Dr Ahmed El Houssieny, medical director of Bank MediSpa in Cheshire, was running his patient records on pen and paper across multiple clinics, until he turned to Pabau.
Medical questionnaires and patient notes were all hard copies that had to be updated, filed, and sourced whenever they were next needed. Because they held medical and personal information, they also had to be stored safely and securely.
Whenever a patient had a follow-up appointment, you’d have to fish for the notes, make sure they were there, update them, and then store them again. It wasn’t an easy process.
Accessing notes across two clinics was impossible
Things came to a head when Dr Ahmed started splitting his time across more than one clinic. Some patients saw him at clinic A one day and clinic B another day, so making sure he had the right notes in the right place became a real problem.
Having access to the notes was very hard. Unless I knew beforehand that I was going to see a particular patient whose notes were in another clinic, it became almost impossible.
How Pabau helps medical doctors and practitioners
Ditch the pen and paper and switch to digital patient records
Access patient notes from anywhere, safely and securely
Annotate patient photos with details of the treatment
Use permissions to protect confidential medical records
The solution
An all-in-one platform that seemed too good to be true
Dr Ahmed tried other software before Pabau, but none of it did what he needed. It wasn’t until he came across Pabau at an aesthetics conference in London that he found a single solution to book patients, manage the diary, fill in forms, and annotate.
It was a complete clinic resource management. You were able to book patients, manage the diary, fill in forms, and annotate. It was too good to be true to start with.
A platform for the whole team, not just the doctor
A big reason Dr Ahmed chose Pabau was that it wouldn’t only help him — it would help his whole team. Therapists could manage their own clients, the clinic manager could access business reports, and he could keep an eye on inventory while making detailed patient notes.
My clinic served more than myself. Pabau allowed me to make my notes and annotate, but it also allowed my therapists at the clinic to do the same with their treatments.
The results
Flexible, paper-free working from any device
The biggest win for Dr Ahmed is getting rid of paper records entirely. Because Pabau is secure, cloud-based, and accessible on any device, he can work on the go and pull up patient information instantly — even when a client reaches out over social media.
I can access Pabau at any time of the day, whether I’m in clinic, at home, or even overseas. All I have to do is take my iPad, mobile phone, or laptop with me. Can you imagine having to carry 2,000 or 3,000 paper records with you everywhere you go?
Easily review past treatment records
Dr Ahmed can add detailed annotations about each treatment and quickly pull up previous treatments no matter how long ago they happened — including what was injected, where it was injected, and in what quantity.
I’m able to put dots where I’ve injected, write what I injected, and add the quantity. That’s been very useful when I’m referencing treatments that patients had a year or two ago.
A streamlined, patient-centred journey
Every client now gets the communication they need at each touchpoint: a welcome email, a text reminder before their appointment, a brief outlining their treatment plan, aftercare instructions by email, and a follow-up message two weeks later.
From the minute they make their appointment, they get a welcome email, then a text reminder 24 hours beforehand. When they come to the clinic, they get a brief of the treatment plan we’ve discussed. If they have an action plan, they get an aftercare email and a follow-up two weeks later. All of this has made the process easy and streamlined.
Role-based permissions protect patient data
With clear responsibilities across front-of-house, management, and marketing, not everyone needs the same access. Pabau’s role-based permissions limit access by feature — so reception can manage the diary and bookings without being able to write or edit clinical notes.
I have a more medical role, so I’m able to access medical records, appointments and so on. The therapists have access to patient contacts and their records, and the business manager has access to the reports and the diary.
Business intelligence that powers growth
Using Pabau’s reporting, Dr Ahmed can see the big picture — turnover, last-minute cancellations, and product sales — as well as his all-important consultation-to-treatment conversion rate, so he can check he’s on track for his growth goals.
I’m always looking at my clinic in terms of growth. I’m aiming for 10, 20, 30% growth. It’s important for me to access data that shows me how I’m doing.
I recommend Pabau all the time to colleagues who are new and looking to start up a clinic. It makes things so much easier — your medical records, diary management, your reporting system — and that’s really very important for a business.
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