Practice & Compliance
Aesthetic Practice Compliance Calendar
A printable compliance calendar to help aesthetic practices schedule recurring reviews. This calendar is educational — it does not invent renewal schedules. Where timing varies, review according to the applicable license, policy, contract, manufacturer, or regulatory requirement.
Last reviewed: 2026-09-17
Monthly
- Review treatment documentation for completeness.
- Conduct a chart audit sample with the medical director.
- Check product inventory, expiration dates, and lot tracking.
- Review adverse-event logs and follow-up.
- Confirm staff scheduling and coverage.
- Review marketing content for compliance.
- Track KPIs and practice performance.
Quarterly
- Review treatment protocols for updates.
- Conduct a comprehensive chart review.
- Review staff credentials and training records.
- Check emergency kit supplies and expiration dates.
- Review patient feedback and satisfaction.
- Update consent forms if needed.
- Review privacy and security access logs.
Semiannual
- Review insurance coverage limits and exclusions.
- Conduct an emergency response drill.
- Review infection-control procedures.
- Update the business continuity plan.
- Review vendor and Business Associate Agreements.
- Conduct a staff competency assessment.
Annual
- Verify all provider licenses are active and in good standing.
- Review and update all treatment protocols with the medical director.
- Review the medical director agreement.
- Conduct a comprehensive compliance audit with an attorney.
- Review and update all policies and procedures.
- Confirm business registrations and filings are current.
- Review record retention and destruction policies.
- Update the emergency response plan.
- Review staff training and competency records.
- Conduct a full insurance review with your broker.
- Review facility requirements and permits.
- Monitor for state and regulatory changes that affect the practice.
Event-Triggered
- When adding a new service or product: update protocols, consent, training, and insurance.
- When adding a new provider: verify license, training, competency, and insurance.
- When expanding to a new state: confirm licensing, oversight, and compliance requirements.
- When a regulation or board rule changes: update policies, protocols, and staff training.
- When a medical director changes: update agreements, protocols, and chart review arrangements.
- When an adverse event occurs: document, report, review, and update protocols.
- When a product recall occurs: identify affected patients and lots.
- When staff leave: revoke system access and update roles.
- When ownership or entity structure changes: review agreements and compliance.
- When a vendor or Business Associate changes: review and update agreements.
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.