Medspa and EMR glossary
Plain definitions for the clinical, charting, money, marketing and compliance terms you hear in a medspa every day.
A2P 10DLC
A US carrier registration system for business text messages sent from standard 10-digit phone numbers. A business registers its brand and how it plans to text before carriers will accept its messages.
See in DolceAftercare
The instructions a patient gets after treatment, such as what to avoid and when to call the clinic. The aftercare you give should be recorded in the chart.
See in DolceAmendment
A correction or addition made to a chart note after it has been signed. A proper amendment keeps the original visible and records who changed what, when and why.
See in DolceAudit log
A running record of who did what in a system and when, such as viewing, changing or deleting a patient record. It helps a clinic look into problems and show how records were handled.
Average ticket
The average amount a patient spends per visit or invoice. It is total revenue divided by the number of paid visits or invoices in a period.
See in DolceBiostimulator
An injectable that prompts the body to build its own collagen over time, such as poly-L-lactic acid. Results appear gradually over weeks to months.
See in DolceBusiness associate agreement (BAA)
A contract HIPAA requires between a covered entity, such as a clinic, and a vendor that handles protected health information for it. It spells out how the vendor must protect and use that information.
CAN-SPAM Act
The US law that sets rules for commercial email. Messages must include a working way to opt out and a valid postal address, and opt-outs must be honored.
See in DolceCannula
A thin, flexible tube with a blunt tip used to place filler under the skin. Some providers use it in place of a sharp needle for certain areas.
See in DolceCareCredit
A health care credit card that patients can use to pay for treatment over time, if they are approved. A clinic must enroll before it can accept it.
See in DolceChart template
A pre-built chart layout for one type of treatment, such as neurotoxin or laser. It shows the fields that treatment needs, so providers document the same way every time.
See in DolceCo-sign
A second signature on a chart note, often from a supervising physician or medical director, showing they reviewed it. Whether co-signing is required depends on state rules and practice protocols.
See in DolceConsent form
A document the patient signs to show they understand a treatment's nature, risks, benefits and alternatives, and that they agree to it.
See in DolceCrow's feet
Fine lines that fan out from the outer corners of the eyes, in the lateral canthus area. They show most when a person smiles or squints.
See in DolceCSV import
Moving data into a system from a CSV file, a simple spreadsheet format most software can export. The columns in the file are matched to fields in the new system.
DAO (depressor anguli oris)
A small muscle that pulls the corners of the mouth down. It is a common neurotoxin treatment area for a downturned mouth.
See in DolceDermal filler
A gel injected under the skin to add volume, lift or smooth lines. Many fillers are made of hyaluronic acid.
See in DolceDilution
The amount of liquid added to a powdered product, such as neurotoxin, before injection. It changes how many units are in each small amount of liquid, so it belongs in the chart.
See in DolceFitzpatrick scale
A scale from type I to type VI that describes how skin reacts to sun, from always burns to never burns. Providers use it to plan laser and energy treatments safely.
See in DolceFluence
The amount of laser or light energy delivered to each area of skin, usually measured in joules per square centimeter. It is one of the key laser settings to record.
See in DolceFrontalis
The broad muscle across the forehead that raises the eyebrows. It causes horizontal forehead lines.
See in DolceGlabella
The smooth area between the eyebrows, just above the nose. Frown lines, often called the 11s, form here.
See in DolceGood Faith Estimate
A written estimate of expected charges that US providers give uninsured and self-pay patients under the No Surprises Act, when they schedule care or ask for one. It lists the expected services and their estimated costs.
See in DolceHIPAA
The Health Insurance Portability and Accountability Act, a US law that sets national rules for protecting patient health information. It applies to health care providers and to the vendors that handle that information for them.
HSA/FSA
Health savings and flexible spending accounts that let people pay for eligible health costs with pre-tax money. Many cosmetic treatments do not qualify, so eligibility should be checked.
See in DolceHyaluronidase
An enzyme that breaks down hyaluronic acid filler. Clinics keep it on hand to dissolve filler, including in an emergency.
See in DolceICD-10 and CPT codes
Standard codes for diagnoses (ICD-10) and procedures (CPT) used in medical records and on claims. Some cash-pay clinics record them to keep charts complete and consistent.
See in DolceIntake form
The form a patient fills out before a visit, covering contact details, medical history, allergies and medications.
See in DolceIP allowlist
A security setting that only allows sign-ins from approved internet addresses, such as your clinic's office network.
Lot number
The code a manufacturer prints on each product batch. Recording it in the chart lets a clinic find every patient who received that batch if there is a recall.
See in DolceMedical director
The licensed provider who oversees a medspa's medical care, sets treatment protocols and reviews charts. Who can serve in this role, and what they must do, depends on state rules.
See in DolceMembership
A recurring plan where patients pay monthly, quarterly or yearly for perks such as treatment discounts or credits.
See in DolceMerge field
A placeholder in a message, such as a first name, that fills in with each recipient's own details when the message is sent.
See in DolceNeurotoxin
A purified protein injected in small amounts to relax specific muscles and soften lines. Botox and Dysport are common brands.
See in DolceNo-show
A patient who misses an appointment without canceling. Clinics track no-shows to manage the waitlist, deposits and rebooking.
See in DolcePHI (protected health information)
Health information that can identify a patient, such as names, dates, chart notes, photos and payment records tied to care, when a provider or its vendors hold it.
Promo code
A code entered at checkout to apply a discount, often with limits such as a minimum spend, a maximum number of uses or an expiry date.
See in DolcePRP (platelet-rich plasma)
A concentrate of a patient's own platelets, made from a small blood draw. It is used in some skin and hair treatments.
See in DolceRole-based access
A way to control what each user can see and do in software based on their job, such as front desk, provider or owner.
See in DolceSegment
A group of patients chosen by rules, such as patients with no visit in the last few months, used to target a campaign.
See in DolceSession timeout
A security setting that signs a user out or locks the screen after a period of inactivity, so an unattended computer does not stay open.
Sign and lock
Signing a chart note so it becomes final and can no longer be edited. Any later change is made through an amendment.
See in DolceSOAP note
A standard format for clinical notes. SOAP stands for Subjective, Objective, Assessment and Plan.
See in DolceSplit payment
Paying one bill with more than one method, such as part on a card and part with cash or an HSA card.
See in DolceTear trough
The groove that runs from the inner corner of the eye down toward the cheek. Hollowness here can make a person look tired.
See in DolceTissue plane
The layer of tissue where product is placed, such as intradermal, subdermal, supraperiosteal or submuscular. It is recorded for filler treatments.
See in DolceTwo-factor sign-in
A sign-in that asks for a second proof of identity after the password, such as a code from an authenticator app.
Unsubscribe link
A link in a marketing email that lets the recipient stop future messages. The CAN-SPAM Act requires a working opt-out in commercial email.
See in DolceVascular occlusion
A rare but serious complication where filler blocks or presses on a blood vessel. Warning signs include sudden pain and skin color changes, and it needs urgent care under the clinic's emergency protocol.
See in DolceSee Dolce with your own treatments
Bring your top three services. We’ll chart them live, run a full visit from check-in to checkout, and set up your calendar with your rooms.