What is the GFE Status Indicator?
The GFE status indicator is a color-coded icon that appears on appointment cards, calendar views, and procedures for any service — in-person or virtual — that requires a Good Faith Exam. It gives your team an at-a-glance view of a patient's GFE compliance without needing to open their profile to check.
Getting Started
Before you can use GFE status indicators, you'll need to enable the GFE requirement on each applicable service.
Navigate to your Services section (In-Person or Virtual).
Open the service you want to update.
Enable the "Does this service require a GFE?" toggle.
Click Save.
Once enabled, any appointment or procedure booked with that service will display the GFE status indicator.
Understanding the GFE Icon Colors
Icon Color | Meaning |
Black | Current active and valid GFE procedure. This is the patient's most recent GFE that has not expired. |
Green | Procedure was created while a previous GFE is still valid. No new GFE is needed. |
Red | Procedure was created while there is no valid GFE on file. A new GFE is required. |
No Icon | The service does not require a GFE, or it is a Qualiphy exam that has not been fully completed. |
Where You'll See the GFE Icon
The GFE icon appears in the following locations across both Web and iOS:
Appointment Cards — The icon is visible directly on the appointment card for any service that requires a GFE.
Calendar View — The icon appears on the calendar so you can quickly scan your schedule and identify patients who need a GFE before they arrive.
Procedures — The icon displays on the procedure card and on the patient's timeline.
Patient Documents — When a procedure is marked as GFE, the file type in the patient's Documents section (More Info → Documents) changes from "Procedure" to "GFE."
Marking a Procedure as a GFE
Any procedure can be marked as a GFE — regardless of whether its service requires one.
From the Patient's Timeline:
Navigate to the patient's timeline.
Find the procedure and click Mark as GFE.
Once marked:
The procedure receives a Black icon, indicating it is the current active GFE.
Future procedures with GFE-required services will be recalculated based on the new GFE's validity.
The file type in the patient's Documents section changes from "Procedure" to "GFE."
Unmarking a GFE:
To remove the GFE designation, click Unmark as GFE. When unmarked:
The procedure's icon reverts to whatever status it had before it was marked as GFE.
If the previous GFE procedure is still valid, it will become active again (Black icon).
Procedures newer than the unmarked one will have their icons recalculated.
Configuring GFE Expiration
The GFE expiration period determines how long a patient's GFE remains valid. To configure this:
Navigate to Settings → Clinical Documentation → Doc Expiration → GFE.
Set your desired expiration time period (e.g. 365 days).
Click Save.
Once configured, a patient only needs one valid GFE within the time period you've defined. The system will automatically track the expiration and update the icon color accordingly.
Note: If the default expiration is set to N/A, GFEs will not expire and icons will display as grey or green depending on whether a GFE is on file.
Qualiphy Integration
If your practice uses the Qualiphy integration, GFE procedures work with your Qualiphy workflow:
A completed Qualiphy exam is automatically marked as GFE and receives a Black icon.
A Qualiphy exam that is not fully completed does not get marked as GFE and displays no icon.
The GFE icon updates dynamically based on the Qualiphy response:
Approved → Green icon
Rejected → Red icon
For procedures with multiple Qualiphy requests, the icon will only turn Green once all associated requests are approved. If any request remains Pending or Rejected, the Green status will not display.
How GFE Icons Update Over Time
Here's how the icons behave as new procedures are created and GFEs are marked or unmarked:
When a new procedure is marked as GFE:
The new procedure gets a Black icon (active GFE).
Any previous GFE procedure shifts to a Grey icon.
Procedures newer than the new GFE are recalculated.
Procedures created between the new and previous GFE are not recalculated.
When a GFE procedure is unmarked:
The procedure reverts to its previous icon status.
If the previous GFE is still valid, it becomes active again (Black).
Procedures newer than the unmarked one are recalculated.
Procedures older than the unmarked one are not changed.
Verifying GFE Requirements Across Your Services
You can quickly audit which services require a GFE by downloading the Services Excel export.
Navigate to your Services section.
Click Download Excel.
Look for the GFE column to see which services have the requirement toggled on.
Tips for Success
Check your calendar daily — Use the color-coded icons to quickly identify red flags before patients arrive.
Set your expiration period — Configure GFE expiration under Settings → Clinical Documentation → Doc Expiration → GFE so the system can accurately track validity.
Use "Mark as GFE" on procedures — This keeps the patient's GFE record current and ensures future appointments reflect the correct status.
Download the Services Excel — Use the GFE column to audit which services require a GFE across your account.
Applies to both In-Person and Virtual — Don't forget to enable the GFE toggle on virtual services that require one as well.
Qualiphy users — Remember that completed Qualiphy exams are automatically marked as GFE. No manual action needed.
Need Help?
If you have questions about GFE status indicators or need assistance with configuration, contact our support team or visit the Aesthetic Record Learning Lab for more articles and tutorials.