Clinical Best Practice Policy in Cosmetic Medicine

Published:

October 24, 2025

This policy outlines Newcastle Cosmetic Doctor’s framework for delivering evidence-based, ethical, and patient-centred cosmetic medicine in alignment with Australian and international standards. It incorporates the principles of AHPRA and Medical Board of Australia cosmetic procedure guidelines, TGA scheduling and advertising rules, ACSQHC clinical governance, and international patient-safety systems. The purpose is to safeguard patient outcomes, practitioner accountability, and the integrity of cosmetic medical practice across injectables, dermal fillers, energy-based devices, and adjunctive treatments. ¹ ² ³ ⁴ ⁵ ⁶

1. Governance and Scope

This policy applies to all cosmetic medicine procedures conducted at Newcastle Cosmetic Doctor, including anti-wrinkle injections, dermal fillers, biostimulators, energy-based treatments (laser, IPL, radiofrequency, ultrasound), skin boosters, and regenerative therapies. The clinic operates within the AHPRA-MBA framework for cosmetic procedures, ensuring compliance with ethical practice, informed consent, and scope-of-practice boundaries. ¹ ² ³ ⁴ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹⁰ ¹² ¹³ ¹⁴ ¹⁴

2. Regulatory Compliance and Licensing

All medical practitioners and nurses practising cosmetic medicine must maintain registration with AHPRA and comply with Medical Board guidelines on cosmetic procedures. The clinic adheres to the Cosmetic Surgery Reforms (2023) introduced by the Australian Department of Health, which require heightened oversight for advertising, consultation, and surgical referrals. Device use complies with TGA classification and registration requirements for all therapeutic goods. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

3. Practitioner Credentialing and Competency

Each practitioner must demonstrate competency for the specific procedures they perform. Credentialing includes primary source verification of qualifications, peer references, and clinical performance reviews. A documented scope of clinical privileges defines which treatments each practitioner may perform and is reviewed annually or following any adverse event or regulatory change. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

4. Patient Assessment and Psychological Screening

Comprehensive patient assessment includes medical history, contraindications, allergy review, and psychological readiness screening. Practitioners must screen for body dysmorphic disorder (BDD) or unrealistic expectations and provide referrals when indicated. All assessments are documented prior to consent, following the AHPRA guidelines for patient suitability evaluation. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

5. Informed Consent and Communication

Patients must receive clear, written, and verbal information in understandable language covering benefits, risks, alternatives, costs, recovery timelines, and red-flag symptoms. Teach-back methods confirm understanding, and a mandatory cooling-off period applies for new patients or major procedures. Consent forms are signed and stored securely in the patient’s clinical record. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

6. Clinical Environment and Infection Control

Treatment rooms meet infection control and hygiene standards per the Australian Department of Health and ACSQHC NSQHS Standards. Surfaces are nonporous, disinfected between patients, and hand hygiene is mandatory. Single-use sterile needles and cannulas are used for all injectable procedures. Staff complete annual IPC training, and sterilisation logs are retained for auditing. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

7. Medication and Device Governance

All therapeutic goods, including Schedule 4 prescription medications, are procured from TGA-approved suppliers. Storage complies with manufacturer requirements, including cold chain management for botulinum toxin. Energy-based devices (laser, RF, IPL, ultrasound) must be TGA-registered and maintained per ARPANSA radiation safety guidance, with documented service, calibration, and operator training records. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

8. Laser and Energy Device Safety

Laser and IPL operations follow ARPANSA and AS/NZS laser safety standards. Operators wear wavelength-specific protective eyewear, and signage designates restricted zones. Treatment logs record parameters, energy levels, and patient responses to ensure reproducibility and traceability of care. Device adverse events are reported via the TGA Incident Reporting system. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

9. Advertising and Ethical Marketing

All advertising must comply with AHPRA and TGA Advertising Codes. Testimonials, influencer endorsements, and before-and-after imagery are regulated to prevent misleading impressions. All claims must be factual, evidence-based, and clearly state variability of results. Breaches are investigated by the Clinic Director and reported as required by AHPRA. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

10. Risk Management and Adverse Event Response

Adverse events, near-misses, and complications are logged in the incident reporting system and undergo root-cause analysis. Corrective and preventive actions (CAPA) are tracked to closure. Serious incidents, such as vascular occlusion or device malfunction, trigger emergency protocols, including immediate physician review and escalation to relevant authorities. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

11. Clinical Governance and Quality Assurance

The clinic operates under a defined clinical governance framework consistent with ACSQHC standards. Regular audits, peer reviews, and morbidity-mortality reviews evaluate outcomes and identify improvement areas. KPIs include infection rates, patient satisfaction, complication incidence, and emergency response readiness. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

12. Continuing Professional Development (CPD)

All practitioners maintain CPD activities relevant to cosmetic medicine through RACGP, RACS, CPCA, or ASAPS-accredited programs. CPD portfolios are reviewed annually by the Medical Director. Mandatory topics include adverse event management, ethics, and new technology training. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

