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Welcome

Welcome To emilyemr Aesthetic Clinic Software

Congratulations for joining the emily family and welcome to the learning area of emily.
Here you will find information about how to setup emily and use this software to its fullest potential. There is a lot to cover so take your time and use the search feature if you can’t find what you are looking for easily.
We are adding content regularly so keep checking back, but if there is something you would like to see sooner please let us know and we will add it to the top of our to do list.

2024-02-12 Update

Cumulative Updates

Since our last posting we have had a number of important updates that include the following:
  • ePower Analytics – more reports for services as well as toxins and fillers. We now display on the dashboard your average Toxin and Filler invoice amount. We are also displaying revenue, costs and net revenue as a percentage of revenue on the toxin and filler ePower report.
  • Online Payments for Booking – You can now both take credit cards for online booking and charge for missed appointments whether the patients cancels the appointment or your staff does.
  • More detailed information regarding appointment cancellations such as who performed the cancellation, date, time and reasons.
  • Taking credit card information for staff booked appointments and charging for missed appointments is an option.
  • Reorganized organization and clinic settings area for multi-clinic organizations.
  • More robust permissions for users and much easier to assign permissions. copy and paste functionality as well.
  • As always, multiple minor bug fixes and optimizing the user experience to speed up the system.

2023-11-01 Update

Cumulative Updates

We have had a number of important updates over the last 9 months, here are just a few of the items that have been implemented and improved-upon.
  • eForms – ability to send eforms to patients for completion at home through the patient portal.
  • Kiosk mode for in-clinic patients to complete their intake form as well as any other forms required for their appointment that day.
  • ePower Analytics – The most powerful reporting tools available anywhere has been introduced with emily. This information is unparallelled and harnesses all the data from your emr to help you make better business decisions.
  • eTreatment Forms – custom treatment forms for your specific devices.
  • White Glove Service – This is a new service emily is offering to clinics where we manage the entire transition from one software program to another. You don’t have to do anything, we train, migrate and setup everything for you so you can move seamlessly from your old software to emily without any hassles or downtime.
  • Drawings – you can now add photos to patient charts complete with the ability to draw with multiple tools
  • Group pricing for Injectables – A clinic in Michigan asked us to implement this and we though it was fantastic so we did it.
  • CoolTone – A brand new treatment from Allergan Aesthetics, we now have a customized treatment template just for this new procedure.
  • Custom text for invoices.
  • Improved patient workflow for online booking. This update makes it a lot smoother and simpler for patients to schedule their appointments.

2023-02-04 Update

Recent Updates

  • Updated eForms styling
  • eForms available for patients to complete through online portal
  • Photo tag system updates
  • Injectable template updates
  • Schedule updates

Upcoming Enhancements

  • Integrated payments – online and in-person
  • Permissions interface enhancements and updates
  • New patient intake form wizard

2022-12-05 Update

Bug fixes and ongoing enhancements

  • Login url issue fixed
  • NEW eForms builder continued development
  • Reservations created at wrong time fix
  • Clinic standardization of supplies complete
  • Toggle to require credit card to schedule service

Add A New User

Here we will outline how to add a new user to emily. Users can be receptionists, assistants, technicians, physicians, nurses, bookeepers, accountants, owners or anyone who is involved and you want to allow them access to the system.
  • Step 1: Go to the Organization>User Tab
  • Step 2: Click the “+Add User” Button. This will open a pane on the right side of the page where you can enter user details.

Here we will outline how to add a new user to emily. Users can be receptionists, assistants, technicians, physicians, nurses, bookeepers, accountants, owners or anyone who is involved and you want to allow them access to the system.

  • Step 3: Add the following required fields (yellow)
    a. First Name, Last Name
    b. User Name
    c. Password
    d. User Category(bottom right)
    Once you have finished, click the “Add” button at the bottom of the panel to save the new user.
  • Step 4: If this user is going to be performing treatments as a “provider”, and you wish to see them on the schedule, update the Service Provider field from No to Yes. (red)
    a. Service Provider – Yes

Multiple Clinics or Multiple Accounts, Which One Should I Choose?

Multiple Clinics or Multiple Accounts - How Do I Choose?

