Getting started as a clinic or aesthetics practice

The steps a clinic takes, in order: the business and its words, providers, treatments with their rooms and equipment, consent, photos, notes and online booking.

This walkthrough takes a clinic or aesthetics practice from a new account to its first booked day: providers, treatments that hold their room and machine, consent before treatment, and notes and photos after it. Follow it in order.

1. Create the business

Choose Start free on BookNovi's site, or Create an account on the sign-in page, and make your account. The guided setup starts on its own.
Type the practice's name under The business’s name, pick Med spa, Acupuncture or Chiropractic under Wellness, and choose Next. Each fills in a starter menu, the rooms and the forms (an intake, a treatment consent with a diagram, a treatment note), says patient and provider where the app says client and staff, and leaves the register's tip tiles off.
Check the Time zone, type the address and phone (or leave them for later), and choose Next.
Under What do you sell and book?: say yes to rooms and equipment (a laser or a treatment room booked with the visit), to forms for consent, and to photos for before and after pictures. Choose Next.
Say how many people work there, how you heard of us and, if a rep or a partner gave you a code, type it in. Choose Start my business.

Treatment notes are on for every clinic.

The business opens with What to do next: the steps of this walkthrough as a list that ticks itself as each gets done, under the top bar and in your menu at the top right. Your free trial starts the same day; see Plans and billing.

2. Set up the business and its words

Open Settings, Business. Set the Time zone, the calendar's hours and Time slots.
Under What You Call Things, choose Fill from… and Medical or dental: clients become Patients, services Treatments, staff Providers and resources Rooms. Change any of them.
Choose Save, then fill in Location and Tax and choose Save.
On the same tab, add the clinic's own licenses under Business licenses.

3. Rooms and equipment

Open Rooms (the section takes your word for them) and add a group for each kind: Treatment rooms, Lasers. Add each room or machine to its group. A treatment that needs one holds a free one when it is booked.

4. Treatments

Open Treatments and add categories: Injectables, Laser, Skin.
Add each treatment with its price and length, and use Add an option for areas or units priced apart.
Tick the room and the machine it needs under What it needs.
Leave Available in online booking off for anything that needs a consultation first.

5. Providers and their licenses

Open Providers and choose Add provider. Tick their treatments and set their Work hours.
On their Licenses tab, add each professional license: its kind, its number, who issued it and when it expires.

Open Settings, Records. Under Forms, start from a ready-made consent form and change its wording to yours, then switch on Signed with a typed name and a signature. Have your own wording checked by whoever advises the practice.
Before treatment, open the patient, choose Forms, and hand them the tablet. The signed form is kept on their page exactly as it was worded that day.

7. Photos and treatment notes

On the patient's Photos tab, add a before and an after, with what each shows.
On their Notes tab, pick Treatment notes and choose Add a treatment note: what they said, what you found, what you did, and the plan.
Their Notes and Preferences (allergies, sensitivities) show on every appointment. Mark a patient Do not book with a reason, and a warning shows wherever they are picked.

8. Online booking and reminders

Switch on Take bookings online in Settings, Online booking, and the confirmation and Reminder in Settings, Messages. Ask for a deposit or a card to hold new patients' visits if no-shows cost you a room and a machine.

Best practices

Book consultations online, and the treatment after the consultation. It keeps the calendar honest and the consent current.
Keep photos in the same light and at the same angle every visit. The comparison is the point.
Write the plan line of every treatment note; it is what the next provider reads first.
Notes, formulas and forms are never given to an AI assistant you connect from outside to read the business (see Connections and the API).
Give each provider their own login with the switches their place on the team needs, and nothing more.