Treatment Protocols

Quick Reference: Create standardized procedures for consistent, safe treatments

📋 TL;DR - Quick Start

Navigate to Business Studio → Protocols
Click Create Protocol
Select treatment type
Define step-by-step procedure
Add contraindications and evidence base
Save and use during appointments

What Are Treatment Protocols?

Definition

A treatment protocol is a standardized, step-by-step procedure for performing a specific aesthetic treatment safely and consistently.

Why Protocols Matter

Clinical Safety:

Reduces errors and adverse events
Ensures compliance with UK regulations
Documents best practices
Training tool for new staff

Legal Protection:

Demonstrates duty of care
Evidence of professional standards
Insurance requirement for claims
Audit trail for regulators (CQC, MHRA)

Consistency:

Same quality service every time
Multiple practitioners = same standards
Predictable outcomes for clients
Easier to train team members

Efficiency:

Pre-defined steps = faster treatments
No forgetting critical steps
Streamlined workflow
Focus on client, not process

Creating Treatment Protocols

Step 1: Navigate to Protocols

From dashboard:

Click Business Studio in sidebar
Select Protocols tab
Click Create New Protocol button

Step 2: Basic Information

Required Fields:

| Field | Description | Example | |-------|-------------|---------| | Protocol Name | Clear, specific name | Anti-Wrinkle - Forehead & Glabellar | | Treatment | Link to treatment in your catalog | Anti-Wrinkle Treatment (3 Areas) | | Description | Brief overview | Step-by-step protocol for botulinum toxin injection in upper face | | Version | Protocol version number | 1.0 | | Status | Active / Draft / Archived | Active |

Step 3: Step-by-Step Procedure

Format: Ordered list of actions from start to finish

Example: Anti-Wrinkle Protocol

1. **PRE-TREATMENT ASSESSMENT** (5 min)
   - Review medical history form
   - Check for contraindications (pregnancy, infection, neuromuscular disorders)
   - Verify no aspirin/anticoagulants in last 48h
   - Confirm treatment areas with client
   - Manage expectations (results timeline, duration)

2. **CONSENT** (2 min)
   - Review consent form with client
   - Explain risks: bruising, asymmetry, ptosis, headache
   - Obtain signed consent
   - Provide copy to client

3. **PHOTOGRAPHY** (3 min)
   - Before photos: frontal, oblique angles
   - Animate muscles (forehead raise, frown, smile)
   - Store in client file

4. **PREPARATION** (5 min)
   - Hand hygiene (wash + sanitize)
   - Don gloves
   - Prepare product:
     * Botox 100u vial
     * Reconstitute with 2.5mL saline (4u per 0.1mL)
     * Gentle mixing (avoid bubbles)
   - Record batch number in notes
   - Prepare injection site: alcohol wipe, air dry

5. **MARKING** (2 min)
   - Ask client to animate muscles
   - Mark injection points with surgical pen:
     * Forehead: 4-8 points (avoid brow depressors)
     * Glabellar: 5 points (standard pattern)
     * Lateral canthal: 3 points each side

6. **INJECTION PROCEDURE** (10 min)
   - Ice pack to forehead (optional, 30 sec)

   FOREHEAD:
   - 2-4 units per point
   - 4-8 injection points
   - Total: 8-16 units
   - Inject at 45° angle, superficially
   - Avoid midline (to prevent ptosis)

   GLABELLAR:
   - 4 units per medial point (×2)
   - 4 units per lateral point (×2)
   - 4 units at procerus
   - Total: 20 units

   LATERAL CANTHAL:
   - 3-4 units per point
   - 3 points each side
   - Total: 18-24 units per side

   TECHNIQUE:
   - Perpendicular to skin
   - Inject slowly
   - Withdraw needle slowly
   - Gentle pressure (no rubbing)

7. **POST-TREATMENT** (5 min)
   - Gentle pressure to injection sites (gauze)
   - Ice pack if requested (2 min)
   - After photos
   - Dispose of sharps safely

8. **AFTERCARE INSTRUCTIONS** (3 min)
   - No lying down for 4 hours
   - No exercise for 24 hours
   - No facial massage/manipulation for 24 hours
   - No makeup for 4 hours (if possible)
   - Expect minor bruising/redness
   - Results: 3-5 days visible, 14 days full effect
   - Duration: 3-4 months average
   - Book 2-week follow-up (if needed, free)

9. **DOCUMENTATION** (5 min)
   - Record in clinical notes:
     * Product, batch, expiry date
     * Units per area
     * Injection points
     * Client tolerance
     * Any adverse events
   - Update client file
   - Save photos

10. **ROOM RESET** (5 min)
    - Sharps disposal (sharps bin)
    - General waste (clinical waste bag)
    - Surface disinfection
    - Restock supplies
    - Ready for next client

Step 4: Contraindications

List all reasons NOT to perform treatment:

Absolute Contraindications (Never treat):

Pregnancy or breastfeeding
Allergy to botulinum toxin or albumin
Infection at injection site
Myasthenia gravis
Eaton-Lambert syndrome
Neuromuscular disorders

Relative Contraindications (Caution / Medical clearance):

Blood clotting disorders
Anticoagulant therapy (aspirin, warfarin)
Autoimmune conditions
Previous allergic reactions to injectable products
Unrealistic expectations
Body dysmorphia

Step 5: Evidence Base

Link to supporting research, guidelines, manufacturer recommendations:

Example Evidence Base:

- Product License: Botox (Allergan) - MHRA approved for glabellar lines, lateral canthal lines
- Clinical Studies: Carruthers et al. (2003) - Botox efficacy and safety
- Guidelines: British Association of Aesthetic Plastic Surgeons (BAAPS) - Botulinum Toxin Guidelines
- Manufacturer: Allergan Botox product insert - dosing recommendations
- Contraindications: UK Medicines Information (UKMI) - Botulinum Toxin Safety

Using Protocols During Appointments

Accessing During Treatment

Method 1: Protocol Tab in Appointment

Open appointment
Click Protocol tab
Select protocol from dropdown
Step-by-step checklist appears
Check off steps as you complete them

Method 2: Quick Reference

Navigate to Business Studio → Protocols
Open protocol
Print or view on second screen
Follow steps during treatment

Protocol Checklist Mode

When protocol linked to appointment:

☐ Step 1: Pre-treatment assessment
☐ Step 2: Consent obtained
☐ Step 3: Before photos taken
☐ Step 4: Preparation complete
...