When you’re deciding how to set up your emily account, one thing that comes up quite often is whether you need multiple clinics within a single emily account or multiple accounts. This might be a question when you have:
  • Multiple providers sharing a single practice space but responsible for their own admin and data
  • One single owner with multiple clinics that do not share providers, branding or client list
  • One single owner with multiple clinics that do share practitioners, branding and client list (Chain)
  • One single owner with a mobile practice that works out of 2 or more different clinics (corporate, mobile or home based for example)
In the above 4 scenarios, we would usually recommend that the top two scenarios open multiple, unique accounts, while the bottom two use emily’s Multi-Clinic feature. Typically the top two would have separate bank accounts, financials, and admin staff. The bottom two would want aggregated reporting data as well as as a shared client and staff list.

Items to Consider

A few issues that should be addressed:
  • Patient Accessibility: Are the same clients seen across multiple clinics? If so, the Clinics feature allows for the same username and password to be used to book at both clinics.
  • Chart Accessibility: With a single account, you would see one single medical chart for clients that are seen across multiple clinics. Multiple accounts would have a separate chart for the client at each clinic.
  • Change in Ownership: If you sold your clinic, how would you want all the data to be divided? If you plan on selling one clinic and keeping another, then multiple accounts would make sense for a simple transition of data.
  • Access of Data: Emily offers many different access levels that allow you to limit the information available to everyone with administrative access to your Emily Account. Reports and Exports can be limited to individual information only, or can be set to allow for more shared access.
  • Admin Access and Reporting: Do you have shared admin across all practitioners? It can be hard for admin staff to manage multiple accounts if they are booking and receiving payment for your clients across multiple clinics. A single account makes it simpler for admin and also allows for aggregated data on reports across all practitioners.

Further Points to Consider

  • Logo and Branding: There is one logo and branding available per clinic. So a single shared account will be able to have the information required for each clinic.
  • Email communication: When Emily emails out the notifications and reminders to clients, the clients can respond back to those emails and Emily will redirect them to the clinic’s email address. However, there can only be one reply-to email address per Emily account or clinic. Every clinic will use this reply-to address.
  • Billing for the License Fee: We can only charge a single card per Account for the Emily license fee – so if you are sharing an account you would need to manage the splitting of the license fee outside of Emily.

Pricing

One Account with Multiple Clinics

While emily’s pricing is license-based, and there is no cost to add a clinic to your existing Emily account, any additional practitioners working in this second clinic would be billed at the additional license fee per month. Contact us for details.

Multiple Emily Accounts

If you have multiple Emily accounts they are quoted and priced totally separately. If 5 practitioners have 5 accounts then each account is priced individually.
This is for a few reasons:
  • Should the clinics or practitioners part ways or sell their practice, they would now be outside of any sort of pricing agreement. There’s no mechanism to link accounts within Emily.
  • The second point for us is that running additional accounts comes with extra costs to Emily around importing, training, and hosting.
Our price point is intended to be one that is very reasonalbe for small businesses, and we have many small or very small businesses working with Emily to run their clinic(s). We do not mark up Emily and then discount it on a regular basis. Our quoted fees are really our honest pricing, and we don’t add in fees or charges anywhere else.
This is important to us as we don’t like the game of over-charging some people to offset a possible discount.
If you are really unsure about whether it would be better for you to work with one account or multiple accounts for your practice, please don’t hesitate to contact us and describe your unique practice makeup. We do like to stress, that in most cases there’s pros and cons for BOTH set ups, so ultimately you will be the best one to decide which direction you’d like to go.

Permissions

In emily we have a variety of permissions that continue to expand as we introduce new features. Here are some details about each permission and how they might apply to you or your staff and how to use them properly.
We also have a copy/paste function so when you bring on a new user you don’t have to click dozens of boxes, you can just copy an existing users permissions to save you a lot of time and effort.

You will find User Permissions located in the Settings > Organization > Permission Tab.

CLINIC

Clinic Access Location

This permission allows a user to edit the “access location” tab in the clinic settings. This tab controls the list of IP addresses that can access emily. This is a very important area as it will determine if a user can allow people to access your clinic data outside your location.
We recommend clinics pay for a static IP address from their internet provider and then add this address as your first IP address. This will allow all your staff to access emily from your clinic location. If you want to allow access to emily from outside this location, you can enter individual IP addresses as desired. An example of this would be your staff member/employee wants access from home to complete some documentation and you agree to this. You would then get them to send you their home IP address and you can add that to the list. Use this link to find an IP address.

