The product

Every area of a ClinicTrace workspace, in a working clinic.

Each row below is one part of the workspace: what it holds, a picture of it in use, and the legislation and guidance it is read against, linked to the publisher.

Every picture is the live app, signed in to Avelore Aesthetics, a fictional demo clinic whose staff and records are invented. Titles of documents, slots, logs and credentials are replaced with grey bars. Counts, dates and states are as the app showed them on 27/09/2026.

Dashboard and expiries

The dashboard counts what has been recorded against every slot, and what has expired, falls due within 30 days or is overdue. Every date in the workspace feeds one expiry list, and the clinic is emailed 90, 60, 30 and 7 days before each date passes.

The ClinicTrace dashboard for Avelore Aesthetics, a fictional clinic. A dial reads 97% recorded, and four tiles count 9 items expired or missing, 7 due within 30 days, 2 logs overdue and 3 open corrective actions. Below them, the needs attention list shows each item's status with its title hidden.

Read against

All 81 sources in the register

Documents

Policies and procedures sit in record slots grouped into modules, the way an auditor works through a clinic, with a count of what is recorded in each. Each slot says what belongs in it and which source it is built from, and the clinic's own document is adopted against it by a named practitioner.

The document library, showing each module as a card with a progress bar and a count such as 8 of 8 or 12 of 13 slots recorded. Each module's description is hidden.

Read against

All 81 sources in the register

Practitioners and credentials

One record per practitioner holds each credential with its expiry, and the continuing professional development (CPD) hours measured against the board's minimum. A credential that lapses joins the expiry list, and one the clinic does not hold is shown as not held until it is added.

The credentialing register, with one card per practitioner of the fictional clinic. Each card shows CPD hours and a list of credentials with their expiry dates and days remaining, such as in 248 days. Credential names are hidden.

Read against

All 81 sources in the register

Logs

Recurring logs such as fridge temperatures and equipment checks are recorded in one tap from a phone, with the practitioner and the time captured automatically. Data logger files can be imported, and any reading outside the set range is marked on a 90-day chart.

A temperature log's chart of 85 readings over 90 days, with the lowest and highest reading each day plotted inside a shaded range of 2 to 8 degrees. Two readings outside the range are marked in red. The log's name is hidden.

Read against

All 81 sources in the register

Emergency kit

The kit list records each item the clinic holds, the quantity, where it is kept and when it expires, with a photograph of the label. Each expiry joins the expiry list, so the clinic hears about an item weeks before it goes out of date.

The emergency kit table, with columns for item, quantity, where it is kept, expiry and notes. Quantities and expiry dates are shown, with days remaining such as in 21 days in red. Item names and notes are hidden.

Read against

All 81 sources in the register

Director visits

Each visit by the medical director is recorded with the date, whether it was on site, by video or in writing, how long it took and what was reviewed. Over time the record shows the supervision arrangement working in practice, one dated visit after another.

The medical director visits page, listing four dated visits by the fictional clinic's medical director. What was reviewed at each visit is hidden.

Read against

All 81 sources in the register

Advertising reviews

The clinic's own pages are fetched and checked for terms the advertising rules restrict, and each term found waits for a person's decision. Reviews are dated, carry their findings and tasks, and stay open until someone closes them, with no score attached.

The advertising audit page. An open review carries two findings, one not yet reviewed and one decided as not a breach in context, each with a button to change the decision. The terms found and their categories are hidden.

Read against

All 81 sources in the register

Registers

Six running registers hold clinical incidents, complaints, advertising sign-offs, prescriber arrangements, medicines custody and corrective actions. None has a field for a patient's details, and every entry carries its date and status.

Two registers from the fictional clinic, each a table of dated entries with columns such as channel, acknowledged, resolved, approver and status, and statuses reading in progress, closed and current. Summaries and outcomes are hidden.

Read against

All 81 sources in the register

The audit export

One action builds a dated, indexed audit export of everything recorded, with the clinic's uploaded files embedded, as one file that opens in a browser without a login. It sets out what the clinic has recorded, lists anything with nothing recorded, and takes no position on whether a requirement is met.

The export screen for the fictional clinic. A checkbox for each module shows its count, such as 20 credentials and 12 documents. Beside it, the summary gives the date prepared, 97 of 100 slots with an entry, 3 slots with nothing recorded and listed in the export index, and 115 files embedded, above the Generate audit export button.

Read against

Each record in the export carries the sources it cites, from the 81 in the register, as they stood when the document was adopted.

Open the legislation register

The legislation register

The register lists every Act, regulation, guideline and standard the workspace is read against, with the publisher, how binding each one is and the version the publisher states. Each source is checked every week, and a person reads any change before the clinics whose records cite it are told.

The legislation and guidance register inside the app, with a search box and filters for what a clinic does, such as injectables and scheduled medicines, laser and IPL, and waste and sharps, each with a count of sources.

What it holds

  • Legislation40
  • Regulator guidance31
  • A department's reading3
  • Professional standard7
The register is free to use

See the workspace with all 100 slots filled.

The titles hidden above are shown on a demo call, where every slot, log and register can be opened. Ask for one when you register, or start with the sample audit export by email.

Subscribe Get the sample export by email