What Velastria Does - Velastria for Aesthetic & Plastic Surgery Clinics

💊

Private Prescriptions & Formulary All plans

Write, approve, sign and file a private prescription without leaving the patient's record.

▾

✍️ Writing & signing a script

Write against your own formulary — search your practice's drug list or tap a frequently-used chip to drop a ready-made "drug, directions and quantity to supply" block into the script. The list learns, floating your common items to the top.
Prescriber approval workflow — a nurse or coordinator can draft a script and route it to a prescriber; the prescriber reviews, approves and signs. A prescriber writing their own gets a one-tap "save & sign".
Proper prescriber authority — only clinicians flagged as prescribers can sign, and their regulatory reference (e.g. GMC or NMC number) is captured onto the script at the moment of signing.
Electronic or wet signature — issue a digitally signed PDF, or print and sign by hand where you prefer.

📄 The document & where it goes

Branded, one-page PDF — the finished script carries your clinic's logo, name, address and contact details, and reads like a familiar prescription.
Filed automatically to the record — every issued script lands in the patient's Documents tab, so there's a permanent, audit-safe copy.
Print & download today — issue and hand over or post a script right now.
Direct-to-patient dispensing — on the roadmap — send-to-pharmacy, patient email and dispensing labels are the next step, so an approved script can flow straight to a dispensing pharmacy for delivery to the patient's door.

🗂️ Managing the formulary

Curate your own drug list — add, edit and retire formulary entries with default directions and quantities, so scripts are consistent and fast.
Save any script as a template — turn a one-off into a reusable entry in a click.
Reached from five places — inside a consultation, from the patient's Documents tab, from the calendar right-click menu, from the main menu, and from the prescriptions register.

Why it matters: a clinician can go from decision to a signed, filed, patient-ready prescription in under a minute — and, once dispensing is switched on, straight to the patient's door.

🗂️

Patient Central All plans

The clinical core — calendar, patient records, consultations, consents and messaging in one place.

▾

🗓️ Calendar

Calendar view — a colour-coded diary across every clinician and room, with drag-to-move appointments and right-click actions.
Book appointment — book, reschedule and cancel in a few clicks, with automatic email reminders to cut no-shows. SMS reminders Business
Manage availability — set each clinician's working patterns and clinic templates, then generate the bookable calendar from them.

👥 Patients

Instant patient search — find anyone by name, ID or email from the search bar or the ⌘K spotlight.
Full patient record — a single, audit-safe file with version history: every change tracked and every access logged, medico-legally compliant from day one.
Add new patient — create a record in seconds, or let online bookings and website enquiries create it for you.
Photo library & gallery — encrypted clinical photography tied to the right record, with before/after galleries.
Merge duplicates — safely combine records that were created twice.
In-person form signing — hand a patient an iPad to complete and sign forms on the spot.

🩺 Clinical

Surgeon dashboard — each clinician's own view of their patients, lists and outstanding actions.
Quotes — build itemised treatment quotes, send them to the patient, and track acceptance and deposits.
Consents — build your own consent templates, capture tamper-audited signatures, and get automatic expiry and renewal alerts.
Prescriptions & formulary — the full private-prescription workflow described above.

Inside a consultation

The Consultation Workspace

This is where Velastria does the most. Open a patient in consultation and you get a single screen that records, transcribes, documents, illustrates, prescribes and follows up — so the clinician can look at the patient, not the keyboard.

1

Speak, don't type

Hit record and just consult. Velastria captures the conversation and transcribes it live, with pause, resume and a scrubbable audio track you can replay.

2

AI writes the notes

From the transcript, AI drafts structured consultation notes — history, examination, assessment and plan — plus a concise summary, ready for you to check and sign off rather than write from scratch.

3

The right note for the procedure

Purpose-built tabs adapt to the work: a general clinical note, an injectable/aesthetics note, structured examination fields, a full operation note, and dedicated 7-day and 14-day post-op review forms.

