Should I go paperless?

Max Hayward, director of Aesthetic Nurse Software, discusses the benefits of going paperless in your clinic

F rom questionnaires and consent forms to treatment notes and photos, as your business grows, the volume of paperwork quickly increases, adding pressure to your daily routines. Professional bodies, including the GMC, GDC and GphC, state that the patient records you hold must be effectively protected at all times. Indeed, Section 10 of the Nursing and Midwifery Council’s code states that all qualified practitioners must keep clear, accurate and secure records.

Insurance providers such as Hamilton Fraser Cosmetic Insurance state clear notes and photos are the best form of protection when it comes to defending a claim.

So, should you go paperless? Let’s consider the choice between paperless software and paper-based record keeping.

IS YOUR COMPLIANCE AS ROBUST AS IT SHOULD BE?

We all know the importance of maintaining records and confidentiality. However, when consent forms, medical questionnaires, photos and batch numbers are all stored in separate folders or on different personal devices, unintentional gaps are inevitable, no matter how organised you are.

When using paper documentation, records need to be stored in locked cabinets within safe premises, but what happens if there’s a break-in or fire? You have no backup of these documents. Documentation saved directly onto your laptop or phone is also at risk of being damaged or lost if this is not backed up regularly, meaning your patient information could be left vulnerable.

Completing accurate audit trails for each stage of the treatment journey will protect both you and your patients in the event of any complications. Using a software system that is specifically designed for aesthetics can provide a clear clinical pathway to follow for each treatment, giving you the confidence that you have completed all the required documentation.

When considering a software solution, review if cloudbased storage is used. This will give you peace of mind that your data is backed up automatically, and you’ll never need to worry about patient photos on your phone or that medical questionnaire in your bag. Cloud-based software can cost less than 80p a day, making this small investment an obvious choice for your business. You can sit back after a long clinic day knowing records are complete and compliant and that all data is safe and securely stored.

Quality cloud-based software is highly secure, with robust backup systems in place. Your patient data is never at risk of being lost or stolen, supporting you to maintain compliance with NMC and insurance guidelines. If your professional registration is at risk, you want to feel confident that your data processes are safe and secure. Using a paperless software solution such as ANS (Aesthetic Nurse Software) that has end-to-end encryption and utilises SSL (Secure Socket Layers) security can be the best option for your aesthetics business.

Keeping up-to-date patient records isn’t just about compliance – it’s also about running an efficient business

ORGANISED AND PROFESSIONAL

Keeping up-to-date patient records isn’t just about compliance – it’s also about running an efficient business that allows you more time to focus on providing your patients with an excellent service.

Diary management is a perfect example. Patients can call at any time to book their next appointment. What if you’re walking the dog or on the school run? When you rely on a paper system, you may not have your diary for this appointment booking. You certainly won’t have their treatment history to hand to answer any questions.

Patients want to be able to book their appointments quickly and easily at a time that suits them, which is why it’s more important than ever to consider offering an online booking system. Not only does this make life easier for patients, but it also reduces the need for patients to contact you directly, freeing up more of your personal time.

Software makes it easy to work on the go. Essentially you have your clinic in your pocket. Consent forms are pre-loaded, so you always have the forms you need to hand. Automatic appointment reminders sent to patients reduces your no-show rates. Everything is stored centrally and automatically organised into a compliant audit trail with date and time-stamped notes and documents. You’ll suddenly find yourself with the work/life balance you wanted when you first started building your private clinic.

BUSINESS INSIGHT: ACHIEVING YOUR GOALS

Using software that organises your business data immediately improves your business’s appearance to show a professional and organised clinic, increasing your patient’s confidence in you as a clinician. As that trust builds, so does your patient retention rate. Automated messaging systems can alert patients when they are next due for treatment, quickly building your relationship with your patient without even having to think about it.

You also get nuggets of insight that helps you make informed decisions. Reports make it easier for you to understand your overall business. At a glance, you can answer questions: ‘Do I have time for more patients?’ and ‘what is my most popular treatment?’

Extracting this information can be time-consuming when you’re dealing with a paper-based system, or if your data is stored over several different devices, however when it’s at your fingertips, it’s easy to build your business in line with your goals.

GOING PAPERLESS IS A GREAT BUSINESS DECISION

When considering compliance, data security and admin management, going paperless offers a simple, secure, and efficient way of managing your aesthetics business from day one. Not only does this streamline all aspects of operating your clinic, but it puts you in a stronger position to grow and succeed.

The best part is that by automating your processes, you can achieve all of this, while offering your patients a personalised, professional service, allowing you as practitioners to do more of what you love the most: making patients look and feel amazing.

MAX HAYWARD

Max Hayward is the director of Aesthetic Nurse Software, a clinic management system designed specifically for aesthetic practitioners. Max has more than six years of experience working in the aesthetics industry, supporting practitioners nationwide to go paperless.