1. What can you export from Aesthetic Record?
The patient list, self-serve, as Excel or CSV. Clinical records per patient, or by quote. Aesthetic Record’s help centre lists patient photos, clinical documentation, credit card details and memberships as restricted from the list export.
| Data | How it comes out | What to know |
|---|---|---|
| Patient list | Excel or CSV, self-serve | Demographic fields. Imports cleanly. |
| Procedures and treatment notes | PDF, one patient at a time | Can include injection markings and notes. Readable, but a document rather than structured chart fields. |
| Patient documents | Per patient, from the Document Repository | Consents and uploaded files. |
| Before-and-after photos | As images from the app, per patient | The slowest part of the move for an aesthetics practice. |
| Full data export on leaving | Quote from Data Migration Services | Aesthetic Record directs cancelling customers here. No price is published. |
| Credit cards and memberships | Not exported | Re-collect cards and re-enrol members on the new system. |
We did not find Aesthetic Record on the ONC certified health IT list, where the full-export requirement (170.315(b)(10)) applies. Check the Certified Health IT Product List yourself before you rely on that either way.
2. The 30-day window
Aesthetic Record’s terms of service make data available for no more than 30 days after termination, with no obligation to keep it after that. Anything not out by then may be gone.
| Step | When |
|---|---|
| Export the patient list | Day 0 |
| Request a Data Migration Services quote, if you want the full record handed over | Day 0 — before giving notice |
| Download procedures, documents and photos per patient (or receive the migration export) | Weeks 1–2 |
| Import, and check a sample of charts and photos | Week 2 |
| Terminate | Only after the import checks out |
3. What does leaving Aesthetic Record cost?
The patient list is free. The clinical record costs either hours or a quote.
| Cost item | Range | What drives it |
|---|---|---|
| Patient list export | $0 | Self-serve. |
| Data Migration Services | Quoted, not published | Ask for the quote in writing, with what the export contains. |
| Downloading records and photos yourself | 4–30+ hours | The number of patients with procedures and photos. |
| Receiving platform import | $0–$500 | Some platforms include the import in onboarding. |
| Rebuilding services, consents and memberships | 6–15 hours | The size of the treatment menu. |
When a vendor may and may not charge for an export is covered in what it costs to leave your EHR.
4. What breaks during the switch?
The standard four apply, and the photo library is the one to start first.
| What breaks | Why | How to handle it |
|---|---|---|
| E-prescribing pauses | The prescriber’s e-prescribing and EPCS enrolment belong to the old system’s network account. The new system enrols them again, and identity proofing takes 1–3 business days. | Start the new enrolment two weeks before cutover. Overlap, never gap. |
| Lab results come back to the old system | Orders placed from Aesthetic Record route their results back to Aesthetic Record. | Stop ordering from Aesthetic Record in the final week and keep logging in until every pending result has arrived. |
| Patients have to sign in again | Portal and app logins belong to the system that issued them. | Send the new invitation as part of the switch announcement, not after it. |
| Saved cards and memberships stop | Card-on-file tokens belong to the old payment processor and do not export. | Re-collect cards and re-enrol memberships in the new system before you cancel. |
5. What does the switching timeline look like?
Three weeks, inside the 30-day window.
| Week | What happens |
|---|---|
| Week 1 | Run every export from Aesthetic Record while the account is fully active. Start rebuilding templates and forms in the new system. Start e-prescribing enrolment for every prescriber. |
| Week 2 | Import. Check demographics, allergies and medications against the source for a sample of charts. Reconnect labs and payments. Send patients the new portal invitation. |
| Week 3 | Parallel run: new bookings go into the new system only. Catch results still arriving in Aesthetic Record. Re-enrol recurring billing. At the end of the week Aesthetic Record becomes a read-only archive. |
The general mechanics, for any system, are in how to switch EHR without losing patient data.
6. Frequently asked questions
Can I export my patients from Aesthetic Record?
Yes. The patient list exports as Excel or CSV. Photos, clinical documentation, credit cards and memberships are listed as restricted from that export.
How do I get treatment notes and photos out of Aesthetic Record?
Per patient: procedures as PDF, documents from the Document Repository, and photos from the app. For the whole practice, Aesthetic Record directs cancelling customers to a quote from its Data Migration Services.
How long does Aesthetic Record keep my data after I cancel?
Its terms of service make data available for no more than 30 days after termination. Finish the export first.
Do saved cards transfer out of Aesthetic Record?
No. Card details are listed as restricted from export. Re-collect cards on the new system.
Is this guide independent?
No. Aminova publishes it and imports Aesthetic Record data, as stated at the top. The Aesthetic Record facts are from its own pages.