Practice Admin: How to Manage Practice Profile & Contacts
For Practice Administrators Only
Practice administrators manage essential practice information and contacts that appear throughout Aesthetics360. This guide covers how to view, edit, and manage your practice profile and contacts on the web platform.
In this article
- About Practice Information
- How to view Practice Profile information
- How to edit Practice Profile
- How to view Practice Summary
- How to Manage Practice Contacts
- How to delete a Practice Contact
- Troubleshooting
About Practice Information
What is Practice Profile Information?
Your practice profile contains:
✓ Practice Name - How your practice appears in the system
✓ Website URL - Your practice's associated website
✓ Creation Date - Read-only timestamp showing when the practice was created
✓ Last Updated - Read-only timestamp showing the most recent update
Related questions:
How to view Practice Profile information
What is Practice Summary?
The Practice Summary is a comprehensive overview of your practice offerings and AI output preferences that AI models use to generate personalized content during consultations.
Related questions:
What is Practice Offering and why it matters
How does AI use my Practice Offerings
What are Practice Contacts?
Practice contacts are key individuals for your practice, including:
✓ Staff Members - Team members at your practice
✓ Referring Physicians - Doctors who refer patients to you
✓ Other Important Contacts - Any other relevant contacts for your practice
Related questions:
Who Can Manage Practice Information?
Practice Administrators Only
- Only users with administrator permissions can access these features
- Standard users cannot edit practice-level information
- Contact your practice administrator if you need to update practice details
How to View Practice Profile Information
Accessing Your Practice Profile
- Log in to the Aesthetics360 web app as an administrator
- Navigate to Practice Management section
- Select your practice from the list
- Click on the "Profile" tab
- The practice profile page displays all current information
What You'll See in Practice Profile
Editable Information
- Practice Name - Your practice's official name
- Website - Associated website URL
Read-Only Information
- Creation Date - When the practice was created in the system
- Last Updated - Most recent update timestamp
- Practice ID - Unique identifier for reference purposes
What Can You Access from Practice Profile?
From the practice profile page, you can access:
- Summary - Practice offerings and AI customization parameters
- Contacts - Practice contact management
- Integrations - Third-party system connections (if applicable)
Related questions:
How to Edit Practice Profile Information
What You Can Edit in Practice Profile
✓ Practice Name - Update if your practice name changes
✓ Website URL - Update your practice's website address
What is Read-Only in Practice Profile
✗ Creation Date - System-generated, cannot be modified
✗ Last Updated - Automatically updates when changes are saved
✗ Practice ID - Permanent unique identifier
Tip: The Creation Date and Last Updated timestamps are read-only fields maintained by the system for reference and audit purposes.
How to Copy Practice ID?
Your Practice ID is a unique identifier that can be helpful when working with Aesthetics360 support for troubleshooting or resolving issues.
To Copy Your Practice ID:
- Locate the Practice ID in the top right corner of the screen
- The Practice ID is accessible from any tab in Practice Management (Profile, Summary, Contacts, or Integrations)
- Click on the Practice ID
-
The copy icon changes to a checkmark icon ✓ confirming the ID has been copied to your clipboard
- Paste the Practice ID when communicating with Aesthetics360 support
When to share your Practice ID:
Provide your Practice ID to support@aesthetics360.com when requesting assistance with practice-specific issues, troubleshooting technical problems, or requesting updates to your practice summary.
Editing Your Practice Profile
- Navigate to Practice Profile (Practice Management > Your Practice > Profile tab)
- Click in the field you want to edit (Practice Name or Website)
- Update the information
- Modify practice name as needed
- Enter or update website URL
- Click the "Save" button on the bottom bar that appears when you make any updates
- Last Updated timestamp automatically updates when changes are saved
Tips:
- Double-check spelling of practice name
- Ensure website URL is correct
- Test website links after updating
What Happens If I Have Unsaved Changes?
If you attempt to navigate away from the practice profile while you have unsaved changes, the system will protect your work by displaying an "Unsaved Changes" dialog.
When It Appears:
- You've clicked Cancel button
- You've made edits to Practice Name or Website fields
- You try to navigate to another tab (Summary, Contacts, or Integrations)
- You try to leave the Practice Management section
- You attempt to close the browser or navigate to a different page
What You'll See:
The dialog displays the message:
"You have unsaved changes. Would you like to discard the changes or continue editing?"
Your Options:
1. Continue Editing (✓ button)
- Returns you to the practice profile
- Preserves all your unsaved changes
- Allows you to review and save your edits
- Recommended if you want to keep your changes
2. Discard (✗ button)
- Abandons all unsaved changes
- Returns fields to their previous values
- Proceeds with your navigation action
- Use this if you want to cancel your edits
Always save your changes before navigating away. Click the "Save" button on the bottom bar after making edits to avoid seeing this dialog and ensure your updates are preserved.
