Patients — permission, on file

Showing your work means showing real people — and that’s only ever done with their written permission. The Patients screen keeps that permission provable: each patient has a record, each record holds the consents they’ve signed, and every photo of them inherits that status automatically.

This is not a patient-management system. No appointments, no charts, no clinical notes — just the minimum needed to keep marketing permission honest.

How to use it

1. Press + Add patient. A name is enough — or use a reference code from your own system if you’d rather not store names here.
2. Open the patient and press Record consent.
3. Write what they agreed to, tick where it may appear (Instagram, your website, in-clinic only…), and note who signed and how.
4. Keep the signed form itself in your practice records — this screen records that it exists and what it covers.

The badge next to each patient tells the whole story at a glance: Consent on file (green), expiring soon (amber), expired, withdrawn, or no consent on file.

Heads up

Without a current consent on file, photos of a patient cannot be scheduled, published, or shared — anywhere in the studio. This is a hard rule, not a reminder. It protects your patients and your license.

When a patient changes their mind

Open their record and press Withdraw consent. The permission is marked as withdrawn immediately, and the studio sweeps everything derived from their photos: scheduled posts are pulled back automatically, drafts are blocked from publishing, and library images are marked unusable. Posts that are already live on a social platform can’t be removed by the studio — they appear in an After withdrawal checklist on the patient’s record, and you confirm each one once you’ve taken it down by hand. Withdrawing is always allowed and never needs a reason — though you can note one for your records.

Why a new consent replaces the old one

Each patient has one current consent at a time — the latest thing they signed. Recording a new one files the previous version as “replaced”, so there’s never confusion about which terms apply, and the full history stays available if anyone ever asks.

Worked example

A patient finishes an implant treatment and is happy to share her result. The practice manager adds her as “M.R. — implant case”, records the consent she signed at the front desk — Instagram and the practice website, no expiry, face not shown — and from that moment her before-and-after can be used in those two places and nowhere else. A year later she calls to ask that it come down: one press of Withdraw consent, and the studio treats every photo of her as private again.