Practice Setup & AI Output Preferences
Setting up your Practice Offering and configuring AI output preferences ensures that Aesthetics360 generates personalized, accurate content that truly reflects your practice. This guide covers everything you need to know about customizing the AI to work for your specific aesthetic practice
What is Practice Offering and Why It Matters
Understanding Practice Offering
As part of setting up Aesthetics360, practices provide detailed information about their services, products, packages, and offerings. This information powers the AI to generate personalized, context-aware content during consultations tailored specifically to your practice.
What Information to Share
When setting up your Practice Offering, include:
Services:
- Service descriptions and categories
- Types of treatments you offer
- Specialty procedures unique to your practice
Products:
- Product details and brands you use
- Available packages or bundles
- Product lines you carry
Special Programs:
- Special programs or offers
- Membership benefits
- Seasonal promotions
Other Offerings:
- Any other relevant offerings unique to your practice
- Exclusive treatments or protocols
- Partnership services
How Does AI Use My Practice Offerings
- Initial Setup: Input is collected once during setup
- Periodic Updates: Updated as needed to maintain accuracy
- AI Integration: Powers AI-driven insights to enhance consultation quality and patient engagement
To submit your Practice Offering information, contact your Aesthetics360 manager.
Q: How long does initial setup take?
A: Initial setup typically takes 1-2 business days for review and implementation.
Q: How often should I update my Practice Offering?
A: Update whenever you add or remove services, change products, or modify pricing. Quarterly reviews are recommended as a minimum.
Related questions:
Customizing AI Output Preferences
When submitting your practice offering, you can specify practice-preferred settings for AI outputs generated during consultation sessions. These preferences ensure the AI generates content that matches your practice's style and needs.
Available Customization Options
1. Language
Choose the primary language for all AI-generated content.
Options:
- English
- Spanish
Applies to: All AI outputs
2. Email Tone
Set the communication style for patient follow-up emails.
Options:
- Conversational - Warm, friendly, approachable tone
- Formal - Professional, clinical, traditional tone
Applies to: Follow-Up Email
Example:
- Conversational: "Hi Sarah! It was great seeing you today..."
- Formal: "Dear Ms. Wilson, Thank you for your visit..."
3. Language Level
Adjust the complexity of medical terminology in clinical documentation.
Options:
- Plain - Simple, patient-friendly language with minimal medical jargon
- Standard - Balanced mix of medical and accessible language
- Expert - Advanced medical terminology for professional documentation
Applies to: Treatment and Care Plan, Consultation Summary, Clinical Notes
Example:
- Plain: "Lines around the eyes caused by smiling"
- Standard: "Dynamic wrinkles in the periorbital area"
- Expert: "Bilateral periorbital rhytides secondary to repeated orbicularis oculi contraction"
4. Treatment Plan Perspective
Control the narrative voice used in treatment recommendations.
Options:
- First Person - "I recommend 20 units of Botox..."
- Second Person - "You should receive 20 units of Botox..."
- Third Person - "The patient will receive 20 units of Botox..."
Applies to: Treatment and Care Plan
5. Detail Level
Determine how comprehensive your clinical documentation should be.
Options:
- Brief - Concise, key points only for quick reference
- Standard - Balanced overview with essential details
- Detailed - Comprehensive, thorough documentation with extensive context
Applies to: Consultation Summary and Clinical Notes
6. Clinical Notes Type
Select the clinical documentation format that matches your practice standards.
Options:
- SOAP Notes - Standard Subjective, Objective, Assessment, Plan format
- Explant SOAP Notes - Specialized format for explant procedures
- Venous Clinical Notes - Specialized format for venous treatments
Applies to: Clinical Notes output
Q: Can I change my AI preferences after setup?
A: Yes! Contact your Aesthetics360 manager to request changes at any time.
Q: Will changing preferences affect old consultations?
A: No. Preference changes only apply to new consultations created after the change.
Q: Can different providers use different AI preferences?
A: Currently, AI preferences are set at the practice level and apply to all providers. Contact support if you need provider-specific settings.
Q: Can I see examples of different preference settings?
A: Yes! Contact your Aesthetics360 manager to see sample outputs with different preference combinations.
Understanding Practice-Specific Key Terms
About Transcription Accuracy
Aesthetics360 uses an advanced transcription accuracy system with a master list of 57,000+ specialized medical aesthetic terms. The system automatically compares incoming transcription against this master list and corrects terminology in real-time.
Adding Custom Key Terms
Your practice can add up to 100 custom terms specific to your practice to further improve transcription accuracy.
Preparing Your Custom Key Terms List
Recommended Quantity
- Optimal: 20-50 terms for best transcription performance
- Maximum Allowed: 100 terms
Be Specific
Focus on terms unique to your practice, not generic industry terms already in the master list.