Google Search.

If you want allow a user to access emily from anywhere, see the “Access from any location” permission under Management.

Clinic Cancellation Reasons

This permission allows the user to access the clinic cancellations tab/area to add more options to the cancellation menu. A cancellation reason would be selected when an appointment is cancelled by a staff member from either the schedule or the chart area.

Clinic General

This will allow access to the General tab in clinic settings that includes the clinic name, address, email, schedule settings, fax settings and much more.

Clinic Merchant Devices

Users will be able to manage merchant device tab with this permission which includes adding or removing merchant terminals from the clinic settings area.

Clinic Online Booking

Online booking tab is the area where users can update which services and users will be displayed on the clinics online booking page as well as settings for bookings.

Clinic Payments

Options here include updating clinic payment types, taxes and custom text for invoices.

Clinic Resources

This is where you can add room and equipment resources. These would then be associated with services so that notifications can be displayed if there are any scheduling conflicts with either of these. You can add multiple resources and multiple rooms to each service and these are selected at the time of appointment scheduling.

Clinic User Permissions

Users with this permission can update any users permission.

Clinic Users

Users with this permission can add, remove and edit the user profile for any clinic user.

COMMUNICATIONS

Communications Appointments

This permission will allow the user to create and edit visit reminders, view communications, and create/edit retention campaigns.

Communications Email Templates

This permission will allow the user to create and edit email templates for visit reminders, scheduling emails, email templates for campaigns, and reviews.

Communications Retention Campaigns

This permission will allow the user to create and edit retention campaigns (marketing campaigns) that are sent via sms or email to patients on a one-time basis or on an automated customized schedule.

Communications Summary

This permission will allow the user to view all communications sent from emily to patients on the clinic.

MANAGEMENT

Access from Any Location - No IP Filter

The No IP Filter allows a user to access emily from anywhere in the world. Any IP address. This should be reserved for very few people. When accessing emily from outside your country, you should be using a VPN to secure your connection.

Address Book

The address book permission allows the user to edit the address book for pharmacies, doctors and labs.

Appointments

The manage appointment will allow the user to create, edit, move, cancel appointments as well as check-in.

Billing

Billing management allows a user to edit settings for Canadian government billing with ClinicAid. Contact us for more information if you wish to bill for government services in BC, AB or Ontario.

Catalogue

The catalogue permission allows a user to edit your list of services, products, clinic supplies and text templates. This permission should only be given to users with management status.

Forms

Forms management (or eForms management) will allow a user to create, edit and share eForms within emily. This is a management-level permission that should be reserved for special users.

Gallery

The gallery (Admin Photo Gallery) is a very important area in emily and should be reserved for very few users. This is where you can find all the photos of all your patients associated with their name. Only give this permission to someone who requires access to the entire gallery of photos for your clinic so they can find patients and edit information as required.

Inventory

Inventory management permission allows the user to edit inventory information for products and clinic supplies.

Messaging

Users with this permission will be able to edit group chats and delete them if required.

Inventory Notifications

This permission will allow the user to receive inventory notifications (nudges) that are related to low levels of products or clinic supplies that have been set in the system.

Organization

The organization permission allows the user to view the “Organization” menu item in the settings. This is intended for users who require access to multiple clinics in their organization.

Staff schedule

The staff schedule permission will allow the user to create and edit staff schedules for the clinic providers.

PATIENTS

Account

The patient account permission allows a user to access the “Account” tab inside the patient panel. This is where invoices can be viewed, edited and created.

Account Transactions

This permission will allow the user to edit invoice transactions after a paid invoice is unlocked.

Patient Chart

This permission will allow a user to view the chart tab and edit the chart entry for a patient.

Patient Chart Download

This permission will allow a user to download the patients chart to a pdf file.

Patient Communications

Access the patients communications tab.

Patient Documents

Access the patients documents tab.

Patient List

Access the list of patients from the navigation bar on the left of the screen as well as the patient search fields on the schedule and action panel.