4

Draw the plan

Annotate anatomical diagrams and mark your surgical or injectable plan directly on the image — then keep it on the record to explain and to reference later.

5

Products used, reconciled for you

Record the products used in the treatment — or scan the product labels with a camera and let AI read them and reconcile them against your notes, feeding stock and traceability automatically. Stock & traceability Business

6

Act without leaving the screen

From the same side panel, issue a prescription, send a consent, or fire off the right patient-information leaflets — one click each, all logged to the record.

Why it matters: the whole consultation — notes, drawings, products, prescriptions, consent and follow-up — is captured once, in one place, while you talk. Hours of typing become minutes of checking.

💬 Communications

Communications hub — email, SMS and messages together in one thread per patient, with a full audit trail. Business
Email & SMS hubs — send, template and automate patient messages; reminders, recalls and post-op check-ins go out on their own. SMS Business
Call centre — click-to-call logged to the record, with call recording, AI transcripts and summaries. Business
Automations — build "when this happens, do that" rules so routine follow-up runs itself.

📊

CRM Business

Turn enquiries into booked patients — nothing slips between first contact and follow-up.

▾

📈 Pipeline

Practice hub — the day-to-day command centre for the front-of-house and coordination team.
CRM dashboard — every enquiry tracked from first contact → consultation → booking → repeat custom, with source attribution.
Quotes — build, send and chase treatment quotes, and see which are open, accepted or lapsed.
Tasks & follow-ups — assign, chase and close, so no lead or clinical action is ever dropped.

🧭 Operations

PCC dashboard — a patient-care-coordinator view of who needs contacting and what stage they're at.
Pre-admission review — make sure every surgical patient is properly worked up before their date.
Theatre bookings — see and manage the surgical pipeline feeding the operating lists.
In-person signing & automations — kiosk signing plus rule-based follow-up across the pipeline.

Why it matters: know your conversion, chase the right patients, and stop losing enquiries in inboxes and WhatsApp.

📣

Marketing Enterprise

Fill the diary with data, not guesswork — content, channels, reviews and an AI that books.

▾

📣 Marketing hub

Social media setup & scheduling — connect Instagram, Facebook, LinkedIn and TikTok and schedule posts from one place.
CMO dashboard — marketing performance and ROI by channel and by procedure, so you spend where it works.
Google hub — Google Ads and Analytics brought in for campaign performance and AI-generated recommendations.
Content studio — draft blog and social content in your brand voice, ready to publish.

🤖 AI & booking

Aria chat — an AI assistant on your website that answers patient questions and books appointments straight into your calendar.
Knowledge base — the facts Aria and your team draw on, so answers stay accurate and on-brand.
Booking widget — embed self-booking on your own site and take a deposit at the point of booking.

Why it matters: prove which marketing actually makes money — and let AI catch enquiries around the clock.

🏥

Theatre Central Enterprise

Run a safe, well-staffed operating list without spreadsheets and paper.

▾

🏥 Theatre management

Theatre lists & manager — build and publish operating lists with a coordinator pack for every theatre day.
Book theatre case — add cases to a list with rules that protect list integrity.
Status board — a live board of each patient's progress from arrival through recovery to discharge.
Patient journey — track admission, WHO safety checklists, recovery observations and discharge on the record.

👥 Staffing

Staff rota — build rotas across clinicians and support staff.
Leave requests & open shifts — manage leave and broadcast open shifts to fill gaps quickly.
My shifts — each team member sees their own upcoming shifts.

⚙️ Configuration

Theatre setup & shift templates — define rooms, sessions and repeating shift patterns once.
Staffing analytics — see utilisation and cover at a glance.
Wristband management — print identity wristbands with full audit logging for safe patient ID.
Surgeon preference lists — digital preference cards linked to stock, so the right kit is ready for every case.

Why it matters: theatre safety and staffing that stands up to inspection — without the paperwork.

🛡️

Compliance & QMS Business

Walk into a CQC / HIS inspection with the evidence already assembled.

