Treatment records and batch numbers

Every treatment you carry out can be recorded against the patient, with the clinical detail needed for safety and for any insurance or regulatory request.

What a treatment record holds

• The product line used, for example the specific toxin or filler brand.
• The batch number (lot number) of the product, so any recall can be traced to the patients affected.
• The units administered, recorded against each area treated.
• The instruments used, where relevant.

Why batch numbers matter

Recording the batch number helps you trace which patients received a recalled product. The batch field is optional, so check that you have entered it when you need product traceability. See Product recall: searching by batch number.

Recording a treatment

1. Open the patient, go to the Clinical tab and press Add record in Treatment records. Enter the Treatment name and choose the visit under For which visit?. This lists today's visits and the preceding 14 days. If you choose Not linked to a visit, enter the Visit date.
2. Enter the Product name (an exact name match to an active product in your Stock list lets a positive quantity be deducted automatically), Batch no., Expiry date, Quantity and Unit, and the Instrument and Site where relevant.
3. Add any notes, then press Save record, or Save & chart map to go straight to the injection map. The record joins the patient's history.

You need clinical access to add treatment records. Stock is updated after the record is saved. Check your stock movements if a deduction is missing, because saving the record does not guarantee that every stock update succeeded.

Writing up the next treatment

If treatments were booked together as one visit and another treatment still needs a record, saving asks Write up [treatment] ([time]) next? Choose Yes, write it up to open that treatment on the patient's Clinical tab, or Not now to dismiss the question on that page. After Save & chart map, the question appears on the map page. Back to patient returns to the Clinical tab with the offer. This also works when writing up a past or future visit from its appointment. Without a save, the offer applies only to today's partly written visits.

Correcting a record

You can edit a treatment record's notes for 24 hours after writing it while it remains unsigned. After that, or after sign-off, press Add amendment to add a dated note beneath it, and the original entry stays exactly as it was written.