Every Feature, In Detail
PICANSE was built from the ground up for aesthetic and cosmetic clinics. Here is a comprehensive breakdown of every capability in the platform.
Intelligent Appointment Management
A calendar built around how clinics actually work. PICANSE handles consultant availability, roster overrides, break windows, and real-time slot generation so patients only ever see times that genuinely work.
Calendar Views
- Day, week, and month calendar views with smooth navigation
- Colour-coded appointments per consultant for instant visual clarity
- Drag-and-drop rescheduling within the calendar grid
- Filter by consultant, treatment type, or appointment status
Smart Slot Generation
- Real-time availability engine that factors in consultant schedules, breaks, and existing bookings
- Duration-aware slot calculation based on treatment length
- Buffer time configuration between consecutive appointments
- Automatic exclusion of blocked-off or absence windows
Booking Workflows
- New appointment modal with patient search, treatment selection, and consultant assignment
- Package tier and pricing selection with pound-sterling formatting
- Appointment status lifecycle: Booked, Confirmed, Arrived, In Progress, Completed, Cancelled, No-Show
- Automated email reminders and confirmations via SendGrid
- Patient self-service online booking through the public booking portal
Complete Patient Profiles
Every detail about your patients, beautifully organised. Medical history, consent forms, treatment notes, before-and-after photography, injection maps, prescriptions, and documents — all in one secure, GDPR-compliant record.
Core Patient Data
- Comprehensive patient profile: contact details, date of birth, gender, referral source
- Advanced search and filtering across the full patient database
- Patient journey stepper showing real-time appointment status progression
- Source tracking for marketing attribution
Medical History
- Structured medical history questionnaire per patient
- Allergy tracking and flagging across all records
- Medication history and current prescriptions
- Lab test results recording and review
Clinical Documentation
- Digital consent forms with electronic signature capture
- Treatment notes with rich text and clinical detail
- Before-and-after photo management linked to specific appointments and treatment areas
- Interactive injection mapping on anatomical diagrams
- Prescription creation, viewing, and printing
- Document uploads with categorisation and secure storage
Patient Engagement
- Post-treatment review collection and display
- Loyalty points tracking with earned and redeemed balances
- Full audit trail of every record change for compliance
Flexible Treatment Catalogue
Define your entire service menu with tiered pricing, package deals, and multi-session courses. Rich treatment descriptions with before-and-after sample galleries help both staff and patients understand what you offer.
Treatment Configuration
- Unlimited treatments organised by category
- Standard and package pricing tiers with named price points
- Duration-based slot allocation for each treatment type
- Rich description fields with detailed treatment information
- Before-and-after sample photos for treatment marketing and patient education
- Phase indicators for multi-step treatment protocols
Packages and Courses
- Multi-session course tracking with progress indicators
- Package bundles combining multiple treatments at special pricing
- Session countdown and completion tracking per patient
Consultant Assignment
- Searchable multi-select dropdown to assign treatments to specific consultants
- Consultant-specific availability filtering during booking
- Related product recommendations linked to treatments
Invoicing, Payments and Quotations
Professional invoicing with discount approval workflows, payment tracking, and quotation management. Generate branded PDF invoices and treatment summaries with your clinic logo and chosen letterhead template.
Invoice Management
- One-click invoice generation from completed appointments
- Line-item detail with treatment names, quantities, and pricing
- Payment status tracking: Draft, Sent, Paid, Partially Paid, Overdue, Cancelled
- Partial payment recording with outstanding balance calculation
- PDF invoice generation with clinic branding and letterhead
Discount Workflows
- Configurable discount scopes: percentage or fixed amount
- Multi-level approval workflows for discount authorisation
- Discount audit trail showing who applied and who approved
Quotations
- Professional quotation builder with individual line items
- Quote-to-invoice conversion workflow
- Quotation validity periods and status tracking
Branded Documents
- Clinic logo integration in all system-generated documents
- Four selectable letterhead templates with live preview
- Treatment summary PDF generation for patient records
- Revenue dashboards and financial reporting on the main dashboard
Staff Roster and Scheduling
Manage your entire team from one place. Consultants, nurses, receptionists, and support staff all get schedules, roster views, and absence management with Excel export for payroll and planning.
Roster Views
- Week view showing daily working hours for every team member at a glance
- Month view for long-range planning and pattern recognition
- Who-is-working-today summary for front-desk awareness
- Downloadable Excel export for offline scheduling and payroll
Schedule Management
- Working-hours editor per staff member per day of the week
- Partial-day absence windows: specify exact off-hours without blocking the whole day
- Emergency schedule changes and last-minute overrides
- Roster impact preview showing how changes affect the week or month
Staff Directory
- Centralised directory for all staff types: consultants, nurses, receptionists, managers
- Role-based categorisation and filtering
- Employee flag distinguishing salaried staff from independent consultants
- Staff profile with contact details, specialisations, and assigned branches
Consultant Compensation
- Dual compensation models: Employee (salaried) or Revenue Share
- Configurable revenue-share percentage per consultant
- Payout period options: weekly, fortnightly, or monthly computation
- Payout reporting viewable on-screen and exportable to Excel
Waiting Room and Patient Flow
Track every patient through their visit in real time. From arrival to treatment completion, the digital waiting room gives your entire team full visibility of the clinic floor.