Patient Merge

Allows ability to merge patients from multiple locations.

Patient Nudges

Ability to create, edit and view patient nudges.

Patient Photos

Ability to create, edit and view patient photos as well as view the consultation gallery of shared clinic images.

Patient Profile

Access the patient profile tab to view and edit patient demographics, communication preferences as well as previous appointment information.

Patient Treatment Plan

Access the patients treatment plan tab as well as create and edit treatment plans such as on-time treatments or treatment multiples (package treatments).

REPORTS

Report Tabs

Each one of these permissions: clinic, clinic supplies, commissions etc… relates to the standard reporting area of emily. Access standard reporting with this link in the navbar.

Reports - Power (ePower Reporting)

This permission allows access to our state of the art reporting driven by AI for aesthetic clinics. Access to this is from the navbar icon below.

REVIEWS

Reviews Edit

Allows the user to edit the settings for manual or automated google review acquisition.

Reviews Request

This permission will display the send button for manually sending a google review request to a patient. If a previous request has already been sent, the date and time of the send will be listed below.

Reviews View

This will allow the user to see all google reviews for their clinic. They can access the google reviews from this icon in the navbar.

Request Google Review

Last sent 2022/03/16, 10:25 AM

Add Clinic Services

Add Services your clinic provides so you can schedule them on your calendar in emily.
  • Step 1: Go To: Management>Catalog>Services
  • Step 2: Click the “Add Service” button. This will open a pane on the right side of the page where you can enter the details for the service you offer.
  • Step 3: The following are the default fields required for each service.
The following fields in yellow are required to add a service in emily.

Service Name – This is what you want to formally name your service

Invoice Service Name – This is what you want patients to see as a service name on their invoice or for online booking. Normally these two are the same but sometimes you may want to differentiate.

Type – This is to categorize the service and is required to indicate what general category the service belongs to so we can understand which services are most important to you and your clinic.

Template – Select one of 4 templates here if applicable.

  • Injections – this will automatically display the injectable template for toxins and fillers when this service is scheduled and available for charting.
  • CoolSculpting – Select this if the Service is CoolSculpting
  • CoolTone – Select this if the Service is CoolTone.
  • Deoxycholate – Select this if the Service is for Kybella/Belkyra

Default Duration – This is required to schedule any service but can be modified before the chart is closed and locked.

Other fields that are not mandatory:

Service Colour – choose what the service colour is on the schedule and elsewhere in the system for easy identification

Service Icon – This icon displays in the chart when you have a treatment template or eTreatment form associated with the service.

Category – You can categorize your services if you wish or leave this blank.

Allow Multiples – Setting this to “Yes” will allow you to create package treatments for this service in the Treatment Plan tab. ie., laser hair removal packages.

Service Providers – Select the users/providers who can be scheduled for this service. This is an important field because a service will not be available to be scheduled for someone unless they have been added here.

Resources – Equipment – You can associate equipment with this service so you are notified of any scheduling conflicts.

Resources – Rooms – You can also associate rooms with this service to avoid double booking the same room.

Government Billing – This area is only for billing government insured services in Canada in the following provinces: AB, BC, ON. You will need a billing account for this as well, contact us for more information.

Billing Details – Add the default price for this service if applicable. This price can be updated if required for each treatment/patient. Do not enter a default price if this service is for Injectables, CoolSculpting, CoolTone or Deoxycholate because your clinic supply pricing will apply instead.

Require Card On File – You can request a credit card from the patient to schedule this service. ie., Consultation. You can enter a credit card manually or have the patient enter their credit card online to hold the appointment.

Tax Indicator – We need to know the tax status of this service for payment reasons.

Taxes – Please check the taxes that apply to this service. You need to setup your local taxes in the Billing section of your organization/clinic.

ePoints – You can generate ePoints for your patients every time they spend money on this service. In the General tab of your clinic you can assign how many points will equal $1. When patients have generated epoints, you can use those points to pay invoices as a payment type.

Recommended Products – You can select one or more products in your inventory that will be added to the invoice automatically when this service is purchased.

eForms – You can assign one or more eForms to this service for your patient or for your staff to help the patient complete.

eTreatment Forms – These are forms related to their treatment and can be found using the icon link in the chart entry.