13. Data Security and Confidentiality

All patient information is stored in secure, password-protected systems with access limited to authorised personnel. Data handling follows the Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs). Clinical images are de-identified unless patient consent is obtained for use in education or marketing materials. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

14. Continuous Improvement and Reporting

A quarterly quality review committee analyses performance data, patient feedback, and incident reports. Outcomes inform staff training and procedural updates. The clinic fosters a no-blame culture encouraging proactive reporting to enhance safety and learning. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

15. Alignment with International Standards

Newcastle Cosmetic Doctor aligns with WHO patient-safety priorities and JCI International Patient Safety Goals to benchmark against global best practice. Integration of international guidelines ensures patient trust and cross-border recognition of clinical quality. ¹ ² ³ ⁴ ⁵ ⁶ ⁷ ⁸ ⁹ ¹⁰ ¹¹ ¹² ¹³ ¹⁴

16. Disclaimer

This policy is based on current Australian and international frameworks and does not replace legal or regulatory advice under AHPRA, TGA, or NSW Health legislation.

Sources

AHPRA & Medical Board of Australia, Guidelines for registered medical practitioners who perform cosmetic surgery and procedures (2023)., viewed 24 October 2025, https://www.ahpra.gov.au/Resources/Cosmetic-surgery-hub/Cosmetic-procedure-guidelines.aspx ↩
Australian Government Department of Health, Cosmetic Surgery Reforms (2023)., viewed 24 October 2025, https://www.health.gov.au/our-work/cosmetic-surgery-reforms ↩
Therapeutic Goods Administration (TGA), Advertising Code and Scheduling of Medicines., viewed 24 October 2025, https://www.tga.gov.au/resources/resource/guidance/code-advertising-therapeutic-goods ↩
Australian Commission on Safety and Quality in Health Care (ACSQHC), National Safety and Quality Health Service (NSQHS) Standards., viewed 24 October 2025, https://www.safetyandquality.gov.au/standards/nsqhs-standards ↩
Australian Consumer and Competition Commission (ACCC), Australian Consumer Law for Health Services., viewed 24 October 2025, https://www.accc.gov.au/business/industry-codes/health-services ↩
Royal Australasian College of Surgeons (RACS), Code of Conduct & Cosmetic Surgery Standards., viewed 24 October 2025, https://www.surgeons.org/resources/outcomes-of-the-cosmetic-surgery-inquiry ↩
College of Cosmetic Physicians and Surgeons of Australasia (CPCA), Practice Standards., viewed 24 October 2025, https://cpca.net.au/standards/ ↩
Australian Society of Plastic Surgeons (ASPS), Code of Practice & Patient Safety Guidelines., viewed 24 October 2025, https://plasticsurgery.org.au/for-patients/safe-cosmetic-surgery/ ↩
Australian Radiation Protection and Nuclear Safety Agency (ARPANSA), Laser & Intense Light Safety., viewed 24 October 2025, https://www.arpansa.gov.au/understanding-radiation/radiation-sources/more-radiation-sources/laser-safety ↩
World Health Organization (WHO), Patient Safety & Clinical Governance Framework., viewed 24 October 2025, https://www.who.int/teams/integrated-health-services/patient-safety ↩
Joint Commission International (JCI), International Patient Safety Goals (IPSG)., viewed 24 October 2025, https://www.jointcommissioninternational.org/standards/ipsg/ ↩
Australian Society of Dermal Clinicians (ASDC), Dermal Therapy Best Practice., viewed 24 October 2025, https://www.dermalclinicians.com.au/guidance-for-dermalhealth-professionals ↩
Australian Government Department of Health, Infection Prevention and Control Guidelines., viewed 24 October 2025, https://www.health.gov.au/resources/publications/national-healthcare-associated-infection-prevention-and-control-guidelines ↩
Australian Commission on Safety and Quality in Health Care, Clinical Governance Framework., viewed 24 October 2025, https://www.safetyandquality.gov.au/our-work/clinical-governance ↩

Disclaimer for Newcastle Cosmetic Doctor Policies & Procedures

The policies and procedures contained within this document are the exclusive property of Newcastle Cosmetic Doctor and are provided for internal clinical governance and educational purposes only. These materials represent the internal operational framework, safety standards, and evidence-based protocols developed and implemented by Dr. Bart John Scanlon and the Newcastle Cosmetic Doctor team. They are designed specifically for use within Newcastle Cosmetic Doctor and reflect our clinic’s own professional standards, risk assessments, and compliance obligations under Australian law and regulatory authorities. External individuals, practitioners, or organisations must not copy, reproduce, distribute, or rely upon these materials, in whole or in part, for their own clinical, commercial, or educational use without prior written consent from Newcastle Cosmetic Doctor. These materials do not constitute medical, legal, or professional advice and are not intended to be adopted as official protocols or procedures by any other entity. Any external use or adaptation must be independently reviewed and modified to meet the relevant laws, guidelines, and standards applicable to the user’s own jurisdiction, scope of practice, and facility operations. Newcastle Cosmetic Doctor and Dr. Bart Scanlon accept no liability for any loss, injury, or damage arising from the unauthorised use, reliance upon, or misinterpretation of this material.