Practice Systems
Aesthetic Practice Systems Map
A visual, print-friendly educational framework showing the relationship among the systems that support a compliant aesthetic practice. This map is educational — it does not replace professional review, legal counsel, or a compliance audit.
Last reviewed: 2026-08-04
Foundation: License and State Requirements
- Professional license active and in good standing
- State scope-of-practice rules confirmed
- State delegation and supervision rules confirmed
- State ownership rules confirmed
Structure: Ownership and Medical Oversight
- Business entity formed (if permitted)
- Medical director or supervising physician engaged (if required)
- Medical director agreement in place
- Oversight level defined (delegation, supervision, collaboration)
Clinical Safeguards: Good Faith Exams and Consent
- Good Faith Exam workflow established (if required)
- Informed consent forms for each treatment
- Photo consent obtained where applicable
- Patient screening and contraindication policies
Operational Systems: Policies and Protocols
- Treatment protocols for each service
- Emergency response protocols
- Adverse event protocols
- Infection control procedures
- Protocol review schedule
Documentation Systems: EMR and Records
- EMR suited to aesthetic practice
- Treatment note templates (product, lot, dose, sites)
- Before-and-after photo management with consent
- Record retention policies
- Follow-up tracking
Medication Handling
- Product sourcing from authorized suppliers
- Lot tracking for all injectable products
- Storage requirements (temperature, security)
- Inventory management
- Product recall protocol
Emergency Readiness
- Emergency response protocol
- Anaphylaxis kit and emergency medications
- Staff training on emergency procedures
- Escalation path to medical director
- Hospital transfer plan
Insurance and Financial
- Professional liability (malpractice) insurance
- General business liability insurance
- Workers' compensation (if applicable)
- Financial tracking and KPIs
Training and Competency
- Clinical training for all providers
- Emergency procedure training
- Privacy and documentation training
- Competency confirmation for delegated treatments
Patient Acquisition and Experience
- Google Business Profile set up
- Lead-source tracking
- Patient intake and consent workflows
- Follow-up communication protocols
- Consistent patient experience standards
Quality Assurance
- Periodic protocol review
- Periodic documentation review
- Patient feedback collection
- Adverse event review
- Corrective action process
Your Next Step
Ready to take the next step?
Use this checklist alongside the relevant NOVI support options. Requirements vary by state, license and practice structure — confirm specifics with qualified guidance.
NOVI resources are provided for general educational purposes and are not legal, medical, tax, financial, licensing, or regulatory advice. Requirements may vary by state, provider credentials, practice structure, and services offered. Current requirements should be confirmed with qualified professionals and official regulatory sources.