Identify More Leads – VisitorID technology captures twice as many website visitors
All-In-One Platform – Marketing automation and CRM in one unified system
GDPR Compliant – Both platforms support compliant data handling
Getting Started
The ClinicMinds-SharpSpring integration is available through Zapier. Contact our support team to learn how to connect your accounts and start leveraging your patient data for smarter marketing.
contact support →
Transform your clinic's patient data into personalized marketing campaigns. With ClinicMinds and SharpSpring, you have everything you need to grow your practice through intelligent, all-in-one automation.
#### Stripe
What is Stripe?
Stripe is the world's leading payment platform, trusted by millions of businesses to accept payments, send payouts, and manage their finances online. With support for 125+ payment methods, 135+ currencies, and advanced fraud protection, Stripe provides a secure and seamless payment experience for both businesses and customers.
Key Features
125+ Payment Methods – Accept credit cards, debit cards, digital wallets, and local payment methods
Global Coverage – Process payments in 135+ currencies across 195 countries
Advanced Fraud Protection – AI-powered fraud detection with Stripe Radar
One-Click Checkout – Faster payments with Link, Stripe's express checkout
PCI Compliant – Bank-level security for all transactions
Real-Time Reporting – Complete visibility into payments, refunds, and payouts
Integration with ClinicMinds
ClinicMinds offers a full native integration with Stripe — no third-party connectors needed. Connect your Stripe account directly to ClinicMinds and start accepting payments immediately.
How It Works
The Stripe integration in ClinicMinds enables two powerful payment capabilities:
1. Payments at Booking
Accept payments when patients book appointments through your online scheduler. Collect deposits, full payments, or booking fees automatically.
2. Payment Links
Send secure payment links directly from ClinicMinds to patients via email or SMS. Perfect for collecting payments for treatments, outstanding balances, or package purchases.
The Power of This Integration
Accept Any Payment Method
With Stripe connected to ClinicMinds, you choose which payment methods to accept:
Payment Type
Options
Credit Cards
Visa, Mastercard, American Express, Discover, JCB, Diners Club, UnionPay
Debit Cards
All major debit card networks
Digital Wallets
Apple Pay, Google Pay, Samsung Pay
Buy Now, Pay Later
Klarna, Afterpay, Affirm
Bank Payments
iDEAL, Bancontact, SEPA Direct Debit, Sofort
Local Methods
Country-specific payment methods based on your region
Complete Payment Flexibility
ClinicMinds Feature
Payment Capability
Online Scheduler
Collect deposits or full payment at booking
Payment Links
Send payment requests via email or SMS
Multiple Payment Methods
Let patients choose how they pay
Automatic Receipts
Send digital receipts instantly
Refund Management
Process refunds directly from ClinicMinds
Payment Reporting
Track all transactions in one place
Use Cases
1. Booking Deposits
Require a deposit when patients book online to reduce no-shows. Set custom deposit amounts per treatment or as a percentage of the total.
2. Prepaid Treatments
Collect full payment for treatments at the time of booking. Ideal for consultations, smaller procedures, or package deals.
3. Outstanding Balances
Send payment links to collect remaining balances after treatments. Patients can pay securely from their phone or computer.
4. Treatment Packages
Sell treatment packages and memberships with upfront payment. Offer flexible payment options including buy now, pay later.
5. Last-Minute Bookings
Secure same-day appointments with immediate payment, protecting your clinic from late cancellations.
Benefits
Native Integration – Direct connection with no third-party tools required
Reduce No-Shows – Collecting deposits increases appointment commitment
Faster Payments – Get paid at booking instead of chasing invoices
Patient Convenience – Offer multiple payment methods patients prefer
Secure & Compliant – PCI-DSS compliant with advanced fraud protection
Lower Fraud Risk – AI-powered fraud detection reduces chargebacks
Global Reach – Accept payments from patients worldwide in their local currency
Getting Started
To enable Stripe payments in ClinicMinds:
Create a Stripe account at stripe.com (or use your existing account)
Connect your Stripe account in ClinicMinds settings
Configure your accepted payment methods in the Stripe Dashboard
Set up deposit rules and payment options for your online scheduler
Start accepting payments immediately
Need help? Contact our support team for assistance with setup and configuration.
contact support →
Streamline your clinic's payments with a seamless checkout experience. With ClinicMinds and Stripe, you can accept payments at booking, send payment links, and manage all transactions in one place.
#### Survey Monkey
What is SurveyMonkey?
SurveyMonkey is the world's leading online survey platform, trusted by over 250,000 organizations worldwide. With AI-powered survey creation, 500+ templates, and advanced analytics, SurveyMonkey makes it easy to collect, analyze, and act on patient feedback.
