Journal

The journal system is used for professional documentation for each client/patient and is available to roles with journal access.

Access to the journal is controlled by your user role and clinic settings.

Roles with journal access:

The journal feature must also be enabled for your clinic. Users without journal access will not see any journal-related functions.

Consent forms are managed under Journals → Consent forms (/dashboard/journals/consent-forms) and become available in the patient's journal once used.

You can type: How does the journal system work in ProClinic?

Yes. ProClinic offers a complete electronic patient journal (EPJ) system tailored for aesthetic clinics. It can be used by all types of practitioners – including those without a medical license, such as chiropodists – and provides encrypted storage of patient data in compliance with current laws and regulations.

The client note field is a simple text note linked to the client profile – it’s not encrypted and does not meet patient safety requirements. The EPJ is a legally regulated system with encryption, access logs, and traceability. All health and treatment-related documentation must be recorded in the journal, not in ordinary notes.

You can write ongoing free-text notes, use predefined templates for frequently used phrases, upload images, and draw or annotate directly on them (e.g., to indicate where an injection was performed), edit anamnesis and patient info cards, and notify colleagues to review a specific journal entry. The journal is displayed as a running timeline.

Yes. Every time someone opens a journal, they must specify a reason. The system tracks a timeline of exactly who accessed the journal and what they did – this is crucial documentation if a patient requests access logs.

You control access for each staff member under Staff → Access Level. Only users you actively grant journal access will be able to access this module.

Yes. You can create journal templates for text you use repeatedly. Templates are available whenever you create a new journal note.

Yes. From any journal note, you can send a notification to another practitioner to review that specific journal entry.

Yes. You can upload and compare before-and-after images directly in the journal by selecting which two photos to display side by side.

The data processing agreement is located under Journal → Documents in the dashboard. Download, sign, and keep a physical copy in your clinic. This is necessary documentation in case of a health inspection. You’ll find all required documentation under the inspection tab.

All required journal documentation is available under Journal and Documents in the dashboard. Here you’ll find everything health inspectors typically ask for in an audit.

Yes. The journal system is GDPR-compliant. Once your clinic enables the journal system, you must download, sign, and keep a physical copy of the data processing agreement.

Yes. Consent forms linked to the patient are displayed in the journal, showing whether they are filled out, pending, or signed by a doctor.