Dermatologists who receive structured patient reports report 45% more efficient consultation time for hair loss cases, which means better use of your appointment and faster, more accurate treatment decisions. A well-organized progress report replaces the guesswork of verbal descriptions with objective data that your doctor can evaluate in minutes.
This article is for informational purposes only and does not constitute medical advice. Consult a qualified hair loss specialist before making any treatment decisions.
Why Your Dermatologist Needs a Structured Report
Most hair loss appointments last 15 to 20 minutes. In that time, your dermatologist needs to assess your current state, understand your history, evaluate your treatment response, and decide on next steps. Without a written record, much of that time is spent asking basic questions and trying to reconstruct a timeline from memory.
A structured report compresses the information-gathering phase to 2 to 3 minutes of review, leaving the remaining time for clinical assessment, discussion, and decision-making.
What Happens Without a Report
- You describe your hair loss from memory, likely missing dates and details
- The dermatologist has no visual baseline for comparison
- Treatment adherence is estimated rather than documented
- Side effects may be forgotten or minimized
- The consultation focuses on gathering information instead of making decisions
The Complete Report Template
Your progress report should contain seven sections. Here is what goes in each one.
Section 1: Patient Overview
A brief summary at the top of the report that gives the dermatologist immediate context.
| Field | Example |
|---|---|
| Name | [Your name] |
| Age | 34 |
| Date of report | 2026-02-23 |
| Hair loss onset | Approximately 2021 |
| Family history | Father: Norwood 5 by age 45, maternal grandfather: Norwood 6 |
| Current Norwood stage | Norwood 3 |
| Baseline Norwood stage | Norwood 2 (assessed January 2025) |
Section 2: Baseline Documentation
Include the earliest set of standardized photos you have. These serve as the reference point for all future comparisons.
Required photos:
- Frontal view (hairline and temples visible)
- Crown view (top-down, showing vertex)
- Right profile
- Left profile
Each photo should include the date it was taken. If you have AI density scores or trichoscopy results from the baseline session, include those numerical values.
Section 3: Current Status Photos
A matching set of photos taken within the past 2 weeks, under the same lighting and angle conditions as your baseline. Side-by-side placement next to the baseline photos makes comparison immediate.
For guidance on taking clinical-quality photos, see our guide on documenting hair loss for your dermatologist.
Section 4: Treatment Timeline
A chronological log of every treatment you have used, with exact dates and dosages.
| Treatment | Dosage | Start Date | End Date | Notes |
|---|---|---|---|---|
| Finasteride | 1mg daily | 2025-03-15 | Ongoing | No side effects |
| Minoxidil 5% | Topical, 1ml twice daily | 2025-03-15 | 2025-08-01 | Stopped due to scalp irritation |
| Minoxidil 2% | Topical, 1ml twice daily | 2025-08-15 | Ongoing | Tolerated well |
| PRP | 3 sessions | 2025-04-01 | 2025-06-15 | $500 per session |
Include any treatment changes, dosage adjustments, or breaks. Gaps in treatment are important clinical information.
Section 5: Side Effects Log
Document any side effects with their onset date, severity, and duration.
| Side Effect | Treatment | Onset | Severity | Duration | Action Taken |
|---|---|---|---|---|---|
| Scalp irritation | Minoxidil 5% | 2025-05-01 | Moderate | 3 months | Switched to 2% |
| Mild shedding | Finasteride | 2025-04-01 | Mild | 6 weeks | Continued, resolved |
Section 6: Density Data and Trend Analysis
If you use a tracking app or have had trichoscopy, include numerical density data organized by zone and date.
| Date | Frontal Density Score | Crown Density Score | Overall Trend |
|---|---|---|---|
| 2025-03-15 (baseline) | 72 | 68 | Starting point |
| 2025-06-15 | 71 | 67 | Stable (within margin) |
| 2025-09-15 | 74 | 70 | Slight improvement |
| 2025-12-15 | 76 | 72 | Continued improvement |
A simple trend chart or graph is even more effective than a table for showing directionality at a glance.
Section 7: Questions for the Dermatologist
End the report with 3 to 5 specific questions you want addressed during the consultation. Writing them down ensures they are not forgotten during the appointment.
Example questions:
- Is the improvement in density data clinically significant?
- Should I increase the minoxidil concentration back to 5% with a different formulation?
- At what point should we discuss surgical options?
- Is there any blood work that would help evaluate my response?
Formatting Your Report
Digital Format (Recommended)
A PDF document of 3 to 5 pages is the most practical format. It can be emailed ahead of the appointment or pulled up on a tablet during the visit.
Structure:
- Patient overview (half page)
- Baseline and current photos side by side (1 page)
- Treatment timeline (half page)
- Side effects log (quarter page)
- Density data and trend (half page)
- Questions (quarter page)
Using myhairline.ai to Generate Reports
myhairline.ai can generate a formatted progress report directly from your tracking data. Select the tracking sessions you want to include, add your treatment log, and export a PDF that covers sections 1 through 6 automatically. You can add your questions manually before printing or sending.
For more on the tools available for clinical documentation, see our guide on dermatologist documentation tools.
Print Format
If your dermatologist prefers paper records, print the PDF at full size. Photos should be printed in color at a minimum resolution of 300 DPI to preserve density detail.
How Often to Update Your Report
Update your progress report before every dermatologist appointment. At minimum, add:
- New photos from the most recent tracking session
- Any treatment changes since the last visit
- New side effects or resolution of previous ones
- Updated density data if available
Maintaining a running report is much easier than building one from scratch before each appointment. A tracking app that logs your data continuously makes this process largely automatic.
Build Your First Report Today
A structured progress report transforms your dermatologist appointment from a question-and-answer session into a data-informed clinical discussion. Your doctor can make better decisions when they see your complete history in one document.
Start building your tracking record at myhairline.ai/analyze. Upload your first set of photos, get your AI density analysis, and begin the documentation that will make every future appointment more productive.