Is the journal system designed for aesthetic clinics?
Yes. ProClinic offers a full-featured electronic patient journal (EPJ) system tailored for aesthetic clinics. It can be used by all practitioner types—including those without medical authorization, such as podiatrists—and provides encrypted storage of patient data in accordance with current laws and regulations.
What is the difference between a client note and an electronic patient journal (EPJ)?
The client note field is a simple, unsecured text note linked to the client profile—it’s not encrypted and does not meet the standards for patient safety. The EPJ is a legally regulated system with encryption, access logging, and full traceability. All health and treatment-related information must be entered in the journal, not in plain note fields.
What can I record in the journal?
You can write free-text journal entries, use predefined templates for commonly used phrases, upload images and annotate or draw directly on them (for example, to mark injection sites), edit medical history and patient information, and notify colleagues to review specific journal entries. The journal is displayed as a continuous timeline.
Is it logged who accesses a journal?
Yes. Every time someone opens a journal, they must specify the reason. The system tracks a timeline showing everyone who has accessed the journal and their actions—essential documentation if a patient requests access to their records.
Who has access to the journal module?
You control employee access under Staff → Access Levels. Only staff members to whom you explicitly grant journal access will be able to use this module.
Can I use templates to make journal entries faster?
Yes. You can create journal templates with text you use repeatedly. These templates are available every time you add a new journal note.
Can I notify a colleague to review a journal?
Yes. From a journal entry, you can send a notification to another practitioner to review the specific journal.
Does the system support before and after photos?
Yes. You can upload and compare before and after images directly in the journal by selecting the two images you wish to view side by side.
What is the data processing agreement and where can I find it?
The data processing agreement is available under Journal → Documents in the dashboard. Download, sign it, and keep a physical copy at your clinic. This is required documentation in the event of an inspection by health authorities. All necessary documentation is collected under the compliance tab.
What happens if we have an inspection from the health authorities?
All required journal-related documentation is gathered under Journal and Documents in the dashboard. This is where you’ll find what health authorities typically request during an inspection.
Is the journal system GDPR compliant?
Yes. The journal system is GDPR compliant. When you start using the journal system, you must download, sign, and store the data processing agreement physically at your clinic.
Are consent forms visible in the journal?
Yes. Consent forms linked to the patient are displayed in the journal, with status updates showing if they are completed, pending, or signed by a physician.