Use Case
SOAP Notes & Treatment Records for Clinics
A SOAP note or your own treatment record that your team fills in, timeline notes you can lock and photos you can mark up. Never shown to the client.
Skin clinics, med spas, remedial therapists and health practitioners all need the same thing after an appointment: a record of what was done, by whom, that is easy to find next time. Bella Booking keeps that record beside the booking. Add the ready-made SOAP note from Forms, or build your own treatment record with the products, settings and areas you treat, and set it so that only your team fills it in. It is never emailed or texted to the client and never appears in their online account. Dated timeline notes cover the quick write-ups, photos can be tagged Before, After, Progress or Reference and marked up, and documents sit on the client or the appointment. Bella Booking is scheduling and client-management software, so health fund claiming and telehealth stay with a clinical system.
Who this is for
- Skin, laser and cosmetic clinics recording products, settings and treatment areas after each appointment
- Med spas pairing signed consent with a treatment record and marked-up photos
- Remedial massage, myotherapy and natural therapy practitioners writing SOAP-style notes
- Physiotherapy, chiropractic and osteopathy practices where clients pay directly rather than through a claim
- Any business moving treatment notes off paper, Word files or a second system
Common challenges
Notes live somewhere other than the booking
The appointment is in one system and the write-up is on paper, in a Word file or in a second app. Before the next appointment somebody has to go looking for it.
Every practitioner writes notes differently
Without a shared layout, one note lists the settings and the next one does not. Handing a client to a colleague means guessing what was done last time.
A write-up is your record, not the client's form
Intake and consent forms belong to the client, so they are sent to them and they can read them back. Your own notes on a consult should never be emailed out or turn up in the client's online account.
Photos sit in a phone camera roll
Before and after photos taken on a team member's phone are hard to find, hard to compare, and are not attached to the client they belong to.
How Bella Booking helps
A SOAP note, ready to add
Learn moreForms has an Add from template button. The first template is a SOAP note: 52 fields across Subjective, Review of systems, Objective, Assessment, Plan and Follow-up, with only the chief complaint required, so your team fills in what happened and leaves the rest blank. It arrives inactive, as an ordinary form you can reword, trim or extend before you switch it on.
Your own treatment record
Learn moreSOAP does not suit everyone. Build a treatment record in the form builder instead: products and batch used, device settings, areas treated, skin response, aftercare given. Ten field types cover short and long text, single and multiple choice, dropdowns, yes/no, signatures, file upload and info blocks. Duplicate a form to make a variation for each treatment.
Filled in by your team, never sent to the client
Learn moreSet a form to Team member and it becomes a business record. Your team fills it in from the appointment or the client's profile, and a form started from an appointment stays linked to it. It is never emailed, never texted, never sent automatically and never shown in the client's online account. Each completed form records who filled it in and when, prints or saves as a PDF, and exports to CSV.
Timeline notes you can lock
Learn moreFor the quick write-up, add a dated note to the client's timeline. Each entry records who wrote it and when, takes a category (General, Formula or Consultation), formatted text and file or photo attachments. Pin an entry and it shows on the scheduler tooltip and the new-appointment form. Lock an entry and it can no longer be edited or deleted; a later correction is added as an amendment linked to the original. Timeline notes are never shown to clients online.
Photos you can tag, compare and mark up
Learn moreTag each photo Before, After, Progress or Reference, and compare any two side by side with a shared zoom. Mark up any uploaded image with pen, shapes, arrows and text to map injection points or treatment areas. The marked-up version saves as a copy, so the original stays untouched. It works on any JPG, PNG or WebP image, so a chart or diagram you already use can be marked up the same way as a photo.
Consent and medical history before the appointment
Learn moreThe client-facing half runs on the same forms: medical history, contraindication screening and consent with an electronic signature, sent automatically when a linked appointment is confirmed, every appointment or once per client. The signed form sits on the client and the appointment, next to your treatment record.
Treatment plans the client can follow
Learn moreTurn the plan section of a note into a phased treatment plan on the client's record, with the services you recommend and the homecare to use between appointments. Publish it and the client can book from it in their online account. You update it at each follow-up.
Bring your old notes with you
Migration is free. Send us what your current system exports and treatment and SOAP notes land on the right client as timeline notes, dated to the appointment they belong to and credited to the practitioner who wrote them, where that practitioner is a team member in your Bella account. Completed forms, invoices and photos come across as files on the client's record.
Simple pricing
A clinic with 3 practitioners writing up every appointment pays just
$67/month
Starter plan · No per-seat fees · No commission
See full pricing detailsGood to know
- *Forms and treatment plans are on the Professional plan
- *A completed form is fixed: it cannot be edited afterwards, so a correction is a new form or a timeline note
- *A form is filled in one sitting: an unfinished fill-in is not saved as a draft
- *Not clinical practice management: no Medicare, DVA or health fund claiming, no telehealth and no prescribing
Frequently asked questions
Does Bella Booking have SOAP notes?
Yes, on the Professional plan. Go to Forms, choose Add from template and pick the SOAP note: 52 fields across Subjective, Review of systems, Objective, Assessment, Plan and Follow-up, with only the chief complaint required. It is an ordinary form, so you can reword it or remove what you do not use. It arrives set to Team member, which means your team fills it in and the client never sees it.
Can my clients see the notes my team writes?
No. A team member form is never emailed, never texted and never shown in the client's online account, however it is completed. Timeline notes live in the business dashboard only, and files and photos on a client's record are not published to their account either. What clients do see is their own forms: the intake and consent forms you sent them.
Can I build my own note template instead of using SOAP?
Yes. Create a form, add the sections and questions you want, and set Who fills this form in to Team member on the Settings tab. A laser clinic might record the device, settings and areas treated; a colour specialist might record the formula. Duplicate the form to make a version for each treatment.
Is there a record of who wrote a note, and can it be changed later?
Every completed form records who filled it in and when, and it cannot be edited once it is completed. Timeline notes record their author and time too. Lock a timeline note and it can no longer be edited or deleted; if it needs a correction, Amend adds a new entry linked back to the original, so the history stays intact.
Can I mark up a photo or a body chart?
Yes. Open any image on the client or the appointment and choose Annotate: pen, rectangle, ellipse, arrow and text, with a colour picker. Saving creates a marked-up copy next to the untouched original. It works on JPG, PNG and WebP images, so you can upload the chart or face map you already use and mark it up for each client.
Can you import my notes from Cliniko, Jane App or another system?
Yes, and migration is free. Export what your current system gives you and send it to us. Treatment and SOAP notes land on the right client as timeline notes, dated to the appointment and credited to the practitioner who wrote them, where that practitioner is a team member in your Bella account. Completed forms, invoices and photos come across as files on the client's record.
Can clients claim a health fund rebate from a Bella receipt?
Yes. Add each practitioner's registration or provider number to their team member profile as their receipt note, and it prints beneath their name against every service they performed. Clients claim from their private health fund or insurer with the itemised receipt. Bella does not connect to on-the-spot claiming such as HICAPS or Medicare in Australia.
Is Bella Booking clinical practice management software?
No. Bella Booking is scheduling and client-management software that keeps your treatment records beside the booking. It has no Medicare, DVA or health fund claiming, no telehealth and no prescribing, so a practice that claims through its software needs a clinical system such as Cliniko, Nookal or Jane App. You remain responsible for your own professional record-keeping obligations.
Which plan do I need?
Forms, including the SOAP note template and team member forms, and treatment plans are on the Professional plan. Professional has unlimited team members, so the price does not change as you add practitioners.
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