Real-Time Flow
- Kanban-style board with status columns: Waiting, Ready, In Progress, Completed
- Drag patients between statuses as they progress through their visit
- Elapsed wait-time display for each patient
- Colour-coded urgency indicators
Self-Check-In Kiosk
- Tablet-friendly kiosk mode for patient self-check-in on arrival
- Patients verify their identity and confirm their appointment
- Automatic status update to Arrived when check-in completes
- Reduces front-desk workload and eliminates manual sign-in sheets
Day Management
- Consultant assignment and room allocation per appointment
- Day closure summaries and reports
- Multi-branch waiting room view for group practices
Secure Patient Portal
Give patients their own private space to manage appointments, view treatment history, and exercise their data rights. The portal is auto-provisioned for every new clinic and styled to match your brand.
Patient Self-Service
- Secure login with email and password authentication
- View upcoming and past appointments with full treatment details
- Online booking for new appointments through the integrated booking system
- Treatment history and clinical notes review
Privacy and Data Rights
- Consent preferences management: review and update consent choices at any time
- Instant personal data export in JSON format (GDPR Article 15)
- Data deletion request submission (GDPR Article 17 — right to erasure)
- Data rectification requests for correcting personal information
- Subject access request submission with progress tracking
- Full request history showing status of all data rights exercises
Auto-Provisioning
- Patient portal automatically set up when a new clinic is onboarded
- Seamless navigation between public website, booking, and portal for logged-in patients
- Patient accounts are fully separated from staff accounts for security
Multi-Clinic and Multi-Branch Architecture
PICANSE is multi-tenant from the ground up. Whether you run one clinic or twenty, each location gets its own secure, isolated workspace with shared oversight for group operators.
Tenant Isolation
- Complete data separation between clinics at the database level
- Each tenant has independent patients, appointments, treatments, invoices, and staff
- Cross-tenant data leakage is architecturally impossible
Branch Management
- Multiple branches within a single clinic tenant
- Headquarters designation for primary location
- Branch-specific staff assignments via the Branch Staff mapping
- Branch-level address, phone, and email configuration
- Auto-generated branch codes for internal reference
Centralised Oversight
- Super-admin dashboard for cross-tenant visibility
- Clinic onboarding wizard for adding new tenants
- Configurable clinic types and maximum branch limits
New Clinic Onboarding
Get a new clinic up and running in minutes. The onboarding flow guides you through essential configuration: email delivery, messaging, payment processing, and branding — all before the first patient walks through the door.
Communication Setup
- Email configuration with SendGrid integration for transactional emails
- WhatsApp Business API setup for patient messaging
- Custom sender addresses and reply-to configuration
Payment Configuration
- Payment gateway selection and API key setup
- Support for major payment processors
- Webhook configuration for real-time payment notifications
Branding
- Clinic logo upload for use across all system-generated documents
- Selectable letterhead templates with live preview
- Clinic name, website, and contact detail configuration
Role-Based Access Control
Granular permissions ensure every team member sees exactly what they need and nothing more. From clinic administrators to front-desk staff, permissions are configurable per role and per menu section.
Permission Model
- Five system roles: Super Admin, Clinic Admin, Consultant, Nurse, Receptionist
- Menu-level permissions controlling sidebar visibility per role
- Custom permission overrides at the tenant level
- Separate patient and staff authentication streams
Access Enforcement
- JWT-based authentication with tenant-scoped claims
- API-level authorisation checks on every endpoint
- Patients cannot access staff-only areas; staff cannot access other tenants
- Super-admin cross-tenant access for platform oversight
GDPR and Data Protection
Full UK GDPR and PECR compliance built into the platform, not bolted on. Consent management, data subject rights, breach incident logging, retention policies, and technical safeguards are all native features.
Consent Management
- GDPR consent checkboxes during patient registration with granular opt-in
- Consent records with timestamps, IP addresses, and consent text versioning
- Patient-facing consent preferences editor in the portal
- Consent audit log tracking every change to consent status
Data Subject Rights
- Subject Access Requests (SARs) with 30-day statutory deadline tracking and progress bars
- Overdue SAR detection with visual alerts
- Instant personal data export (Article 15) in machine-readable JSON
- Right to erasure requests with comprehensive anonymisation (Article 17)
- Data rectification request workflow (Article 16)
- Request history showing all data rights exercises per patient
Data Retention
- Configurable retention policies by data category
- Policy descriptions, retention periods, and legal basis documentation
- Foundation for automated retention enforcement
Breach Management
- Data breach incident logging with severity classification
- ICO reporting deadline tracking (72-hour notification requirement)
- Affected individual count and notification status
- Breach resolution recording and follow-up actions
Data Processing Agreements
- Article 28 DPA summary with clause-by-clause breakdown
- Digital DPA acceptance with timestamp recording
- Compliance checklist for ongoing DPA obligations
Technical Safeguards
- Comprehensive soft-delete anonymisation: patient PII, user accounts, treatment notes, prescriptions, photos, documents, consent forms, medical history
- User account deactivation on erasure request completion
- Legal/financial record preservation with identifying fields stripped
- Full audit trail of all anonymisation actions
- PECR-compliant cookie consent banner with granular toggles for essential, analytics, and marketing cookies
- Privacy Policy (11 sections) and Terms of Service (14 sections) pages
Patient Loyalty Programme
Reward returning patients automatically. Points are earned per pound spent on treatments and redeemable against future services, boosting retention and lifetime value.