▾

📋 Governance

QMS dashboard — quality management in one governed place.
Document control — version-controlled policies with approval workflows and staff acknowledgement.
Regulatory references — map your evidence to the standards you're inspected against.
Workforce & staff compliance — track GMC/NMC registration, indemnity and practising privileges for every clinician.
CQC evidence pack & governance reports — generate inspection-ready evidence on demand.

⚠️ Risk, incidents & complaints

Risk register — a live register of risks with owners and mitigations.
Incidents — log, investigate and close incidents with a full trail.
Complaints — capture and manage complaints through to resolution.
CAPA — corrective and preventive actions tracked to closure.

🎓 Training & audits

Training matrix & competencies — CPD, competencies and expiry alerts across the whole team, with self-service.
Audits — schedule audits, run them from templates, and track findings — with manager sign-off and per-audit charts.
Equipment checks — an asset register with calibration/service records and scheduled safety checks.

Why it matters: pass your inspection without the last-minute panic.

📦

Stock, Inventory & Procurement Business

Full medical-device traceability and recall readiness, built in.

▾

📦 Catalogue

Product catalogue & barcodes — a complete catalogue with barcode support and an optional retail / point-of-sale line.
Suppliers & manufacturers — manage who you buy from and track their performance.
Bills of materials — auto-deduct the items each procedure consumes, so levels stay accurate without manual counting.
Import wizard & AI set-up — bulk-load your catalogue from a spreadsheet, or let AI help build it.

📊 Inventory & procurement

Stock levels & movement history — always know what you have and where it went.
Batch & lot traceability — know exactly which batch went to which patient — the foundation of safe device use.
Recalls & quarantine holds — flag and quarantine affected batches and act on manufacturer recalls immediately.
Purchase orders — raise POs, receive against them, and track deliveries.

📱 Counting & scanning

Stock takes & cycle counts — scheduled counts with shrinkage tracking and history.
AI barcode & label reading — scan a box and let AI read the product, batch and expiry to onboard stock in seconds.
Mobile scanner — count, move and receive stock from a phone, with a full session history.

Why it matters: traceability and recall handling are a regulatory expectation — here they're automatic.

💷

Finance & Billing Pro

From deposit to reconciled accounts, the money side runs itself.

▾

📊 Overview

Bookkeeping — a live picture of income, fees and cash position without a spreadsheet.
Analytics central — drill into financial performance across the practice and by location.

💳 Payments

Quotes, deposits & instalments — card payments powered by Stripe, with deposits, instalments and refunds handled cleanly.
Finance patients & lending — offer instalment finance and track applications and remittances end to end.
Anaesthetist & facility fees — calculate, confirm and pay third-party fees without spreadsheets or chasing.
Xero integration & reconciliation — sync sales, fees and payouts to your accounts, and match bank statements to payments — no double entry.

Why it matters: know your cash position without a bookkeeper glued to a spreadsheet.

⚡

Automations All plans

Build your own "when this happens, do that" rules across the whole platform — no code required.

▾

🛠️ Three ways to build one

Plain English — describe what you want ("text a reminder the day before every appointment") and AI turns it into a working rule.
Guided builder — set the trigger, conditions and actions step by step, with no writing required.
Ready-made templates — start from a proven recipe (appointment reminder, consultation confirmation, no-show follow-up, post-surgery check-in) and tweak it.
Live monitoring — a dashboard shows every rule and exactly when it fired, so nothing runs silently.

🎯 What can set one off

Events right across the platform — appointments, patients, CRM and leads, finance and payments, clinical, theatre and surgery, stock, communications, and quality and compliance.
With your own conditions — only run when the rules match (a certain appointment type, location, value or pipeline stage), so the right thing happens to the right patient.

