The Take Photo (HIPAA) element allows you to capture photos and track partial-use products from your inventory by marking exactly where they were applied on the photo. Once you're done filling out your form, you can then check out, and it will be deducted from your inventory.
Also, you can use built-in tools to draw, add notes, and mark specific areas on the image for clear visual records.
Photos taken with this element are HIPAA-compliant and are not saved to your device’s photo library. Instead, they are securely stored on your Vagaro Drive.
Prerequisites: The Forms and Vagaro Drive features are required to use this feature. Base SOAP note templates include the Take Photo component already. Only partial-use products from your inventory can be tracked.
Before you can take and add photos to your notes, you’ll need to add the Take Photo (HIPAA) element to your SOAP note templates. This can be done on a computer, tablet, Pay Desk, or PayPro. Once added, you can complete and submit notes from any device.
Tip
The Take Photo component is already added to the SOAP Note, SOAP Notes Face, and SOAP Notes Advanced templates included in your subscription. If you don't have the Forms feature or you prefer to use the base templates, skip to Step Two: Fill Out SOAP Note and Take Photos.
To add the element:
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Go to Forms
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Go to your SOAP note:
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To create a SOAP note template, select → .
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To edit an existing SOAP note, select Action
→ .
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To duplicate a SOAP note, select Action
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In the form designer, select the Take Photo (HIPAA) element and drop it into the form builder. The element settings will appear on the right side.
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Enter a Title for this element.
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To require a photo when completing this form, turn on Require Photo (Upload).
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Optionally, configure the following settings:
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Image Groups: Choose from Vagaro’s visual guides to help customers take consistent photos, or upload your own Custom images. Select multiple guides to capture and upload more than one photo.
Tip
You don’t need to select these now. You can choose poses and angles when filling out the note.
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Select Products: Attach partial-use products to mark where each product will be used during treatment. Choose a Site Color to easily distinguish products and accurately track their usage.
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Build out the rest of your SOAP note, select Next in the top-right corner, turn on Require SOAP Note for Services, if applicable, and then select Publish.
After creating or editing your template, you can begin filling it out. If the SOAP note is required for a service, you’ll be prompted to complete it when booking the appointment and at checkout. You can fill it out from the customer’s profile at any time.
To take photos:
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From the SOAP note, select Take a Photo in the photo element. A camera popup will appear.
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In the top-right corner of the popup, you can add or make changes to Image Groups for this note. Select Apply to confirm any changes or X to close out the popup.
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Select Upload to choose an image from your device, or select Take Photo to capture a new one.
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Use the Plus + and Minus − controls to zoom in or out.
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Use the Flip button to flip the image.
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Use the Opacity slider to adjust the filter’s opacity.
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Select Confirm to continue or Retake to try again.
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Add any additional photos required, then select Finish to complete adding your photos or Restart to review the photos you added.
Tip
Select Skip to End to skip any other required photos.
After taking your photos, you can mark them up to document treatment details. Use the available tools to highlight areas, add notes, and track product usage directly on the image.
Site Mark
Use the Site Mark tool to mark where partial-use products will be applied on a customer’s photo. Any previously added partial-use products will appear on the left of the Site Mark button.
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If products aren’t shown, or you want to add more, select Site Mark and choose the products to include.
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To mark where a product was used, select the product next to Site Mark, then select the area on the photo.
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To change how units are counted, set Count Units By to 0.1, 0.5, or 1.0.
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To adjust the number of units used, select the site mark, then use the Plus or Minus buttons.
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To remove a site mark, select it, then select Trash.
Your product usage will be tracked, and when you save a SOAP Note, you'll be prompted to check out the customer.
Select
Use the Select tool to move, resize, and rotate markups on your photo.
Draw
Use the Draw tool to mark up your photo. When selected, the following options appear:
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Color: Choose from the preset colors for your drawing. Select the color wheel to pick a different color.
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Brush Size: Adjust the thickness and opacity of your lines
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Smart Draw: Draw shapes that automatically snap into clean lines, such as circles or squares.
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Free Draw: Draw freely without snapping to a shape.
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Eraser: Remove any marks you’ve added.
Use the Select tool to make additional changes to your marks:
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Rotate: Rotate the drawing
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Resize: Drag the corner handles to adjust the size.
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Move: Select, hold, and drag the drawing to move it.
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Switch to Free Draw: Convert a snapped shape back into a freehand drawing.
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Brush Size: Adjust the thickness and opacity of your lines.
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Fill Color: Change the fill color of the shape or set it to transparent.
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Line Color: Change the color of the outline or brush stroke. You can also apply a dashed line or remove the outline.
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Duplicate: Create a copy of the drawing.
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Delete: Remove the drawing.
Text
Use the Text tool to add notes or messages to your photo. When you insert a text box, additional options appear:
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Change Color: Set the color of the text.
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Highlight Text: Change the background color of the text box.
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Change Font: Choose a font.
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Change Font Size: Adjust the text size
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Remove: Remove the text box.
Comment
Use the Comment tool to add callouts to your photo. You can enter text inside each comment. Select the Right Arrow to hide comments until you hover over the comment icon.
You can also change the color of each comment using the color dropdown.
Edit Photo
Use the Edit Photo button to retake and replace your photos.
Additional Actions
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Undo: Reverse your last action.
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Redo: Restore the last action you undid.
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Zoom: Zoom in or out of the image.
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Mark Up Next Image: Move to the next image to continue marking.
Once you’ve finished marking up your photos, save your SOAP note. You can also review and check out any partial-use products added during treatment.
To save the SOAP note and check out the customer:
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When you're ready, select Save in the image editor to add your image to your form.
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Fill out any additional fields in your form.
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When you're ready to submit your form, select Save.
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Optionally, if you added partial-use products to your image, a popup will appear prompting you to check out:
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To check out the products used, select Checkout Service.
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To save for later, select Done. The products used won't be deducted from your inventory and will be added to In Today at Checkout.
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Check out your customer, if applicable.
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