Points System
- Automatic points earning based on invoice amounts
- Configurable earn rate (points per pound spent)
- Points balance visible on patient records and in the patient portal
- Redemption against future treatments during invoicing
Programme Management
- Loyalty transaction history per patient
- Earn and redeem audit trail for financial reconciliation
Role-Based Notifications
Keep your team informed with targeted notifications. Alerts are routed based on staff roles and permissions, so everyone gets the updates relevant to their work without the noise.
Notification Engine
- In-app notification centre with unread count badges
- Role-based routing: notifications reach the right staff automatically
- Permission-aware filtering so users only see relevant alerts
- Notification history with read/unread status tracking
Trigger Events
- New appointment bookings and cancellations
- Patient arrivals and check-ins
- Data subject rights requests requiring action
- System alerts and administrative notifications
Dashboard and Reporting
A live command centre for your clinic. Key metrics, today's appointments, revenue summaries, and patient statistics are all visible the moment you log in.
At-a-Glance Metrics
- Today's appointment count with status breakdown
- Revenue summary: daily, weekly, monthly totals
- Patient registration trends and growth indicators
- Outstanding invoice alerts and overdue payment flags
Operational Overview
- Upcoming appointments list with patient and consultant details
- Quick actions for common tasks: new appointment, new patient, view today's roster
- Multi-branch summary for clinics with multiple locations
Built-In CRM for Lead Management
Turn enquiries into patients with a purpose-built CRM. Track leads from first contact through consultation and conversion, manage follow-ups, and import prospect lists from LinkedIn Sales Navigator or marketing campaigns.
Lead Pipeline
- Kanban-style pipeline board with customisable status columns: New, Contacted, Qualified, Proposal, Negotiation, Won, Lost
- Drag-and-drop leads between pipeline stages
- Pipeline value summary showing total potential revenue per stage
- Lead detail view with full contact information, source, priority, and notes
Lead Management
- Create leads manually or import in bulk via CSV
- Smart CSV parser with automatic column mapping for 14+ field name variants
- Email-based duplicate detection on import to prevent double entries
- Lead source tracking: Website, Referral, Social Media, Google, Instagram, Facebook, LinkedIn, Walk-In, Event, Phone, Email, Advertisement, and more
- Priority levels: Low, Medium, High, Urgent
- Lead value estimation for revenue forecasting
- Tag system for flexible categorisation and segmentation
Follow-Up Management
- Scheduled follow-up tasks linked to individual leads
- Follow-up due dates with overdue detection and visual alerts
- Task completion tracking with timestamps
- Today's follow-ups count on the CRM dashboard for daily planning
Activity Tracking
- Full activity timeline per lead: calls, emails, meetings, notes, status changes
- Automatic activity logging on CSV import and status transitions
- Activity history providing a complete audit trail of every interaction
CSV Import
- Bulk lead import from CSV files with drag-and-drop upload
- Downloadable CSV template for easy data preparation
- Support for Full Name or separate First/Last Name columns
- LinkedIn profile URL import for Sales Navigator integration
- Import results summary showing imported, skipped, and error counts
CRM Dashboard
- New leads this week at a glance
- Today's follow-up count for prioritisation
- Leads by source breakdown for marketing attribution
- Leads by status distribution for pipeline health monitoring
And There Is More
Beyond the core modules, PICANSE includes these platform-wide capabilities that tie everything together.
Online Booking Portal
A public-facing booking page where patients browse available treatments, select a consultant, pick a time slot, and confirm their appointment without any phone calls.
Patient Reviews
Collect and display post-treatment reviews from patients. Reviews are linked to specific treatments and consultants for authentic social proof.
Audit Trail
Every significant action in the system is logged with timestamps, user identity, and before/after values. Essential for clinical governance and regulatory compliance.
PDF Document Generation
Generate professional PDF invoices and treatment summaries with your clinic logo and letterhead. Four template styles to choose from with live preview before selection.
Email Integration
Transactional emails powered by SendGrid: appointment confirmations, reminders, password resets, and data request notifications all sent from your clinic domain.
Multi-Device Responsive
The entire platform is responsive across desktop, tablet, and mobile. Staff can manage appointments and check the waiting room from any device.
Ready to See It All in Action?
Register your interest and be the first to know when PICANSE launches tailored to your clinic's needs. No commitment, no credit card required.
Register Your Interest