When you are finished, click add service or update to save your changes.

Add A New User

How To Add eForms To A Service

Add electronic forms such as consent forms, post care forms, treatment forms, intake forms to each of your clinic services by taking the following steps:
  • Step 1, 2: Go To: Management>Catalogue>Services
  • Step 3: Click the edit button for the service you wish to add eforms to.
  • Step 4: At the bottom of the edit service panel, click on the eforms button to see a list of eforms for your clinic and/or click the eTreatment forms button to see the list of treatment forms available to use.
eForms are customized specifically for your clinic although you can download existing eforms that other clinics have shared to customize for your own use.
eTreatment forms can be downloaded and then customized for your own particular use case.

Clinic Supplies

Adding and Managing Clinic Supplies

Add clinic supplies to your inventory in emily quickly and easily. emily can track your cost for each item as well as the sale price for each item so make sure you enter both numbers.
  • Go To Settings>Catalogue>Clinic Supplies
  • Click “Add Clinic Supply” button and a modal will open where you can select the clinic supply you want to add. Note: You can add the same clinic supply more than once! You could do this if you want to have different versions of the same clinic supply to use. Example: You have multiple different prices/dilutions for Botox that you inject.
  • Select the clinic supply you want to add and a window on the right side will open with the following fields to complete.
  • Display name: this is the name you want to see on the injection template and on patient invoices.
  • Price per unit – this is the default sale price to the patient per unit
  • Cost per unit – this is your cost of purchasing. ie., if you buy 100U of toxin for $100 then you would enter $1 here as the cost is $1/Unit.
  • Units on hand – this is your current inventory number of Units
  • Sort order – you can arrange the order of each clinic supply. ie., if you have 4 toxins in use, you can set how you want them arranged for ease of use.
  • Click the “Update” button to save your new clinic supply.

Disable LastPass AutoFill for emily

Disable LastPass Autofill

Symptoms

If your clinic is using LastPass, or its browser extensions, LastPass may be incorrectly auto-filling information fields and credit cards which will cause issues with validating fields and adding data where it is not desired. To deal with this we need to disable lastpass from autofilling fields inside emily.

Causes

This is caused by LastPass explicitly ignoring the emilyEMR-configured setting (flag), autocomplete=false in many areas of the program. LastPass will ignore these emilyEMR settings until it is also configured in LastPass.

Resolution

LastPass admins or users can set the option to respect emilyEMR’s autocomplete=false setting in LastPass with the following steps:
  • Click on the LastPass browser extension and select Account Options.
  • Navigate to Extension Preferences > Advanced.
  • Select the Respect AutoComplete=off: allow websites to disable Autofill checkbox.
  • Click Save.

Provider Schedules

Add Breaks

Managing Providers

Package Treatments

Creating Package Treatments inside emily is easy to do. Best of all, with package treatments you can use up prepaid treatments over time, see how many are left and refund unused ones if desired.

Step 1:

Make sure the service is allowed to create multiples or a package treatment. This is the service setup itself. Using the drop down menu, select YES for Treatment Plan Multiple. This area is highlighted yellow.

Step 2:

Go to the patients treatment plan tab where you want to create a package treatment for them.
Click on “Add Multiples” button and you will see a list of services that you can create a package with.

Step 3:

Fill out the modal for price, quantity and any notes you wish to attach to the package treatment. Once complete, click “Add” and it will now be saved as a treatment multiple/package in the patients treatment plan. You can now pay it to start scheduling appointments for the patient.

Scheduling Appointments

Setup Google Reviews

You can setup google review acquisition in 2 different ways. Manual or Automated

Manual:

If you wish to send google review requests manually to patients all you need to do is turn on the toggle for manual reviews and then modify your email if you wish. You don’t have to update the email sent to patients but you have the option to do so. You can always revert back to the default template at any time. Currently, the sms template is not editable.
We will also need some google business information from you in order to set this up correctly in the system so the patient receives your google review link as well as you being able to see all your google reviews inside emily.

Automated

If you wish to automate the process, turn on the automated toggle and then set your timing and select the services that you want to trigger the review request to be sent to the patient. You can select more than one service which will trigger an automated request to be sent out.