Benefits:

Nothing forgotten
Evidence of compliance
Training tool for new staff
Quality assurance

AI-Generated Protocols

Using Business Advisor to Create Protocols

Aestheticc's AI Business Advisor can generate treatment protocols for you:

Navigate to Business Studio → Advisor

Ask AI:

"Create a treatment protocol for dermal filler lip augmentation"

AI Generates:
- Complete step-by-step procedure
- Dosage recommendations
- Contraindications
- Evidence-based guidelines
Review & Edit:
- Customize to your practice style
- Add your preferred products/brands
- Adjust dosing to your preferences
Save Protocol:
- Click Save as Protocol
- Link to treatment in catalog
- Use immediately

💡 Pro Tip: Generate protocols for all your core treatments in one session!

See full guide: Business Studio - AI Advisor

Protocol Versions

Why Version Control?

Track Changes:

Updated technique based on new research
Changed product (e.g., switched filler brand)
Regulatory requirement changes
Safety improvements

Audit Trail:

Shows which protocol version used for each appointment
Important for retrospective reviews
Legal protection (proved current best practice at time)

Creating New Version

When updating existing protocol:

Open protocol
Click Create New Version
System saves current as Version 1.0
Edit to make changes (now Version 2.0)
Add Version Notes: "Updated to include new numbing cream step"
Save

Versioning System:

Major changes: 1.0 → 2.0
Minor changes: 1.0 → 1.1
Clarifications: 1.0 → 1.0.1

💡 Pro Tips

Writing Effective Protocols

Be Specific, Not Vague:

✅ "Inject 4 units at 2cm above orbital rim"
❌ "Inject around the eye area"

Include Timings:

Helps with appointment scheduling
Identifies bottlenecks
Training aid

Use Numbered Lists:

Clear order of operations
Easy to follow under pressure
Checklist-friendly

Add Photos/Diagrams (Coming Soon):

Injection point maps
Anatomical landmarks
Before/after examples

Document the Why:

"Inject superficially (to avoid vascular structures)"
Helps team understand, not just follow blindly

Protocol Maintenance

Annual Review:

Review all protocols once per year
Update based on:
- New research/evidence
- Regulatory changes
- Product updates
- Team feedback

Incident-Driven Updates:

Adverse event occurs
Review protocol
Identify gap or improvement
Update protocol immediately

Team Input:

Multiple practitioners = multiple perspectives
Best practices shared
Continuous improvement culture

❓ Common Questions

Q: Do I need protocols for every treatment? A: Legally, protocols are recommended for all invasive aesthetic procedures (injectables, lasers, etc.). Optional but useful for non-invasive (facials).

Q: Can I use manufacturer protocols? A: Yes as starting point, but customize to your practice. Manufacturer protocols are generic - yours should reflect your specific approach.

Q: How detailed should protocols be? A: Detailed enough that a newly trained practitioner could follow safely. But not so detailed it becomes overwhelming (1-3 pages ideal).

Q: What if I don't follow my own protocol? A: You can deviate for clinical reasons, but DOCUMENT why. Example: "Reduced forehead dose to 8 units (vs protocol 12 units) due to client's low muscle mass."

Q: Can clients see protocols? A: No, protocols are internal clinical documents. Clients see consent forms and aftercare instructions instead.

Q: Should protocols include pricing? A: No, pricing can change frequently. Keep protocols clinical only, link to treatment catalog for pricing.

Q: How do I handle off-label use? A: Create separate protocol, clearly marked "Off-Label". Document extra informed consent. Ensure robust evidence base.

Q: Can I share protocols with other clinics? A: Your choice, but be cautious. Protocols contain your clinical IP. If sharing, add "Confidential - Not for Distribution" header.

🎯 Protocol Templates

Quick-Start Templates

Injectable Template (Adapt for any injectable):

1. Pre-Treatment Assessment
2. Consent
3. Photography
4. Preparation (product, site)
5. Marking
6. Injection Procedure (step-by-step)
7. Post-Treatment Care
8. Aftercare Instructions
9. Documentation
10. Room Reset

Laser Template:

1. Pre-Treatment Assessment
2. Consent & Photography
3. Skin Preparation (cleanse, shave if needed)
4. Eye Protection
5. Test Patch
6. Treatment Procedure (settings, technique)
7. Post-Treatment Care (cooling, SPF)
8. Aftercare Instructions
9. Documentation
10. Equipment Cleaning

Facial Template:

1. Client Consultation
2. Skin Analysis
3. Double Cleanse
4. Exfoliation
5. Extractions (if needed)
6. Treatment Serum
7. Massage
8. Mask
9. Moisturizer & SPF
10. Product Recommendations

🎯 Next Steps

After creating protocols:

Use AI Advisor to generate more protocols
Link Protocols to Appointments for checklists
Train Team Members using standardized protocols
Review & Update annually

🆘 Need Help?

If you need help creating protocols, contact support at: 📧 support@aestheti.cc

Or use the AI Business Advisor for instant protocol generation!

Last Updated: 2025-11-10 Related Documentation: Business Studio, AI Advisor, Appointment Notes