Treatment Protocols

Quick Reference: Create standardized procedures for consistent, safe treatments

📋 TL;DR - Quick Start

1. Navigate to Business Studio → Protocols
2. Click Create Protocol
3. Select treatment type
4. Define step-by-step procedure
5. Add contraindications and evidence base
6. Save and use during appointments

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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

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Creating Treatment Protocols

Step 1: Navigate to Protocols

From dashboard:

1. Click Business Studio in sidebar
2. Select Protocols tab
3. Click Create New Protocol button

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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 |

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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

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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

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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

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Using Protocols During Appointments

Accessing During Treatment

Method 1: Protocol Tab in Appointment

1. Open appointment
2. Click Protocol tab
3. Select protocol from dropdown
4. Step-by-step checklist appears
5. Check off steps as you complete them

Method 2: Quick Reference

1. Navigate to Business Studio → Protocols
2. Open protocol
3. Print or view on second screen
4. Follow steps during treatment

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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

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AI-Generated Protocols

Using Business Advisor to Create Protocols

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

1. Navigate to Business Studio → Advisor

2. Ask AI:

   "Create a treatment protocol for dermal filler lip augmentation"
   

3. AI Generates:

   • Complete step-by-step procedure
   • Dosage recommendations
   • Contraindications
   • Evidence-based guidelines

4. Review & Edit:

   • Customize to your practice style
   • Add your preferred products/brands
   • Adjust dosing to your preferences

5. 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

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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)

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Creating New Version

When updating existing protocol:

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

Versioning System:

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

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💡 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

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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

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❓ 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.

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🎯 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

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🎯 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

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🆘 Need Help?

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

Or use the AI Business Advisor for instant protocol generation!

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