Getting Started: Set Up Your Medical Director
Before you can send charts to an MD, you need to tie a Medical Director to your user profile.
Important: Only users with "Work as Provider" turned on in their settings can use this feature. Your clinic must also have a user set up as the Medical Director.
Steps to Add an MD to Your Profile
Navigate to Settings > Teammates > Users or go directly to https://app.aestheticrecord.com/settings/users
Find the provider's name and click Edit
Scroll down to MD Consent Required and select Yes
In the dropdown that appears, select the Medical Director
Click Save
If you need to send charts to a different MD for an reason (vacation, unavailable, etc.) you can select an alternate MD when you sign and send.
Provider Room Signing & Sending Charts
You have multiple ways to sign and send charts. Choose the method that works best for your workflow:
Method 1: Quick Bulk Sign from List View
Best for signing multiple charts quickly without opening each one individually.
From the Chart Audit view, the icons will show you what has been completed and what is missing in each chart
Check the boxes next to the procedures you would like to sign
Click Action
Choose one of the following:
Sign — Signs the chart and marks it complete
Sign and Mark as Consult — Signs and categorizes as a consultation
Sign & Send to MD — Signs and sends to your assigned Medical Director for review
Note: If an MD is not associated with your user profile, the "Sign & Send to MD" option will not be available.
The system will notify you if there is missing information. Click Confirm to continue or Cancel to review again
If sending to MD, select the Medical Director from the list
Click Complete when finished
Method 2: Review and Sign While Scrolling
Best for reviewing chart details before signing. You can open charts, review them thoroughly, and mark multiple for signature as you go.
From the Chart Audit view, click into a chart to open and review it
Review the chart details, photos, notes, and any other information
Mark the chart for signature directly from within the chart view
Scroll to the next chart and repeat - you can mark multiple charts as you review them
Once you've reviewed and marked all the charts you want to sign, complete the bulk signature action
Choose to Sign, Sign and Mark as Consult, or Sign & Send to MD
This method means fewer clicks and a smoother workflow - no need to go back to the list after reviewing each chart!
Method 3: Sign from AR Provider App
After completing a procedure in the Provider App, you can also sign your charts directly from the patient's timeline.
Once you mark to sign from the Treatment Summary, you can choose from the same options as the Provider Room: Sign, Sign & Mark as Consult or Sign & Send to MD.
Viewing Chart Status
After signing, you can track your charts in different tabs within the Provider Room:
Signed Procedures — View all procedures you've signed but have not sent to your MD
Sent to MD — See charts that have been sent to the Medical Director but not signed
Information Requested- See charts the MD has returned to you for review without signing them
Signed by MD — Check which charts the MD has reviewed and signed
Responding to MD Requests
When an MD sends a chart back with a request for more information:
You'll see a notification badge in your Provider Room
Open the Sent to MD tab > select Information Requested and review the MD's note or request
Make the necessary updates to the chart
Re-sign and send the chart back to the MD for review
MD Room: Reviewing and Signing Provider Charts
Accessing Your MD Room
If you are a Medical Director, your tab will say MD's Room instead of "Provider's Room." You can track charts in different views:
Pending Procedures — Charts waiting for your review
Signed Procedures — Charts you've already signed off on
When opening the room, your default view will be charts that are still pending signature
Charts sent to you by providers will appear in this section as either a Cosmetic or Health procedure`
Signing Provider Charts: Three Methods
You have three ways to review and sign charts sent by providers:
Method 1: Quick Bulk Sign from List View
Best for signing multiple charts quickly when you've already reviewed them.
From your MD Room, view the list of charts sent to you
Check the boxes next to the procedures you're ready to sign
Click Sign
The charts will be marked as signed and completed
Method 2: Review and Sign While Scrolling
Best for thoroughly reviewing chart details before signing. You can open charts, review them one by one, and mark multiple for signature as you go.
Click into a chart to open and review the full details
Review all chart information, photos, notes, and procedure details
Mark the chart for signature directly from within the chart view
Scroll to the next chart and repeat - you can mark multiple charts as you review them
Once you've reviewed and marked all charts, complete the bulk signature action
Method 3: Sign in the AR Provider App
The MD Room on the AR app allows you to complete a similar function as Method 1. The app does not include some of the more detailed functionality as on the web MD Room, but you can mark individual charts or a bulk "Select All" list for signature.
Requesting More Information
If a chart needs additional details or clarification, from the web:
Open the chart that requires more information
Click the option to Request Info on the top right side of the chart
Add a note explaining what's missing or needs review
The provider will be notified in their Provider Room
You will see this chart parked in the Sent For Review column.
Once they make updates and re-sign, the chart will return to your MD Room for final review under the Returned by Provider tab.
Reviewing a Returned Chart
Once the Provider has had a chance to review your notes and make any necessary corrections, they will sign and send the chart to you again, and it will appear under Pending Signatures > Returned by Provider.
If the Provider has satisfied your request, you can sign the chart, which moves it into Signed Procedures.
If there are still missing details, you can follow the same process as before to add your note and send it back to the provider.
Any review requests or resubmission from the Provider ill be logged on the chart when viewing from the MD or Provider Room.
Additional FAQs:
A chart can only exist in one tab at a time. The MD & Provider rooms act like a workflow; for instance, if you sign and send to MD, the chart will only appear in the Sent to MD tab even thought it's technically "Signed."
You will have a default MD if you've chosen one in your profile settings. However, if you need to swap your MD, you can choose a different one from the dropdown when you mark to Sign and Send to MD. This is helpful if your MD goes on vacation or can't do a scheduled review but another MD can.
If you make a mistake when sending a chart to your MD or you have submitted it to the wrong MD, you can go to the "Sent to MD" tab, mark the chart, and click Unsend in order to pull it out of the MD's room.
The Chart Audit in Business Insights will group these categories. For example, it does not have a field for "Information Requested" but charts in that status will be counted under the Awaiting Signature metric.
Need Help?
If you have any questions, don’t hesitate to reach out to our chat support team for assistance. We’re here to help!