✅ What it can do

Message the patient — send an SMS or email: reminders, confirmations, recalls and post-op check-ins.
Create a task or alert staff — assign a follow-up to the right person, or notify the team the moment something needs attention.
Send a questionnaire or request uploads — issue an MHQ, pre-op or satisfaction form, or ask the patient for photos and documents.
Drive the CRM — create or move a lead through the pipeline and set its outcome automatically.
Keep finance and records in step — recognise deferred income or mark a surgery complete.
Schedule reports — send KPI and activity reports to staff on a regular schedule.

Why it matters: the routine follow-up that usually eats your team's day — reminders, chasing, forms, handovers — just runs itself, reliably and on time.

⚙️

Setup & Configuration All plans

Bend the whole platform to your practice — dozens of settings across branding, scheduling, clinical templates, pricing, people, AI and integrations, all in one searchable place.

▾

🏢 Practice, branding & locations

Organisation settings — practice name, company and bank details, registration numbers and core business information.
Document & email branding — headers, footers, logos and company details for every type of document and email you send.
Photo export branding — branding overlays and watermarks on exported patient photos and clinical images.
Locations — run multiple clinic sites, each with its own address and facility details, from one login.
VAT settings — VAT registration and the default tax treatment applied to quotes and invoices.

🗓️ Scheduling & calendar

Appointment types — categories, durations, pricing and booking rules for consultations and procedures.
Appointment statuses — your own workflow statuses, colours and names (Arrived, With Clinician, Completed…).
Working patterns — clinic schedules, appointment slots and staff availability per location.
Visual appearance — calendar colours for appointment and session types.
Leaves & closures — staff leave, practice closures and bank holidays.
Google Calendar — sync your Google calendar alongside practice appointments.

📝 Clinical forms & templates

Consent & PILs templates — build consent forms and patient-information leaflets with version control and placeholders.
Patient questionnaires & medical history — build the questionnaires patients complete before surgery; show, hide, reword, reorder and add your own questions.
Proforma builder — design your own structured consultation forms (laser, fillers, blepharoplasty…) that appear in the consultation workspace.
Operation note templates — standardised op-note templates with placeholders for fast, consistent records.
Email & enquiry-form templates — house-style patient emails and the website enquiry forms that capture your leads.
Photograph set-up — guided photo sequences per procedure, with poses, instructions and framing overlays for mobile capture.

💷 Pricing & catalogue

Price lists — procedure pricing, consultation fees and service costs in one catalogue.
Anaesthetist fees — theatre-list fee calculation, with automatic discounts for multiple procedures.
Implant catalogue — manage implant products from supplier catalogues and track selections per patient.

👤 People & access

Staff & access control — team members, roles, permissions, care teams and session monitoring.
Providers — clinician and practitioner profiles, specialisations and provider-specific settings.
Recruitment — job applications and candidates through the hiring pipeline.

🤖 AI & automation

AI management & prompts — choose the AI models and tune the prompts behind notes, letters and other AI content.
Knowledge base & chatbot — the facts Aria and the phone agent draw on, plus chatbot monitoring.
Medical dictionary — add drug, procedure and surgeon names so dictation and recordings transcribe accurately.
Automations — no-code "when this happens, do that" workflows for reminders, compliance and custom triggers.
Call handling — configure the AI voice receptionist, business hours and how inbound calls are routed.

🔌 Integrations & payments

Stripe — process patient payments, deposits and secure card transactions.
Xero — sync invoices, contacts and payments to your accounts.
Email integration — your professional sending address for confirmations, consents and patient comms.
Google Hub — connect Google Ads and Analytics for campaign tracking and AI marketing insights.
Online booking — embed the booking widget on your site and manage keys.
Social media — connect accounts to publish straight from Content Studio.

🧩 CRM, equipment & data

CRM settings — rename pipeline stages and set colours, probabilities and SLA targets.
Equipment register — track status, certification and maintenance for every device and machine.
Patient record merge — detect and merge duplicate records, consolidating appointments, documents and messages.

Why it matters: everything is configurable from one searchable settings page — Velastria fits how your practice actually works, not the other way round.

Everything Velastria Does