Incident management for cosmetic and aesthetic clinics
From incident report to clear follow-through.
Record incidents in your cosmetic or aesthetic clinic with the patient context close at hand. Connect evidence, assign protocol steps and follow the response through to a recorded outcome, with clear responsibilities along the way.
At a glance
A clear record. An accountable next step.
An incident needs more than a completed form. Keep the event, the response and the follow-up connected, so your cosmetic or aesthetic clinic can see what happened and who is doing what next.
Record the whole event.
Connect the incident to the patient, treatment record and products involved.
Make the next action clear.
Give protocol steps an owner, a due date and the evidence they need.
Keep the history together.
Follow clinical entries, status changes and the recorded outcome in one place.
See what needs attention.
Review open incidents and patterns through the register and Incidents dashboard.
Record and connect
Start with what happened, and keep the context.
Record adverse events, complications, near misses, product issues and equipment faults against the patient. Start from a clinical note or create a report, then bring the relevant information into one incident record.
The event and the people
Record the category, type, severity, onset and identification times. Identify the reporter, incident owner and responsible clinician.
Products and batches
Keep the products involved with batch and expiry details where recorded. Products copied from a note stay with the incident even if that note changes later.
Connected evidence
Link the clinical note, appointment, photos and library documents. The team can review the event without assembling its context from separate files.
Protocols and follow-up
Turn your protocol into work the team can follow.
Apply your clinic’s protocol to create an incident checklist. Steps can carry an assignee, a due time and a requirement for a note or linked photo, with task steps connected to the team’s task list.
The version used stays on record
Applying a protocol copies its steps and records its version. Later edits to the template do not rewrite the incident’s checklist.
Evidence beside the action
Complete a step with the evidence the protocol requires. Task steps stay connected to task completion, while clinical detail remains on the incident.
Follow-up that remains visible
Outstanding timed steps can notify the assignee and incident owner when overdue. Completing the step or closing the incident stops its outstanding follow-up reminders.
Timeline and outcome
Know where things stand, and how they got there.
Move the incident through triage, management, monitoring and resolution. Keep clinical entries and status changes on the timeline, then record the outcome when an authorised person closes the incident.
Closing is a deliberate decision
An incident must be resolved before it can be closed. If required checklist items remain open, the person closing it must provide a reason.
A clear record after closure
Closed incidents accept addenda rather than ordinary edits. Authorised users can reopen an incident into monitoring when further follow-up is needed.
Prepare a report for review
Export an internal record or an external version that omits staff names and comments. Your clinic reviews and sends it; exporting does not lodge a regulator report.
Register and reporting
Bring the right questions to your clinical review.
Use the clinic-wide register to review individual incidents, then the Incidents dashboard to understand recorded patterns. See what remains open, the types and severity of events, and the time taken to identify and close them.
What is still open?
Review incident status, ownership and days open to focus the next follow-up conversation.
Where should we look more closely?
Explore recorded incidents by category, type, severity and suspected product. A recorded association is a starting point for review, not proof of cause.
One connected review
Keep the incident, linked evidence, protocol steps and outcome together, reducing separate registers and follow-up spreadsheets. Your team decides what to investigate and change.
See it together
Bring your process into the conversation.
In a demo, follow an incident from its first report through protocol steps, review and closure. Bring the roles and follow-up process your clinic uses today so we can show the relevant records and controls.
Trust and compliance
Your team controls access, action and closure.
Incident Management supports your clinic’s record keeping and follow-up. Practitioners remain responsible for care, clinical decisions and any external reporting obligations.
Feature availability depends on your plan, enabled features and access permissions.
- Encrypted storage
- Distinct responsibilities
- Permissions separate viewing, reporting, closing and access to the clinic-wide register. The feature must be enabled for your clinic.
- Clinic-side records
- Patients cannot access incident records. Photos linked to an incident are withheld from the patient portal, Photo Library and marketing while linked.
- Traceable changes
- Incident changes are audited. Timeline entries have authors, and hiding an entry requires a reason rather than deleting it.
- Your protocols and judgement
- Your clinic configures and approves its protocols. A completed checklist records work done; it does not independently determine clinical resolution or regulatory compliance.
FAQs
How does this help our clinic manage incidents beyond the initial report?
The report stays connected to its patient, products, linked records, protocol checklist and timeline. Assign responsibility, follow due steps and record the eventual outcome in the same workflow, rather than maintaining an incident form and a separate follow-up spreadsheet.
What kinds of events can we record?
Incident Management supports patient-linked adverse events, complications, near misses, product issues and equipment faults. Your team records the category, type, severity, timing and people involved. It is designed to support the work of cosmetic, aesthetic and laser clinics.
Can we use our own incident protocols?
Yes. Your clinic can configure protocol steps, responsibilities, due times and evidence requirements. Applying a protocol copies its version and steps onto the incident, so a later template change does not rewrite the checklist already being followed. Your clinic remains responsible for approving the protocol and clinical decisions.
Who can see or close an incident?
Access is controlled separately for viewing, reporting, closing and the clinic-wide register. Patients cannot access incident records. An authorised person can close a resolved incident with a recorded outcome, and must give a reason if required checklist items remain open.
Can we review trends across incidents?
Yes. The Incidents dashboard shows recorded incidents, open and serious incidents, time to identify and close, and breakdowns including type, severity and suspected product. Use it alongside the register to guide clinical governance discussions. Patterns in recorded information do not establish cause or a treatment’s safety.
Does exporting an incident report notify a regulator?
No. You can prepare an internal export or an external version that omits staff names and comments. Your clinic must review the report and manage any required submission, patient communication or other reporting obligations.
What should we bring to a demo?
Bring your current incident form, follow-up process and an example protocol without patient-identifying information. We can show how the record, checklist, roles and reporting fit together, and discuss the access and configuration your clinic needs.
Ask DappleOS
Ask how incident records, protocols and follow-up could fit your clinic.
