Transferring a Client from In Clinic to Online Acne Program

Anne Dwyer

Oct 24, 2023

Overview

The procedures that both the front desk and the coaches should follow when a client switches from the clinic to the online program are explained in this article.

Information the Front Desk should share with the Client

When a client needs to change from in clinic to the Online Acne Program the Clinic (front desk) will need to explain the following information to the client:

The monthly acne program fee is $65 for four months. Let them know they will automatically be billed for this every remaining month in the program. This replaces their in-person discussions with an esthetician.

The client will need to activate their Clear Connections Dashboard. They will receive an email to activate their account and log into Clear Connections. Please note with the Clinic updating to Clear Connection the client may already be set up.

1. Once the client has logged into their Clear Connection Dashboard, they will need to complete a Health Questionnaire and upload their photos. They can find this under their Tasks.

1. Let the client know that they will upload three photos, one of the fronts of the face, the left side and the right side. Photos need to be clear, taken up close, and in natural light. They would also upload back and chest photos if applicable.

The client will receive a reminder every two weeks to complete their check-ins. During each check-in they will upload 3 new photos and answer the questions provided.

After the client completes their check-in they will receive their regimen changes in the Clear Connection Dash, along with any questions and comments from their coach.

The client’s specialist will refill and ship their products every two weeks and they will be automatically charged for their products at that time. If the client is in the clinic, ask if they would like to purchase the rest of their products and find out if they need refills. Send this information in the email with their name and email upon setup.

The client will have access to messages in their Clear Connection Dashboard where they can message their specialist with any questions or concerns at any time.

Setting Client up in the System for OAP

Notify the Online Program Manager of the client’s full name and email address so the client can be invited to Clear Connection

Include any relevant notes such as product purchases or if the client has elected to purchase the rest of their products before moving.

For Specialists receiving a client from the clinic

Log into Zenoti
Enter the name of client on upper left-hand side to search
Click ‘Profile’
Click Appointments, find Acne Peel, and click the button next to Acne peel
Check the client’s treatment history,notes,comments,products
Transfer any pertinent notes to the client’s Clear Connection profile
Add a Note about any products in the client’s Clear Connection profile
Update IS with any new address (both shipping and billing)
Make sure the client’s email address is updated on Keap/IS and Acuity
Send a Treatment Plan in response to their Health Questionnaire (this needs to be done to unlock regimens and can be empty/brief note to the client that this is just a necessary step in the process to get them setup)
Use the pencil icon on the clients' profile page in Clear Connection to edit the week as needed

Let the client know they need to enter their start date
Manually turn off the automatic acne program charge in IS https://naturalacneclinic.happyfox.com/staff/kb/articles/758-turning-off-coaching-auto-subscriptions-for-the-oap-in-is (IMPORTANT: This step cannot be completed until the client enters their start date but must not be skipped!)
Manually charge the client for the acne program fee in Keap & set any reminders for yourself as needed for future charges

Conclusion

It is important to check the treatment histories of the clients when moving from the clinic to the online program. The treatment information of the client should be checked in Zenoti and these should be transferred to Clear Connection.

Please watch the video

Overview

Information the Front Desk should share with the Client

Setting Client up in the System for OAP

For Specialists receiving a client from the clinic

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