Starting your clinic · Operational worksheet

Get the everyday clinic ready before opening day.

This worksheet covers how the administration will work: booking, records, forms, stock, payments and handovers. It is not a licence-to-practise checklist, a clinical protocol or confirmation that your clinic meets its legal requirements. Professional authority, training, insurance, premises and service-specific requirements need their own review.

Clinic: ____________________   Opening date: ____________   Review owner: ____________________

Booking

  • Define opening hours, appointment types, durations, locations and practitioner availability.
  • Decide who approves changes and how clients request cancellation or rearrangement.
  • Rehearse a fictional online booking and confirm it appears in the correct diary.

Owner: ____________________   Ready by: ____________

Records and documentation

  • Choose one protected client record and agree who can see or change it.
  • Prepare your clinic-approved medical history, consent and aftercare workflow.
  • Check how notes, photographs and product/batch information are attached and retrieved.
  • Agree how unfinished records will be found and completed.

Owner: ____________________   Ready by: ____________

Payments and reconciliation

  • Confirm provider activation, eligibility and processing charges.
  • Document booking and cancellation terms through the clinic’s appropriate review process.
  • Test an approved test payment and reconciliation process without live client details.
  • Assign responsibility for checking payments, refunds and outstanding amounts.

Owner: ____________________   Ready by: ____________

Stock and suppliers

  • Record approved products, suppliers, batch references and expiry information.
  • Choose who logs stock received and treatment use.
  • Set a routine for checking quantities and upcoming expiry.

Owner: ____________________   Ready by: ____________

Client communications

  • Prepare clear confirmation, preparation, aftercare and enquiry routes.
  • Choose who monitors replies and how another team member covers absence.
  • Check that messages describe the real next action and do not imply a form has been reviewed when it has only been received.
  • Confirm which provider services are enabled and what messages cost.

Owner: ____________________   Ready by: ____________

People and data

  • Use individual accounts and appropriate role access.
  • Identify responsibility for privacy information, retention, backups, export and incident response.
  • Rehearse staff access removal and a supplier outage plan.
  • Run one complete fictional appointment from booking to follow-up before opening.

Owner: ____________________   Ready by: ____________

The final rehearsal

Use invented details to book a visit, assign forms, review the record, document treatment information, check payment status and record the next step. Every gap becomes a task with an owner before the clinic opens.

Choose software with a consistent checklist and see Rytura for aesthetic practitioners.

Reviewed 14 September 2026 · Rytura editorial team. This checklist intentionally covers operational setup only.