Related questions:
How to View Practice Summary
The Practice Summary displays comprehensive information about your practice offerings, which AI models use to generate personalized content during consultations.
Accessing the Practice Summary
- Navigate to Practice Management
- Select your practice from the list
- Click on the "Summary" tab
- The summary displays all practice offerings in a read-only format
What the Summary Includes
The Practice Summary contains information about:
Service Descriptions and Categories
- Types of aesthetic services offered
- Treatment categories and classifications
- Service descriptions
Product Details and Available Packages
- Products used or sold at your practice
- Available treatment packages
- Product combinations and bundles
Special Programs or Offers
- Membership programs
- Loyalty programs
- Special promotional offerings
Any Other Relevant Offerings Unique to the Practice
- Custom treatment protocols
- Unique service combinations
- Practice-specific programs
AI Output Preferences:
- Language
- Email Tone
- Language Level
- Treatment Plan Perspective
- Detail Level
- Clinical Notes Type
Important: You cannot directly edit the content through this interface. The summary is read-only.
For Reference Purposes:
- Use the "Copy" button to copy summary information
- Paste into external documents for reference
- Share with staff or stakeholders as needed
Related questions:
What is Practice Offering and why it matters
How does AI use my Practice Offerings
How to Copy Practice Summary
You can copy your entire practice summary to paste into external documents, share with staff, or keep for reference purposes.
- Navigate to Practice Summary (Practice Management > Your Practice > Summary tab)
- Click the ... (three dots) menu in the top right corner
- Select "Copy" from the menu (this is the only available option)
- The entire practice summary is copied to your clipboard
- Paste the information anywhere you need it, for example:
- External documents
- Emails to staff
- Reference materials
- Backup records
When to Copy Practice Summary
For Reference Purposes:
- Creating internal documentation
- Sharing practice offerings with team members
- Keeping backup records of your services
- Preparing materials for staff training
- Reviewing offerings before requesting updates
For Communication:
- Sharing with stakeholders
- Providing context when contacting support
- Coordinating with marketing teams
- Discussing offerings with business partners
Remember: Copying the summary creates a snapshot of your current practice offerings. The copied text is read-only - you cannot edit the practice summary directly through this interface. To make changes, contact support@aesthetics360.com.
How to Request Updates to Practice Summary
To modify practice offering information:
- Contact Aesthetics360 support at support@aesthetics360.com
- Provide details about the changes needed, for example:
- New services or products to add
- Updated pricing or packages
- Changes to special programs or offers
- Any other relevant offering updates
- AI output preferences (view more in Customizing AI output preferences)
- Support will process your request and update the summary
- Verify changes once support confirms the update is complete
Why is the summary read-only?
The Practice Summary is maintained by Aesthetics360 to ensure data integrity for AI models. This prevents accidental changes that could affect AI-generated content quality during patient consultations.
Managing Practice Contacts
Practice contacts include staff members, referring physicians, and other important contacts for your practice. You can add, view, edit, and delete contacts as needed.
How to Add a Practice Contact
When to Add Contacts
New Staff Members
- Onboarding new team members
- Adding administrative personnel
- Including new providers
Referring Physicians
- Doctors who refer patients to your practice
- Building referral network contacts
- Maintaining professional relationships
Other Important Contacts
- Vendors and suppliers
- Business partners
- Emergency contacts
How to add a New Contact
- Navigate to Practice Contacts (Practice Management > Your Practice > Contacts tab)
- Click the "+ Add Contact" button (top right corner)
- Fill in the contact form:
Required Fields:
- First Name* - Contact's first name
- Last Name* - Contact's last name
Optional Fields:
- Middle Name - Contact's middle name
- Position - Job title or role
- Email - Contact's email address
- Phone Number - Contact's phone number
- Title - Dropdown selection (e.g., Dr., Mr., Ms., etc.)
- Click "Save" to add the contact to your Practice Contacts list
- Or click "Cancel" to discard without saving
Tips:
- Complete what's available
- Include as much information as possible for better contact management
- Email and phone are optional but recommended for communication purposes
- Position helps identify the contact's role at a glance
Related questions:
How to View Practice Contacts
Viewing All Contacts
- Navigate to Practice Contacts (Practice Management > Your Practice > Contacts tab)
- View the contact list displayed in a table format
All saved contacts appear in a table with the following columns:
- First Name - Contact's first name
- Last Name - Contact's last name
- Position - Job title or role
- Email - Contact's email address
- Phone - Contact's phone number
How to Search for Contacts
Use the Search Function:
- Look for the "Search by name..." field at the top of the contact list
- Type the contact's first or last name
- The table filters to show matching results
- Quickly find specific contacts without scrolling
How to View the Full Information about the Contact
To see full information:
- Click on a contact record in the table to view full details
- See all information including optional fields
- Access edit and delete options from the detailed view (See How to edit a Practice Contact or How to delete a Practice Contact)
Tip: Use the search function when you have many contacts in your list - it's faster than scrolling through the entire table.