Toxin Injections

Performing A Botox or Toxin Injection

In this section we will go into detail about how to perform a toxin injection using a customized amount of toxin.

Step 1:

First step is to make sure you have entered your clinic supplies in the catalogue for your clinic. See this page for how to setup your clinic and add your clinic supplies.

Setup Your Clinic.

Step 2:

After this is complete and you have all your clinic supplies loaded into the system, you can perform your injections for toxins and/or fillers. You can setup one service in the system for all your toxin and filler injections or you can setup a separate service for each. emily has been designed to do both at the same time (toxins and fillers on one template) but if you prefer, you can have 2 different appointment types.
In emily, you can assign any amount of toxin or filler to a patient and you only require one service in the system to do so. It is not uncommon for users to want to setup different services for different amounts of filler because that was the only way to do it in other software applications. That is not the case for emily, this application was designed specifically to accommodate injectable treatments and this specific workflow.

Favourites

You can also create favorites that you can use at any time in the future. These favorites are saved on a use-level so each provider/user can have their own list of injection favorites.

Previous Treatments

Previous treatments can also be added to the injection template with one click of a button. You can then add more previous treatments, more favorites or another custom amount of filler or toxin to the injection template to complete your treatment.

Create Text Templates For Charting

How To Create Text Templates

You can create text templates for ease of text entry in your charting tasks. Creating and editing a text template is very simple, just complete the following steps:
  • Step 1
    Go To: Management>Catalogue>Text Templates
  • Step 2:
    Click on the “Add Template” button to open the edit text template panel on the right side of the page.
  • Step 3:
    Add a name for your text template, this will be the name in the drop down menu to use your text template in the charting tab.
Then add your text for the template and click update when you are finished. That’s it!

Sharing eForms

This page will outline how to assign and save an eForm to a patient.
Once an eForm is saved/submitted, it is converted into a non-editable pdf for future reference.

Add Columns

Adding or editing columns to eForms is a simple task. Please watch the video to see how this works.
Just remember that the sum total for the column widths needs to add up to 12 so that it will fit properly on one row.

Required Fields

Sharing eForms

In this second we will demonstrate how to share an eForm you have created and how to download one from the global gallery.
eForms are used for the following scenarios
  • Consent forms
  • Post-care forms
  • Pre-treatment forms
  • Information/Handouts
  • Intake Forms
  • Questionnaires
You can either create eForms from scratch or download one you like from the global library.
Please watch the video to see how this is done.

Setup Google Reviews

Coming Soon

Here you will find information about how to setup emily and use this software to its fullest potential. There is a lot to cover so take your time and use the search feature if you can’t find what you are looking for easily.

Add Columns

Sharing eForms

  • Step 1
    Go To Catalog>Memberships tab in Settings.
  • Step 2
    Click +Add New Membership
  • Step 3 – Add Membership Add a name for the membership, description, $ amount and applicable taxes. Add a photo as well if desired, as this will help for online purchases of memberships. Also make sure to toggle the membership to “active” if you wish to have it available for purchase.
  • Step 4 – Usage
    a. You can set memberships to expire automatically after X billing cycles or never in which case you can manually cancel the membership. Please note that the membership settings will still apply to any purchases up until the date the membership expires, rather than when it was cancelled. ie., membership is purchaed on June 6 and cancelled on July 10, the membership would still be active for the patient until August 5 as it remains active until the next billing cycle.
    b. Memberships can be automatically cancelled after X billing cycles or manually.
    c. You can also limit the number of redemptions for a membership per cycle if desired.
  • Step 5 – Credits a. Part or all of the membership fee can be added to the patients account/balance each billing cycle for use in paying future invoices.
  • Step 6 – Services & Products a. Add any number of applicable services and products you wish to discount for patients that purchase this membership.
  • Step 7 Click ADD to make this membership active and available for purchase.

Create Before & After

Sharing eForms

How To Take Photo on iPad

Analytics/Reporting

Coming Soon

Here you will find information about how to setup emily and use this software to its fullest potential. There is a lot to cover so take your time and use the search feature if you can’t find what you are looking for easily.

ePay

Coming Soon

Here you will find information about how to setup emily and use this software to its fullest potential. There is a lot to cover so take your time and use the search feature if you can’t find what you are looking for easily.