Client records
The client file is the place the desk opens for one person: medical details, prescriptions, visits, balances, notes, and the photos or PDFs stored on that file.
What the file holds
Medical details on the file include blood type, allergies, current medications, medical conditions, previous surgeries, and the primary physician. Prescriptions are their own list on the same file, with the items the practitioner wrote. Visits stay attached to the person, so the calendar and the file are not two different clients who happen to share a name. Balances show what a plan is worth, what has been collected, and what is still outstanding, in the currency of that plan. Notes, photos, and PDFs sit on the file instead of in a folder named with a phone number.
The same file is where other parts of BOC meet the person. A contract signature is stored on the file. The dental chart, when the business uses it, is the FDI chart on this file, on the web and in the mobile app. WhatsApp is a button that opens a chat to the number already on the file. It does not send a campaign and it does not send an automatic reminder. There is no page where the client logs in to read the file. Staff who have permission open it.
What makes it different
A paper chart can hold a condition and a photo. It cannot show the outstanding balance of the plan, the visit that is still paused, and the signature that was stored, while the cashier is looking at the same person. BOC keeps those on one file. Search and permissions decide who opens it. The activity log can show who changed a record. The file itself is the record.
Opening the file at the desk
A receptionist does not start from a blank name when someone arrives. The file already has the visits, the medical details the team recorded, and the balance if a plan exists. If a photo or a PDF was added, it is on that file, not in a personal camera roll. If a prescription was written in the doctor room, it is listed here. If a contract was signed, the saved copy stays with the file even when the template later changes. The dental chart is simply absent for a salon that does not use it. Nothing on the file invites the client to book the next visit themselves. Staff book it. Nothing on the file sends WhatsApp by itself. Staff tap the button when they mean to write to that number. At the end of the day the same file is what the cashier, the practitioner, and the manager meant when they said the client’s name.
How it works in BOC
- Find the person. Open the client file from the desk. The team sees it. The client has no login to it.
- Read the medical details. Check conditions, allergies, current medications, surgeries, and the physician on the file.
- Open visits and prescriptions. The visits and the prescriptions written for this person stay on the same file.
- Check the balance. Read the plan value, what was collected, and what is still outstanding.
- Use what is stored. Open notes, photos, and PDFs on the file. Sign a contract or open WhatsApp from here when that is the job.
Who it is for
Clinics A clinic keeps conditions, allergies, and prescriptions on the file the doctor room already opened.
Dental clinics A dental clinic adds the FDI chart on the same file, on the web and on the phone.
Dermatology and laser A laser clinic keeps photos and the signed consent on the file for the course of treatment.
Beauty salons A salon keeps notes and visit history without turning on a dental chart it does not need.
Spas A spa keeps the treatment notes and the balance on the person who is in the room.
Barbershops A barbershop keeps a short file: visits, notes, and what is still unpaid.
Physiotherapy A physiotherapy practice keeps the return visits and the plan balance on one file.
Sports clubs A club keeps the member’s sessions and payments on a file. Members do not get a portal.
Concrete benefits
- Medical details, prescriptions, visits, balances, notes, photos, and PDFs share one file.
- A plan balance shows value, collected, and outstanding.
- Contracts, the dental chart, and WhatsApp meet the person on this file.
- The client does not log in to the file, and does not book from it.
- A business that does not use the dental chart does not have to show it.
Watch the tutorial
Open one customer file for details, appointments, and the records the team needs at the desk.
Questions
What medical details are stored?
Blood type, allergies, current medications, medical conditions, previous surgeries, and the primary physician.
Where are prescriptions?
On the client file, as their own list. They can be written from the doctor room.
Can the client open the file?
No. There is no customer portal. Staff with permission open the file.
Are photos stored on the file?
Yes. Photos and PDFs added to the file stay with that person, not in a separate folder named by phone number.
Does the file send WhatsApp?
No. A button opens WhatsApp to the number on the file. Nothing is sent automatically.
Does every business see a dental chart?
No. The FDI chart is on the file for a business that uses it. Others leave it off.