Key Features
AI-Powered Survey Builder – Generate custom surveys from a single prompt with Build with AI
500+ Templates – Professional survey templates for every use case
25+ Question Types – Multiple choice, rating scales, open-ended, and more
Advanced Analytics – AI-powered analysis that turns responses into actionable insights
200+ Integrations – Connect with your existing tools and workflows
HIPAA Compliant – Enterprise-grade security for handling sensitive health information
Integration with ClinicMinds
ClinicMinds integrates with SurveyMonkey through Zapier, enabling automated survey distribution and seamless feedback collection from your patients.
How It Works
When events occur in ClinicMinds—such as a completed treatment, appointment, or patient registration—a survey can automatically be sent to the patient via SurveyMonkey. Collect feedback at the right moment without manual effort.
The Power of This Integration
Your First-Party Data, Supercharged
ClinicMinds is your single source of truth for patient data. Every detail about your patients lives in one secure system:
Patient Profiles – Complete contact information and demographics
Treatment History – Which procedures they've had and when
Geographic Data – Where your patients are located
Visit Frequency – When they last visited your clinic
Treatment Preferences – Types of procedures they're interested in
Automated Feedback Collection with SurveyMonkey
By connecting ClinicMinds to SurveyMonkey, you can automate patient surveys based on clinic events:
Event in ClinicMinds
Survey Action in SurveyMonkey
Treatment completed
Send post-treatment satisfaction survey
First appointment finished
Send new patient experience survey
Patient not visited in 6+ months
Send feedback survey on why they haven't returned
Consultation completed
Send consultation feedback form
Package or membership purchased
Send onboarding experience survey
Patient birthday
Send annual check-in survey with special offer
Use Cases
1. Post-Treatment Feedback
Automatically send satisfaction surveys after every treatment. Understand what patients loved and identify areas for improvement.
2. Net Promoter Score (NPS)
Measure patient loyalty with automated NPS surveys. Track how likely patients are to recommend your clinic to others.
3. New Patient Experience
Send surveys to first-time patients to understand their initial experience. Use insights to optimize the onboarding journey.
4. Treatment-Specific Surveys
Create targeted surveys for specific treatments. Gather detailed feedback on Botox, laser treatments, or other procedures.
5. Win-Back Campaigns
Survey patients who haven't visited in a while to understand why. Use feedback to improve retention and re-engage dormant patients.
Benefits
Save Time – Automate survey distribution based on clinic events
Increase Response Rates – Send surveys at the perfect moment when experiences are fresh
Actionable Insights – AI-powered analytics turn feedback into improvements
Improve Patient Satisfaction – Act on feedback to enhance the patient experience
Build Reputation – Identify happy patients for reviews and testimonials
HIPAA Compliant – Secure handling of sensitive patient feedback
Getting Started
The ClinicMinds-SurveyMonkey integration is available through Zapier. Contact our support team to learn how to connect your accounts and start collecting patient feedback automatically.
contact support →
Turn patient feedback into actionable insights. With ClinicMinds and SurveyMonkey, you can automate surveys, measure satisfaction, and continuously improve your clinic's patient experience.
#### Sylton
Clinicminds is the all-in-one GDPR and HIPAA-compliant clinic software for aesthetic clinics and MedSpas. Clinics worldwide use it to streamline their operations and run completely paperless. It offers all the features needed to run your clinic smoothly: (online) scheduling, prepayments, video appointments, electronic medical records (EMR), and advanced analytics and marketing features to help you grow your business.
The Sylton OBSERV® is a revolutionary skin analysis system that unveils skin conditions invisible to the naked eye. Utilizing advanced illumination technology, the OBSERV® reveals comprehensive insights into skin health, allowing practitioners to tailor personalized treatment plans effectively. It also offers the ability to shoot high-resolution before and after photos to create a 3D image.
When you use Clinicminds and Sylton together, you get the following benefits:
Sync patient data from Clinicminds to Sylton. This allows you to create new patients in Sylton Connect using one click of existing patient data from Clinicminds.
Open Sylton patients from their profile or record in Clinicminds. That way, you can view previous sessions in Sylton for a specific patient, or start a new session in Sylton, all in one click.
Copy photos from Sylton sessions directly into Clinicminds records. Select which photos from a Sylton session you'd like to copy, and they're automatically added to the patient's current record, no manual download or upload needed.
Are you new to Clinicminds? Then browse our website to learn more, or send us a message if you have any questions or want to get a free demo for your clinic!
Are you already a Clinicminds customer? Then you can set up our Sylton integration by following the steps in this article.
#### Zapier
Zapier is a no-code automation tool that connects various apps, allowing them to work together seamlessly.
Zapier’s integration with Clinicminds not only automates clinic operations but also strengthens marketing and financial management. Using triggers such as new patient registrations or completed treatments, you can enrich your marketing automation platform, personalizing messages based on patient activity. Additionally, you can automate financial workflows by connecting Clinicminds with platforms like Xero or QuickBooks to update billing information, track payments, and streamline accounting processes. This creates a seamless flow of data across your clinic’s operations, marketing, and finance, improving efficiency and engagement.