Patients whose tracking data is part of their electronic health record (EHR) receive more consistent care when switching providers, because every new clinician can see the complete timeline. Adding your myhairline.ai density reports to your medical record takes about 15 minutes and creates a permanent clinical reference for future treatment decisions.
Why Your Tracking Data Belongs in Your Medical Record
Hair loss treatment spans years. Without documented baseline measurements and progress data, each new provider starts from zero.
A formal EHR entry gives any clinician access to your density readings, Norwood stage history, and treatment response data. This is especially valuable when you move to a new city, change insurance plans, or switch from a general practitioner to a specialist.
| Scenario | Without EHR Data | With EHR Data |
|---|---|---|
| New dermatologist visit | Visual assessment only, no baseline | Full density timeline available |
| Insurance prior authorization | No objective data to support treatment | Documented progression supports claims |
| Treatment change decision | Based on patient memory | Based on measured density trends |
| Post-transplant follow-up | Subjective comparison to old photos | Quantified graft survival and density gain |
Step 1: Export Your Tracking Report as PDF
Open your myhairline.ai dashboard and select the date range you want to include. For a comprehensive medical record entry, export your full history from your first scan to the most recent reading.
Your PDF export includes density measurements, Norwood stage classifications, treatment annotations, and date-stamped photographs. This format is compatible with all major EHR systems including Epic (MyChart), Cerner, and Allscripts.
Step 2: Log Into Your Patient Portal
Most healthcare systems in the United States use MyChart (Epic) or a similar patient portal. Log in with your existing credentials. If you do not have a portal account, contact your clinic's front desk to request activation.
Navigate to one of these sections (naming varies by system):
- MyChart: "Medical Records" or "Share Medical Information"
- Cerner: "Health Record" or "Document Center"
- Allscripts: "My Health" or "Documents"
Some portals place the upload feature under "Messages" as an attachment to a provider message. If you cannot find a dedicated upload area, sending your PDF as a message attachment achieves the same result.
Step 3: Upload Your PDF Report
Click the upload or attach button and select your myhairline.ai PDF from your device. Most portals accept files up to 25 MB, which covers even multi-year tracking reports.
Add a brief subject line such as "Hair Loss Tracking Data for Medical Record." In the message body, include:
- Your full name and date of birth
- The date range of the tracking data
- A request for the provider to review and add to your permanent chart
- Any specific treatments documented in the report (Finasteride, Minoxidil, PRP, transplant)
Step 4: Request Provider Acknowledgment
After uploading, send a follow-up message through the portal specifically requesting that your provider acknowledge receipt. This is important because patient-uploaded documents sometimes sit in a queue without review.
A simple message works: "I uploaded my hair loss density tracking report on [date]. Could you please review it and confirm it has been added to my permanent medical record?"
Most providers respond within 2 to 5 business days. Once acknowledged, the document becomes a permanent part of your chart.
Step 5: Verify the Record Entry
After receiving confirmation, check your portal's "Documents" or "Health Records" section to verify the file appears. Some systems show uploaded documents under "Patient-Provided Data" or a similar category.
| Portal System | Where to Verify | Expected Timeline |
|---|---|---|
| MyChart (Epic) | My Record > Documents | 2-5 business days |
| Cerner | Health Record > Uploaded Documents | 3-7 business days |
| Allscripts | My Health > Documents | 2-5 business days |
| Practice Fusion | Patient Documents | 1-3 business days |
Maintaining Your Record Over Time
Upload updated reports every 3 to 6 months, or after any significant treatment change. This creates a continuous clinical timeline that grows more valuable with each entry.
Key moments to update your medical record include:
- Starting a new medication: Upload your baseline scan before beginning Finasteride (80-90% halt further loss, 65% regrowth) or Minoxidil (40-60% moderate regrowth)
- Pre-transplant consultation: Your density history helps the surgeon plan graft counts. Norwood 5 patients typically need 3,000 to 4,500 grafts, while Norwood 6 requires 4,000 to 6,000
- Post-transplant milestones: Upload at 3, 6, 9, and 12 months post-procedure to document graft survival (expected 90-95%)
- PRP sessions: Track density changes across your $500 to $2,000 per session investment to build evidence for continued treatment
What to Do If Your Portal Lacks Upload Capability
Some older systems or small practices do not offer patient document uploads. In these cases, bring a printed copy of your PDF report to your next appointment and ask the front desk staff to scan it into your chart.
You can also email the PDF to your provider's office (confirm their email accepts attachments) with a written request to add it to your medical record. Under HIPAA, patients have the right to request additions to their medical records, and providers must respond within a reasonable timeframe.
Building a Complete Treatment Record
Your tracking data is most useful alongside your existing clinical notes. Together they create a record that shows both objective density measurements and clinical observations.
For comprehensive documentation, consider tracking these data points alongside your density readings: treatment start and stop dates, medication dosages and any changes, side effect notes, and photographs from consistent angles and lighting. Learn more about documenting hair loss for your dermatologist and using tracking data with patient portals.
Start Building Your Medical Record Today
Get your first density baseline at myhairline.ai/analyze. Export the PDF report and upload it to your patient portal today to begin building a permanent, data-driven medical record for your hair loss treatment.
This article is for informational purposes only and does not constitute medical advice. Consult a board-certified dermatologist for diagnosis and treatment recommendations.