Consider Adding Terms That Are:
✓ Brand or Product Names
- Specific dermal fillers you frequently use (e.g., "Juvéderm Voluma," "RHA 3")
- Laser equipment brands (e.g., "Picosure," "Halo Pro")
- Skincare lines you carry (e.g., "SkinMedica," "ZO Skin Health")
✓ Proprietary Treatment Names
- Protocols unique to your practice (e.g., "Liquid Lift," "Refresh and Restore Package")
- Signature treatment names
✓ Slang or Informal Terms
- Commonly used in consultations (e.g., "brotox," "lip flip," "baby Botox")
- Casual terminology patients use
✓ Clinic-Specific Abbreviations
- Your internal terminology
- Shorthand your staff uses
✓ Names Mentioned Often
- Staff member names
- Location names
- Partner organizations
Format
- Provide the terms as a simple list
- One term per line or comma-separated
Q: What happens if I don't submit custom key terms?
A: The system will still work using the 57,000+ term master list, but custom terms improve accuracy for your specific practice terminology.
How to Submit Custom Key Terms
Submission Process
- Prepare Your List
-
Compile your 20-100 custom terms following the guidelines above
Contact Your Manager
-
Submit your list to your Aesthetics360 manager
Review
-
Our team will review your submitted terms (typically within 1-2 business days)
Implementation
-
Approved terms will be added to your practice's transcription settings
Confirmation
-
You'll receive a confirmation email once your custom terms are active
Immediate Effect
- Changes take effect immediately for all new consultations
-
Need to Update Your Terms?
You can request updates to your custom terms at any time:
- Add new terms as your practice adopts new products or protocols
- Remove terms that are no longer relevant
- Edit existing terms if corrections are needed
Contact your Aesthetics360 manager to submit updates.
Viewing Your Practice Summary
Accessing Practice Information
Once your Practice Offering is set up, you can view it in the Aesthetics360 web app:
- Navigate to Practice Management in the sidebar
- Click the Summary tab
- Review your practice offerings including:
- Product details
- Pricing information
- Treatment information
Requesting Updates
To request updates or modifications to your practice summary information:
- Contact your Aesthetics360 manager
- Submit updated information as needed
Note: This information is displayed in a read-only format. You can copy this information using the copy button for reference purposes.
Why These Settings Matter
Benefits of Proper Configuration
When your Practice Offering and AI preferences are properly set up:
✓ Accurate Recommendations
- AI generates treatment suggestions based on what you actually offer
✓ Consistent Communication
- All outputs match your practice's tone and style
✓ Professional Documentation
- Clinical notes follow your preferred format and detail level
✓ Better Transcription
- Custom key terms ensure accurate capture of your specific terminology
✓ Time Savings
- Reduces manual editing of AI-generated content
✓ Enhanced Patient Experience
- Personalized content reflects your practice's unique approach
Best Practices
For Initial Setup
Be Comprehensive
- Include all services, products, and special offerings
Choose Thoughtfully
- Select AI preferences that truly match your practice style
- Consider your patient demographic and communication preferences
Start Conservative with Key Terms
- Begin with 20-30 key terms rather than submitting all 100 at once
- Focus on your most commonly used specialized terms
Test and Refine
- Review AI outputs after setup
- Request adjustments if needed
For Ongoing Maintenance
Update Regularly
- Submit updates when you add new services or products
- Keep your offerings current
Monitor Transcriptions
- Review transcription accuracy during consultations
- Add new key terms as you identify gaps
Gather Team Input
- Ask staff for terms they use frequently
- Include provider-specific terminology
Seasonal Updates
- Update offerings for seasonal promotions
- Adjust for limited-time services
Summary
Setting up your Practice Offering and AI output preferences in Aesthetics360 ensures personalized, accurate content that reflects your unique practice. Here's what to remember:
✓ Provide comprehensive Practice Offering information including services, products, special programs, and other offerings
✓ Customize AI preferences to match your practice's communication style and documentation needs
✓ Choose language and tone settings that align with your patient demographic and practice culture
✓ Add custom key terms (20-50 recommended) for improved transcription accuracy of your specific terminology
✓ View your Practice Summary anytime in read-only format under Practice Management
✓ Update regularly by contacting your Aesthetics360 manager whenever your offerings change
✓ Review quarterly to ensure your configuration stays current as your practice evolves
Need Help?
If you have questions or need assistance with account security:
- Use our AI chatbot - Available in the knowledge base, mobile app, or web app
- Email support - support@aesthetics360.com
- Visit our website - aesthetics360.com
Our support team is here to help you keep your account secure