Related questions:
How to Edit a Practice Contact
When to Edit Contacts
Information Changes
- Updated email addresses
- New phone numbers
- Position or title changes
- Name corrections
Adding Missing Information
- Adding email or phone to existing contacts
- Including position details
- Completing optional fields
Editing Contact Information
- Navigate to Practice Contacts (Practice Management > Your Practice > Contacts tab)
-
Click on the contact record in the table you want to edit
- The contact record opens showing Details and Contacts sections
- Update the desired fields:
- Modify first name, middle name, or last name
- Change position or title
- Update email address
- Change phone number
- Click "Save" to update the contact
- Upon success you will receive the message "Contact profile has been successfully edited!"
What Can Be Edited
✓ First Name - Update contact's first name
✓ Middle Name - Add or change middle name
✓ Last Name - Update contact's last name
✓ Position - Change job title or role
✓ Title - Update dropdown selection (Dr., Mr., Ms., etc.)
✓ Email - Update email address
✓ Phone Number - Change phone number
Remember: First Name and Last Name remain required fields, but all other fields are optional. You can update only the fields you need to change.
How to Delete a Practice Contact
When to Delete Contacts
Staff Departures
- Employees leaving the practice
- Providers no longer with your practice
- Retired personnel
Outdated Information
- Duplicate entries
- Incorrect contact records
- No longer relevant contacts
Contact Consolidation
- Removing redundant entries
- Streamlining contact list
- Cleaning up old records
Deleting a Contact
There are two methods to delete a contact:
How to Delete a Contact From the Contacts Table
- Navigate to Practice Contacts (Practice Management > Your Practice > Contacts tab)
- Locate the contact you want to remove in the table
- Click the ⋮ (three dots) menu on the contact row
- Select "Delete" from the menu
- Confirmation dialog appears: "This action will permanently delete this contact and cannot be undone. Are you sure you want to continue?"
- Click "Delete" to confirm deletion
- Or click "Cancel" to abort the deletion
How to Delete a Contact From the Contact Record
- Navigate to Practice Contacts
- Open the contact record by clicking on it in the table
- Click the ⋮ (three dots) menu in the top right corner
- Select "Delete" from the menu
- Confirmation dialog appears: "This action will permanently delete this contact and cannot be undone. Are you sure you want to continue?"
- Click "Delete" to confirm deletion
- Or click "Cancel" to abort the deletion
After Deleting:
- The contact is immediately removed from the Practice Contacts list
- All contact information is permanently deleted
- You can re-add the contact if needed, but must enter all information again
Deletion is Permanent
- Deletion cannot be undone
- Verify you're deleting the correct contact
- Consider keeping records outside the system if you might need the information later
- No recovery option is available
Related questions:
Troubleshooting
Can't Edit Practice Profile
Check Your Permissions
- Verify you have Practice Administrator access
- Contact your practice owner if you need permissions
- Practice Doctor role cannot edit practice profile
Related questions:
Changes Not Saving
Check Required Fields
- Ensure Practice Name is not blank
- Verify proper formatting
- Look for error messages
Internet Connection
- Unstable connection may prevent saving
- Check your network and try again
- Contact support if issue persists
Related questions:
Can't Edit Practice Summary
- Practice Summary is read-only by design
- Contact support@aesthetics360.com to request changes
- Use the Copy button for reference purposes only
Related questions:
Contact Search Not Working
Check Search Term
- Try searching by first name only
- Try searching by last name only
- Ensure spelling is correct
Refresh the Page
- Reload the contacts page
- Clear browser cache if needed
- Try a different browser
Related questions:
Summary
Managing your practice profile and contacts ensures accurate business information and effective organization. Here's what to remember:
✓ Practice profile includes practice name, website, and read-only timestamps
✓ Edit practice information by clicking in the fields and saving changes
✓ Practice summary is read-only and shows comprehensive offering details for AI models
✓ Request summary updates through Aesthetics360 support
✓ Add practice contacts with at minimum first and last name
✓ View all contacts in the Contacts tab and use search to find specific people
✓ Edit contacts by clicking on the record and updating fields
✓ Delete contacts using the ⋮ menu (permanent action)
✓ Review regularly to ensure accuracy and currency
✓ Maintain security by limiting administrator access
Need Help?
If you have questions about practice profile or contact management:
- Contact support at support@aesthetics360.com
- Visit aesthetics360.com for additional resources
- Request practice summary updates through support