How to track laser and peel session packages in a skin clinic
By the Curogrid team · · 4 minute read
Track a laser or peel package as two records that must always agree: the sessions, booked and counted as a course, and the money, billed once and paid in full or in parts. Write the terms down at the sale, book every session that day, and check each week that no patient has had more sessions than they have paid for.
Packages go wrong in a few predictable places: a session that nobody counted, a balance that nobody asked for, and a patient who returns after eight months expecting the sessions that were left. Each has a fix at the desk.
What to write down when you sell a package
Put the terms on one page and give the patient a copy. A package sold on a spoken promise is remembered differently by each side.
- The treatment and the area treated.
- The number of sessions in the package.
- The planned gap between sessions, as the doctor has set it.
- The price, and whether it is paid at once or in parts.
- How long the package stays valid.
- What happens to a session the patient misses without notice.
- Whether unused sessions are refunded or can be moved to another treatment.
- That the doctor may change or stop the plan for clinical reasons, and what is charged if that happens.
Book every session on the day of the sale
Book the whole course before the patient leaves. Sessions that are weeks apart are easy to lose: with a long gap, neither the patient nor the desk has a reason to think about the next one until it is overdue. A patient who leaves with every date has a plan. Send a reminder before each session, because a date fixed a month ago is easily forgotten.
Count sessions done against sessions paid
For every open package, the desk should be able to say three numbers without searching: sessions in the package, sessions done, and the amount still to pay. Count a session as done only when it has been given, on the day, by the person who gave it. Never count from memory at the end of the week.
| Question | Where the answer should be |
|---|---|
| How many sessions were sold? | On the bill and on the signed terms. |
| How many are done? | In the patient's file, counted from sessions actually given. |
| When is the next one? | In the appointment book, already booked. |
| How much is still to pay? | Against the bill, after each part payment. |
| Is the package still valid? | On the signed terms, as an end date. |
Take part payments against one bill
Raise one bill for the package and record every payment against it. Do not write a fresh bill each time the patient pays. One bill with part payments shows what is still to pay at a glance. A fresh bill for every payment makes one package look like several small sales. Decide your rule, for example that the balance is cleared before the last session, and print it on the terms.
Photographs and consent
Take written consent before the first photograph and before the first session. Before-and-after photographs are how a skin clinic shows progress, and a photograph of a patient is personal data. Keep the consent for the clinical record separate from any consent to show the photographs to other people or to use them in publicity, and let the patient agree to the first without the second. Check the current data protection rules before you use a patient's photograph outside the file.
When a patient stops in the middle
- Call after the first missed session, and rebook it.
- If the patient wants to stop, note the reason in the file and the date.
- Apply the refund or transfer rule that was written on the terms.
- Close the package, so it no longer appears among the open ones.
- Cancel the remaining bookings, so the slots can be given to someone else.
A weekly check that takes ten minutes
- Packages where the sessions done are ahead of what has been paid for.
- Packages with no next session booked.
- Packages that will pass their validity date this month.
- Missed sessions that were never rebooked.
How Curogrid does it
In Curogrid, a skin clinic turns on “Book treatment sessions (laser, peels)” while booking. The course is booked together: 4 sessions 4 weeks apart, 30 minutes each, unless you change it, and each booking shows its place, such as “Session 2 of 4”. The patient's file opens on a Treatment card that shows how many sessions are done and when the next one is booked. Chemical peel, Laser session and PRP session are one-tap procedures on the visit. A bill can be part paid, and one tab lists every patient who still owes. The Clinical photographs consent form is part of the setup and is signed on screen, and photographs are kept in the file.
The starter price list has a chemical peel at ₹2,500. It has no laser service and no package, so you add those with your own prices. Curogrid does not deduct sessions from a paid package for you: the bill and the course are separate, so book the course to the length of the package you sold. Curogrid costs ₹399 a month on Plus or ₹999 on Pro, for the whole clinic, with a 5-day free trial of Pro.