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Table of Contents
Appointment Requirements for Charting
The client must have a current or upcoming appointment.
A treatment record becomes read-only one day after the appointment date.
Once read-only, documentation cannot be added or edited (Users with the security profile setting “Allow Editing / Deleting Read Only Records” can still make changes.).
To document after that point, schedule a new appointment.
Access the Charting Tab
Navigate to the client’s appointment in Schedule.
Right-click the appointment.
Select Treatment.
From the Treatment Record, select the Charting tab.
This is where all treatment documentation is created and managed.
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Two Ways to Start Charting
Option 1: Start a New Form
Select Add Chart.
Use the search bar to find a form by keyword.
Expand folders if needed.
Check the box next to each form to complete.
Select Fill and Sign.
You can select multiple forms at once. The form count appears at the top of the screen.
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Option 2: Carry Forward an Existing Form
Use this when the client is receiving a similar treatment or is on a treatment series.
Carry-forward behavior:
Images, signatures, and attachments do not carry forward.
Image, signature, and attachment fields remain but are blank.
Standard and EMR fields carry forward with structure preserved.
This ensures:
Fresh image markups
A new signature
Updated attachments
To carry a form forward:
Click the form you want to reuse.
Review the preview to confirm it is correct.
Select the ellipsis (three dots).
Choose Carry Forward.
The new form opens full screen, ready for updates.
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How EMR Fields Work in the Treatment Hub
The Treatment Hub connects form design to live chart updates. The workflow moves in one clear direction:
Admin → Form Builder → Treatment Hub → Treatment Record Tabs
Step 1: Admin Builds the Form
In the Form Builder, the Admin:
Creates or edits a form template
Adds specific EMR fields (Demographics, Medical History, Insurance, Medical Notes, Shots, Laser, SOAP Notes, Equipment, Vitals)
Saves the form to a folder
This determines which parts of the client’s chart will sync during charting. For more information on how to add EMR Fields to your forms, see here.
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Step 2: Provider Opens Form in Treatment Hub
In the Treatment Hub (Charting tab), the Provider:
Opens the client’s appointment
Selects Add Chart or Carry Forward
Opens the form
At this point:
EMR fields automatically pull existing client chart data into the form.
Step 3: Provider Documents in EMR Fields
The Provider:
Updates vitals
Adds injections, lasers and/or equipment
Completes SOAP
Adds medical notes
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If the field is an EMR field, changes update the client’s chart in real time (when saved as Review or Complete).
If the field is a standard field, changes remain inside the form only.
Step 4: Data Syncs to Treatment Record Tabs
When the form status is set to Review or Complete, EMR data flows to the corresponding Treatment Record tabs:
Demographics → Client core record
Medical History → PMHx tab
Insurance → Insurance record
Medical Notes → Med Notes tab
Shots → Shots tab
Laser → Laser tab
SOAP Notes → SOAP section
Equipment → Equip tab
Vitals → Vitals and Weight tabs
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Important
What syncs is determined by the EMR fields included in the form.
The Treatment Hub pulls existing chart data into those fields and updates the chart when the form is saved as Review or Complete.
If an EMR field is included in the form → That chart section updates.
If it is not included → The chart will not update from the form.
Quick Visual Summary
Form Builder (EMR fields selected)
↓
Treatment Hub (Provider documents)
↓
Treatment Record Tabs (Chart updates)
Image Markup
The Image Markup field allows you to visually document treatment areas directly within your charting form. Image documentation stays attached to that specific form instance and does not update Treatment Record tabs.
When to Use Image Markup
Use Image Markup when you need to:
Document injection sites
Mark laser treatment areas
Highlight before-and-after changes
Add visual references for medical documentation
Record treatment quantity by area (when applicable)
Opening Image Markup
Scroll to the Image field within the form.
Click directly on the image.
The image opens in isolation mode with markup tools displayed.
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Markup Tools Explained
Color Selector
Choose a color before drawing.
Use different colors to represent different products, sides, or treatment stages.
Freehand (Pencil Tool)
Draw freely on the image.
Commonly used to circle treatment zones or outline areas.
Straight Line Tool
Click to place a straight line.
Drag endpoints to resize.
Rotate and reposition as needed.
Circle Tool
Places a movable, resizable circle.
Useful for injection sites or focal treatment areas.
Text Tool (T)
Click to place a text box.
Type directly onto the image.
Useful for labeling dosage, area names, or notes.
Adjusting Markups
Use the plus (+) and minus (–) buttons to resize selected elements.
Drag objects to reposition them.
Use Undo and Redo as needed.
Select the Trash icon to clear all markups.
Saving or Canceling
Select Save to apply markups and return to the form.
Select Cancel to discard changes.
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Important Behavior Notes
Image markups:
Do not carry forward when using Carry Forward
Do not update Treatment Record tabs
Remain attached to that specific form instance
Must be recreated for each visit
This ensures:
Fresh documentation per appointment
Updated visual references
Accurate historical records
Image Markup and Sales Register Workflow
If your practice uses image markup to send treatment quantities to the sales register (commonly for injectable treatments priced by amount used):
This functionality is currently available in the RxPhoto mobile app.
Web-based charting does not yet support this workflow.
Expected Outcome
Chart data automatically pulls into your forms.
Updates in forms sync to the Treatment Record in real time.
Plan items transfer to checkout when added.
Documentation remains consistent and audit-ready.
Troubleshooting
Symptom
|
Likely Cause
|
Fix
|
Cannot edit form
|
Treatment record is read-only
|
Schedule a new appointment.
|
Data not updating chart
|
Standard field used instead of EMR field
|
Replace with appropriate EMR field.
|
Carry Forward missing
|
Form not eligible or permissions restricted
|
Confirm form status and user permissions.
|
Plan items not at checkout
|
Item not marked as plan item in setup
|
Verify configuration in services/retail settings.
|