Every day
Client records: notes, files and history
Everything on a client’s page: bookings, consents, clinical notes, photos, files, medical history and who looked at them.
Their bookings
The Bookings tab lists every booking with its status (booked, completed, cancelled or no-show). Tap a row to open the booking. The labels beside it do something too: Not paid or Deposit paid opens Take payment; Consent signed opens the signed form; Covered by earlier form opens the form from their first visit (it says Consent reconfirmed once you’ve checked nothing has changed); Form to countersign goes straight to countersigning; Refunded opens the refund. The calendar button opens that day in the calendar.
The tabs
Bookings, Consents, Clinical notes, Photos, Files, Medical history and Access log, all on one row (on smaller screens Clinical notes and Medical history are shortened to Notes and Health). Clinical notes, photos, files and medical history need the See clinical records permission. They’re encrypted with their own key, so other people’s devices can’t open them at all. Just been given access? Those tabs say Locked until your access is set up, which happens on its own the next time a colleague who already has access uses Pulosa.
Clinical notes
Add a clinical note after each treatment. Once saved it’s sealed and can’t be edited or deleted. To correct one, tap Amend under it: a box opens right there. Write what’s being corrected and why, and tap Save amendment. The original stays, marked Amended, and the correction shows as an Amendment.
Files
Tap Add files (or drag files onto the tab): PDFs, photos or Word documents, up to 10 at a time, 10 MB each. Choose the Type (Letter, Referral, Test results, Prescription, ID, Paper form, Picture or Other), give it a Name and an optional note, then tap Upload. Filter by All, Documents or Pictures, and tap a file to view or download it. Files are encrypted like everything else. Someone with the Remove client files permission can remove a file added by mistake (it asks for their PIN); the audit log keeps a note.
Access log
The Access log tab lists every time someone opened or changed this client’s record, newest first, including opening their Medical history, Photos, a photo or a file. Search by who or what at the top, or pick one kind of action (for example Record viewed). At the bottom, choose how many entries show per page (10, 25, 50, 100 or All; this browser remembers it) and use Previous and Next. Under it, Earlier details lists every change to their name, date of birth, phone, email, address or emergency contact: what it was, what it became, when and who changed it.
Editing details
Edit details (on a phone, the pen by their name) changes their name, contact details and so on; tap Save details. It needs the Add and edit clients permission. Changes are logged, and signed consents keep the details as they were when signed.
Client asked about their data
- 1A client asks for a copy of their data, to delete it, to correct something, or to stop marketing.
- 2Open their Access log tab and tap Client asked about their data (needs the Log a data request permission, on for everyone by default).
- 3Choose what they asked for and how (in person, phone, email or social media), and the date they asked if it wasn’t today. Add a note if it helps, then tap Log request.
- 4Whoever handles data requests (Admins, and anyone with See Data & compliance) gets a notification. The reply is due one month from the date they asked. Nothing on the client’s profile changes.
Medical history updated
When a client fills in their health questions online (when booking, from a form link, or through Manage my data on your website), people who can see clinical records see a blue Medical history updated badge by their name. Read the answers (Consents tab), then tap the badge and Mark reviewed. Countersigning their form clears it too. Both are noted in the audit log.
Welcome back checklist
When an archived client is restored (by the team, or because they booked online), their profile shows what to do at their first visit back: a new consent form, updated medical history and, for higher-risk treatments such as injectables, peels, lasers, colour or lash tints, a patch test if there isn’t one from the last 6 months. Each one ticks itself off when it’s done; tap Patch test done today to record a patch test. It disappears once everything’s done, or tap Dismiss.
Corrections a client asked for
If a client says something in their record is wrong, log it as Correct something on their record. The original is never changed: a sealed, dated correction appears beside it (blue), on the consent form, in Medical history and in Clinical notes.
Legal hold
A red Legal hold badge by the name means nothing on this profile can be deleted, for example during an insurance claim. Only Admins and people with See Data & compliance see it.