As a professional in the aesthetics and beauty industry, it’s important to keep your client’s documentation to ensure the safety and satisfaction of your clients. This not only protects your clients but also helps you stay organised and in compliance with industry regulations.
Below are the details and information that is needed to be kept you and your clients safe and secure when running your clinic.
Client Consultation and Consent Forms
This form is crucial for gathering information about your client’s medical history, allergies, and other relevant data that might affect their treatment. It also ensures that your client is well-informed about the procedure they are about to undergo and consents to it. The consent form should include:
- Personal and contact information
- Medical history and allergies
- Treatment goals and expectations
- Details of the proposed treatment
- Risks and potential side effects
- Consent to proceed with the treatment
Treatment Record Form
A treatment record form tracks the details of each service provided to your clients. The form serves as a reference for future appointments and enables you to provide consistent and personalised care. The form should include:
- Date of treatment
- Service performed
- Products used
- Observations during the treatment
- Post-treatment recommendations
- Follow-up appointment details
Photograph Release Form
Before and after photos are essential in the aesthetics and beauty industry to showcase the results of your work. A photograph release form grants you permission to take and use your client’s images for promotional purposes. The consent form should include:
- Client’s name and contact information
- Purpose of the photos
- Consent to use the photos in promotional materials
- Client’s signature and date
Privacy Policy, GDPR and Data Protection Form
Client data protection is important in maintaining the trust and abiding by privacy regulations. A data and privacy form allows the client to understand how their information is used and what it is stored for. The below points are what should be included in the consent form:
- Information collected explained to the client
- Purpose of data collection
- How clients’ data is stored
- Client’s rights when storing their information
- Consent to collect, store, and use the client’s data
Cancellation and No-Show Policy Form
A clear cancellation and no-show policy helps manage your schedule and minimise lost revenue due to last-minute cancellations and missed appointments. The form should include:
- The required notice period for cancellations
- Fees for late cancellations and no-shows
- Exceptions to the policy
- Client’s acknowledgement and agreement to the policy
Maintaining proper documentation is an essential part of running a successful aesthetics and beauty business. By keeping these forms on file, you can safeguard your clients’ well-being, stay organised, and comply with industry regulations. Make sure to update your forms regularly to account for changes in laws, industry standards, and your business practices.