Every patient's contact record in Aesthetix CRM is a single source of truth for your front desk and providers. From the record you can log private notes about a consultation, assign follow-up tasks to a team member, attach intake files, store and download signed documents and contracts, and review every form a patient has submitted. This guide walks through each of these tools on the contact record, framed around a med-spa patient.
Notes let you keep a running history of interactions, preferences, and follow-up details for a patient so your whole team stays informed.
Click Contacts to open your list of patients.
Select the patient you want to document, for example Grace Park.
Open the Notes tab on the contact record.
Click Add to create a new note.
Type your note in the space provided, such as treatment preferences, allergies, or what was discussed during a consultation.
Click Save to store the note on the record.
To revise a note later, select the pencil (edit) icon next to it. To remove a note, click the trash bin (delete) icon.
Tasks help your team stay on top of timely follow-ups, such as confirming a touch-up appointment or calling a patient after a treatment.
Select Contacts from the main menu.
Choose the patient from the displayed list.
Tap the Tasks icon on the contact record.
Click Add to start creating a new task.
Enter a title for the task in the designated field.
Describe the task in the text area provided.
Assign the task to a team member.
Choose a due date for completion.
Click Save to store the task.
A File Upload custom field lets you collect and store files against a patient record, such as intake forms, consent scans, or before-and-after references. You create the field once in settings, and it then becomes available on every contact record.
Select Settings on the main menu.
Scroll down to navigate through the settings options.
Find and select Custom Fields.
Click the Add Field button.
From the field options, choose File Upload.
Select Choose File to upload a file.
Once the file is selected, click Next.
Provide a name for the field in the Field Name section.
From the object drop-down, choose Contact.
Pick a relevant group from the drop-down list.
Choose your desired file formats by ticking the respective boxes.
To accept more than one file, check the Allow Multiple Files option.
Set the Max File Limit to cap how many files can be uploaded.
Click Additional Preferences for more options.
Provide a Unique Key to identify the field.
Optionally, add a description for the field.
Click Save to finish.
The field is now available on contact records, so your team can upload the chosen file types directly to a patient.
The Documents area on a contact record is the place to store individual files, like a signed consent form or a treatment plan PDF, directly against the patient.
Click Contacts.
Select Smart Lists from the menu.
Choose the patient you want to add a document to.
Click Documents on the contact record.
Click Add.
Click New File.
Choose the document to upload.
Click Upload to complete the process.
Beyond simple uploads, the Document Management area collects the formal documents and contracts associated with a patient, such as signed treatment agreements and membership contracts, regardless of whether the patient was a primary or secondary recipient. Both Sent and Completed documents appear here.
Go to the patient's contact record.
Click the Document Management icon.
On the All tab, view documents and their status. For each one you can download the PDF, view the source in the editor, and, for sent documents, copy the link.
Open the Sent tab to see all sent documents organized in a folder.
Patients often send important files, such as a photo of an insurance card or a reference image, as attachments in a conversation. You can sync those attachments from Email, SMS, Instagram, Facebook, and WhatsApp (where integrated) directly into the patient's Document Management so everything lives in one place.
For an attachment already on a message: click the three-dot menu on the message containing the attachment and select Add to Documents.
While sending an SMS or Email: check the Add to Documents box before sending to sync that attachment automatically.
Once synced, the file lives in the patient's Documents section with full search, download, and preview capabilities, giving your team a single point of access for every file tied to the patient.
When a patient completes a form, such as an intake questionnaire or a consent form, you can review their exact answers from the contact record and across your forms.
Click Contacts.
Choose the patient name of interest.
Click the Contact tab.
Navigate to Additional Info.
Review the details in the Contact Age section.
Click Marketing for more options.
Select Forms.
Click Forms again to open the area.
Select Submissions to view entries.
Refine your selection to focus on a specific form.
Select the patient's name again to open their submission.
Review the specific answers in this section.
Where do I edit or delete a note after saving it? On the patient's Notes tab, use the pencil icon to edit a note and the trash bin icon to delete it.
What is the difference between Documents and Document Management on a contact? Documents is where you upload individual files directly to the patient, while Document Management collects the formal sent and completed documents and contracts tied to that patient, with download, view-source, and copy-link options.
Can I move a file a patient sent me in a message into their documents? Yes. Open the message with the attachment, click the three-dot menu, and select Add to Documents. You can also check Add to Documents when sending an SMS or Email.
Does syncing attachments work for WhatsApp and SMS? Yes. The same three-dot Add to Documents process works across supported channels including Email, SMS, Instagram, Facebook, and WhatsApp where it is properly integrated. Preview availability can vary slightly by file type and channel.
Where can I see the answers a patient submitted on a form? Open the patient's record, go to Marketing then Forms then Submissions, filter to the specific form, and select the patient's name to view their answers.
