Move from Aesthetic Record to Clinvello
Evaluate a proposed transfer from Aesthetic Record: confirm destination import support, preserve the originals, validate a trial and agree on a controlled cutover.
Treat the full transfer as its own project.
Connecting Aesthetic Record moves selected work. Replacing it changes the records, financial obligations and daily workflows the clinic relies on. Name an administrator to own the transfer and a clinical lead to check the record archive.
Connection availability is owner-confirmed. Confirm the exact actions, account permissions and location coverage during setup.
Your transfer, step by step.
- 01
Inventory what lives in Aesthetic Record
List clients, future appointments, notes, photos, consents, inventory, packages, memberships and outstanding balances. Mark which records exist in Aesthetic Record, which live elsewhere and who can authorize each export.
- 02
Export and preserve the originals
Aesthetic Record documents selecting demographic fields for an Excel or CSV patient-list export. Its bulk import guidance excludes clinical documentation, photos, credit-card details and memberships; that is an import limit, not a statement that those records cannot be exported by another route.
Keep a dated original copy in the clinic’s approved storage. Request any separate attachments or assisted exports before the current account closes.
- 03
Verify the destination import process
Ask the destination provider to demonstrate an actual import from Aesthetic Record, including supported record types and the destination location. Agree on an authorized transfer workspace before sharing files. A proposed workflow is not evidence of a working importer.
- 04
Map the fields and run validation
Match patient identifiers, names, contact permissions, services, providers, dates and timezones. Ask the provider to show duplicate matches, missing fields and rejected rows. Correct the mapping before running a small trial import.
- 05
Reconcile records, balances and payments
Compare record counts and representative notes, files and appointments with the originals. Reconcile memberships, credits and outstanding balances separately. Saved cards require the payment processor’s approved process; do not put card details in the data upload.
- 06
Approve the cutover and keep a recovery path
Choose the final export window and stop conflicting edits during reconciliation. Approve the validated transfer, assign reminders and booking to one system, then monitor the first operating period. Keep the prior account and archive accessible until the clinic accepts the results.
Aesthetic Record: what to check.
The patient-list guide does not establish connected-app permissions or Clinvello write-back scope. Request the exact patient, appointment and clinical actions supported in the clinic’s deployment.
- A patient-list export is not a full clinical archive.
- Source export and destination import are different capabilities.
- Preserve record identifiers so demographics and separately retrieved documents can be matched.
Before you approve the next stage
- Which appointment and patient updates can the connection make without re-entry?
- Can our existing charts remain in Aesthetic Record while we pilot front-desk automation?
- What export and retention process covers charts, consents, photos and balances if we later leave?
Sign off on the record archive, financial reconciliation, access arrangements and rollback plan before closing the source system.
Source guidance
The links below support the source-system export and access notes. The checklist is editorial planning advice, not verified Clinvello screen instructions or evidence of a completed migration.
- Aesthetic Record patient-list import/export (opens in new tab) ↗Source review · 2026-10-29
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